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Financial - Travel Quick Reference
This document provides a number of useful travel-related links.
Audience
- Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff
Overview
When submitting Travel Inc itinerary documentation for travel, please see this page for the requested format.
Flights: MUST be purchased through Concur/Travel Inc. You may do so by calling the agency ($18 charge), or booking online by setting up a Concur profile ($3.75 fee). More flight info here.
Lodging: can be booked by phone call to a Concur travel agent, online via Concur’s website ($18 fee), AirBnb, or directly with the hotel (but NOT through Priceline/Expedia/Kayak, etc.) There are maximum room rate allowances based on location. You can calculate these allowances here.Exceeding the lodging maximum is permissible if lodging is the conference hotel (documentation must be attached) More lodging info here.
Meals: Meals and Incidental Expenses are reimbursed on a per diem basis; travelers are not reimbursed for actual costs. Travelers cannot claim M&IE for other travelers. More per diem info here.
Some more socially/morale-building oriented functions or meals require an Official Functions form.
Vehicle rentals: Personal vehicle, UW fleet rental, or vehicle rental
Whether driving a personal vehicle and claiming mileage, or renting, when driving for UW business/research, the driver must be an authorized driver.
Personal vehicle is a good option for under 300 miles—reimbursement would be for mileage, not gas.Read about filing an expense report for reimbursement here.
Fleet is recommended for trips within Wisconsin over 300 miles. Reserve here.
Other vehicle rentals: We also have contracts with Enterprise and National, and these should be booked through Concur as well. If neither of these is available, Hertz is a backup. Contracts and more info are linked here.
Conference registration: when submitting p card documentation or expense report for reimbursement, please note: Supporting documentation must include the name of the event, a business purpose for attendance, the event dates and location, the amount of the registration fee and a breakdown of the specific costs included in the fee (e.g. meals, materials). More registration info here.
Resources
- Concur
- UW Travel Wise Portal
- Travel and Reimbursement Information - UW Accounting Services
- UW e-Reimbursement for Travelers
- Non-reimbursable expenses
- Foreign exchange rate site
- 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.