Travel Reference

Audience

• Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff

Document Table of Contents

• Overview
• Quick Links
• Specific Topics
  • Conference Registration
  • Flights
  • Lodging
  • Meals
  • Official Functions
  • Using Vehicles for UW Business Travel
• See Also
• Questions

Overview

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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
    • Pre-travel Preparation
• 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

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• Concur
• UW Travel Wise Portal
• Planning a Trip
• UW e-Reimbursement for Travelers
• Non-reimbursable expenses
• Foreign exchange rate site

Specific Topics

Conference Registration

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• 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

• Paying Event Registration Fees

Flights

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• MUST be purchased through Concur/Travel Inc.
  • Book by phone by calling a Concur agent - $31.50 (domestic) $41.50 (international) 
  • Book online by setting up a Concur profile - $6.00 fee
• More flight info here.

Flight Resources

• Book a Flight

Lodging

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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
  • Must attach documentation proving that

Lodging Resources

• Reserve Lodging

Meals

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• Reimbursed on a per diem basis
• Travelers:
  • are not reimbursed for actual costs
  • cannot claim meals and incidental expenses for other travelers

Meal Resources

• Per Diem Resources
• Meals and Incidentals

Official Functions

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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. 

• Read the Differences between Official Functions, Hosted Events, and Business Meal 
• Read the Rules and Examples
• Complete the Official Functions and Expenses Pre-Approval Form

Using Vehicles for UW Business Travel

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Options

• Personal vehicle
• UW fleet rental
• Vehicle rental

Important: When driving for UW business/research, no matter who owns the vehicle, the driver must be an authorized driver.

Personal Vehicle or Fleet Car?

If you will be traveling under 300 miles, your personal vehicle is your best option.

You are reimbursed for mileage, not gas.

For more information, see the Business Services page on how to get reimbursed.

If you will be traveling over 300 miles, a fleet car is your best option.

Resource - UW Fleet website

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)

See Also

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• Financial Justification Examples

Questions

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Please contact your department’s financial specialist.