CHM Purchasing - CHM Travel & Reimbursements

How to reserve travel and submit for reimbursement.

The UW has some strict policies, and we want to make sure your costs get covered!

Please submit a travel request form
Airfare MUST be purchased through Concur or Fox World Travel – it will not be reimbursed if purchased outside of UW (including guests!)
Concur = online travel reservations for airfare, lodging, car rentals
Fox World Travel is the UW approved Travel agency (ph. 844-630-3853) (note: Updated from Travel Inc. as of July 1, 2024. Agency transition details link)
Keep track of your reservations in the Fox World Travel Portal
If you will be driving a car for UW business, you must be a UW authorized driver.
- Also required for mileage reimbursement for employees only (not guests)
Use the Per Diem Calculator to look up allowable lodging amounts for your destination
When in doubt - book through UW travel agency or directly with the vendor.

Table describing what platforms to use to book travel expenses.
Travel Type	Booking Options	Primary Vendors	UNABLE to reimburse if / for:
Air	Concur UW Travel Agency	American Airlines, Delta, Southwest, United	Booked directly with airline or Third party booking sites
Lodging	Concur UW Travel Agency Directly with property	n/a	Booked with 3rd party online booking site (i.e. hotels.com)
Car	Concur UW Travel Agency Directly with rental agency	Enterprise, National, Hertz	Extras (i.e. GPS, fuel service upcharge) Vehicles larger than full size (without proper justification)
Taxi, Uber, Lyft, Shuttle, Rail	Directly with vendor	n/a	Cost ineffective use of service

Lodging policy- MUST be purchased directly or through UW (Concur or travel agency)
Car rentals are set up through Concur or Travel Inc.
L&S E-Reimbursement/Travel Page
Business Services Travel and Reimbursement Page
CHM cannot pay for, or reimburse membership fees
CISI mandatory health/travel insurance for all international travel (see "Coordination of Benefits notice" if you subscribe to a High Deductible Health Plan)
Meals and Incidentals information
Carbon Offset
- Use this calculator to calculate your carbon footprint for your travel.
- Please let Sarah Keib know if you would like to purchase carbon offsets for your trip by emailing chm_purchasing@chm.wisc.edu.
AirBnB tips:
- When reserving AirBnB, all cleaning fees must be factored into the maximum daily reimbursement rate per person.
- You do not need to calculate the taxes within the max rate per person. Depending on location, UW might have a tax-exemption. If UW does not have an exemption where you're staying, taxes are reimbursable.
- Additional helpful information in case one person is paying for the stay: The expense reports for all travelers must include documentation to show the double (triple, quad, etc.) occupancy and identify which traveler(s) incurred the expense. Travelers may be reimbursed in full when paying for a shared room on behalf of another University business traveler from the same institution.

Travel expenses must be submitted for reimbursement within 90 days of travel or you will not be able to be reimbursed. Please save receipts!
Instructions on getting reimbursed
Non-employee/guest reimbursements instructions
Make sure you save a copy of the conference webpage or invitation email to include with your reimbursement!

Keywords:

e-reimbursement, expense reimbursement, travel, payment, purchasing, flight, concur, mileage, meals, incidentals, per diem, carbon offset, airbnb,

Doc ID:

131541

Owned by:

Sarah K. in Center for Healthy Minds

Created:

2023-09-19

Updated:

2024-12-10

Sites:

Center for Healthy Minds

Travel Type