Topics Map > Travel
Topics Map > Financial
Travel Reference
This document provides a number of useful travel-related links.
Audience
- Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff
Important
The UW’s contract for individual travel with Travel Incorporated ended June 30th, 2024.
As of July 1st, 2024, the contract switched to Fox Travel.
Timeline for Transition
| Date | Description |
|---|---|
| Wednesday, June 26 | Final day of booking in Concur with Travel Inc. |
| Thursday, June 27 – Monday, July 1 | Concur Unavailable |
| Thursday, June 27 – Sunday June 30 | Travel Inc. must be contacted for immediate booking needs |
| Monday, July 1 | All live current and future reservations transferred to Fox |
| Monday, July 1 | Fox must be contacted for immediate booking needs |
| Tuesday, July 2 | Concur is available under the new Fox configuration |
How to Prepare for the Transition
- Retrieve all Travel Incorporated invoices that are required to be filed with payment mechanisms before the July 1st, 2024 transition date.
Instructions - Utilize any open ticket credits on file (e.g. cancelled tickets, vouchers) before the July 1st, 2024, transition.
Travel Incorporated will only support unused open ticket credits until October 1st, 2024, at which point there will be no method to recover any funds or apply to a future flight.
Review Open Ticket Guidance for assistance.
For More Information on the Transition
- Contact your department’s financial specialist
- See UW-System’s page on the transition.
Overview
https://businessservices.wisc.edu/travel-reimbursement/
- Learn before traveling:
- Make sure to read the UW travel policy.
- Traveler training is available.
- Get authorized for driving:
- You MUST be a UW-authorized driver if driving ANY vehicle for UW business. Visit this page to learn more.
- Use CONCUR for booking:
- You must book as much as possible through CONCUR(air, hotel, etc.). Please screenshot and/or document if Concur cannot meet your needs.
- If the travel is international, make sure to read the special rules:
- UW Business Services - Traveling to a Foreign Country
- Airfare must be booked through the Concur online booking tool or directly with an agent at the University’s contracted travel agency. It is recommended travelers contact a contracted travel agent for assistance with international reservations due to the complexity of international air travel. Use of a third party online travel booking site (e.g. Travelocity, Orbitz) or booking directly with an airline is prohibited.
- When air travel is paid or reimbursed using federal sponsored funds (e.g. 144 funds), it is required to use US flag air carriers per the Fly America Act. The Open Skies Agreement (described on the same page) provides a number of circumstances where foreign air carriers can be used.
- UW International Safety and Security
- UW Business Services - Traveling to a Foreign Country
- Save your receipts!
- You must have receipts for most purchases. See the Receipt Requirements section of this page: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/
- Spell out acronyms:
- Example: Society of American Foresters instead of SAF.
- Sales tax:
- is non-reimbursable on purchases in Wisconsin and other Tax exempt states.
Quick Links
- Concur
- UW Travel Wise Portal
- Planning a Trip
- UW e-Reimbursement for Travelers
- Non-reimbursable expenses
- Foreign exchange rate site
Specific Topics
Conference Registration
- Supporting documents for reimbursement must include:
- name of the event
- business purpose for attendance
- event dates and location
- amount of registration fee
- breakdown of specific costs included in the fee (e.g. meals, materials)
Registration Resources
Flights
- MUST be purchased through Concur/Travel Inc.
- Book by phone by calling a Concur agent - $18 fee
- Book online by setting up a Concur profile - $3.75 fee
- More flight info here.
Flight Resources
Itineraries from Travel Inc.
Lodging
Can be booked through:
- Concur:
- By phone - call a Concur agent
- Online - book on Concur's website - $18 fee
- Airbnb
- Hotel
Can NOT be booked through Priceline/Expedia/Kayak, etc.
Maximum Room Rate Allowances
- Based on location
- Calculate the maximum room rate allowance
- Can exceed the max IF lodging is the conference hotel
Lodging Resources
Meals
- Reimbursed on a per diem basis
- Travelers:
- are not reimbursed for actual costs
- cannot claim meals and incidental expenses for other travelers
Meal Resources
Official Functions
Some events actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service.
Expenses for official functions must be pre-approved.
Using Vehicles for UW Business Travel
Options
- Personal vehicle
- UW fleet rental
- Vehicle rental
When driving for UW business/research, no matter who owns the vehicle, the driver must be an authorized driver.
| Under 300 Miles | Over 300 Miles |
|---|---|
|
|
Vehicle Rental
- Vendors - Enterprise and National
- Book through Concur
- If neither vendor has a vehicle available, you may use Hertz
Vehicles for UW Business Travel Resources
- Using a Vehicle During UW Business Travel
- Become an Authorized Driver - UW Business Services
- Russell Labs KB Doc on Driver Authorization
- Book a Rental Car or Fleet Vehicle
- Fleet car information
- Fleet car online reservation system
(UW and DOA Fleets are now combined in a single reservation system)
Questions
Please contact your department’s financial specialist.