Never use a 3rd party booking site: such as Expedia, Priceline, Kayak, Hotels, etc. VRBO is not allowable. These costs are not reimbursable & will not be reimbursed. No exceptions.

Airfare

• Airfare must be booked with Concur or by calling Fox World Travel

• Select coach/economy class. Fees for coach/economy aisle, window or exit row seats are allowable. For international flights with over 8 hours of flight time, premium economy class is allowable.

• Personal credits, vouchers or miles will not be reimbursed.

• Cost comparison done at the time of booking is required if personal days are included or if not from the headquarters city location (for Madison, that would be MSN, MKE or ORD).

• Booking a Flight from Business Services has other information

Lodging

• Lodging must be booked through Concur, Fox World Travel, or directly with hotel. Airbnb is allowed and must be booked directly on Airbnb through your own profile & account. We do not have ability to use a UW Business account due to damage deposits, check-ins, and liability the way Airbnb works

• Lodging maximums can be found on the Per Diem Calculator.

• If it is a documented conference location, the lodging maximums may be exceeded.

• Domestic lodging can exceed the maximum rates by taxes and fees. The listed rates for international are all inclusive of base rates, taxes, and fees.

• Reserving Lodging from Business Services has other information.

International Considerations

• CISI International Health Insurance is required.

• Some remote international flights must be purchased in-country. Origin and destination must be international. In-country ticket can be booked directly with the international airline

Meals and Incidentals Expenses (M&IE)

• E-Reimbursement will calculate your allowable reimbursement. Use the calculator to view the M&IE reimbursement rates.

• Incidentals include fees and tips, transportation for meals, phone calls and laundry.

• Meals & Incidentals from Business Services has other information.

• Receipts are not required for individual meals.

Driving Costs (mileage and vehicle rental)

• To claim mileage or rental car costs, a UW employee, UW student or UW volunteer must be an authorized driver. Please contact Desi Gargano for assistance.

• Rental cars must use a UW or State Contract using Concur or directly through the UW System website.

• Using a Vehicle from Business Services has other information.

• Airfare cost comparison done at the time of trip planning is required for roundtrip mileage at or over 1,000 miles.

Other Transportation

• Train and bus travel are allowable. Airfare cost comparison done at the time of trip planning is required for roundtrips at or over 1,000 miles. Tickets can be purchased directly from servicer.

• Local subway, taxi, Uber or Lyft transportation is allowable. Receipts required over $25.

Other resources

• Geography Department's Financial Specialist - Desi Gargano - desi.gargano@wisc.edu

• UW-Madison Business Services Travel Planning and Booking

• UW-Madison Business Services Traveling to a Foreign Country

• Tax exemption within Wisconsin

• Tax exemption from some other states (direct paid or on p-card)

• Fox World Travel 24/7 emergency support at 844-630-3853 or 608-710-4172