Travel


Thursday, March 12, 2020  (Revised, 7/17/2020) – These FAQs provide interim guidance related to travel for UW System Employees.

Changes/Cancellations

Thursday, March 12, 2020 - This will vary by campus, please refer to your institution’s guidelines.

Thursday, March 12, 2020 - For purposes of the interim guidance, essential travel is defined as supporting activities that are absolutely necessary, cannot be rescheduled, and must be done in person. Each institution has appointed institutional leadership that can approve essential and necessary travel.

Thursday, March 12, 2020 - Yes, per policy, the UW System allows and reimburses for a one-night lodging deposit.

Thursday, March 12, 2020 - Yes, please note the coronavirus concern/reason on your expense report.

Friday, July 17, 2020 - Yes, you can be reimbursed. For funding questions please contact your department.

Note: All travel related expenses must be substantiated in writing and include any required itemized receipts within 90 days after the trip completion date or may not be reimbursed by the University.

Friday, July 17, 2020 -

  • If your ticket was issued with Fox World Travel and cancelled prior to July 1st, please refer to the Unused Ticket Guide on the UW TravelWIse website for more information.

  • Tickets that were issued by Fox World Travel but cancelled after July 1st with Travel Incorporated will remain in the name of the traveler and will be on file with Travel Incorporated. 

    Note:  These tickets will not be visible in Concur profiles. Travel Incorporated consultants will have access to unused ticket data, but the traveler must advise the consultant when they want to use the ticket.

  • Tickets cancelled by Travel Incorporated that were also booked by Travel Incorporated will remain in the traveler’s name and will also appear in Concur profiles.

Thursday, March 12, 2020 - Yes, Fox World Travel is helping us manage our unused tickets (tickets on file for future use) and we will continue to monitor balances over the upcoming weeks.  This is a benefit to the UW System’s managed travel program.

Friday, July 17, 2020 - Yes, the $18.00 Travel Incorporated agent fee will apply when rebooking an unused ticket or using the UATP card. See the Unused Ticket Guide on the UW Travel Wise for more information about the UATP card process.

Thursday, March 12, 2020 - Unfortunately no, per IRS guidelines and our Accountable Plan, only University/business related travel can be paid (or reimbursed) with University funds.

Friday, July 17, 2020 - Tickets identified as personal/family/companion will not be converted to the UATP cards or transitioned to Travel Incorporated. Personal/Family/Companion tickets on ALL carriers have been released back to the travelers. Travelers are highly encouraged to work directly with the airline to reuse personal/family/companion tickets. Travel Incorporated cannot reissue or support these tickets. Fox World Travel will have access to be able to support the reissue of these ticket but since the University is no longer contracted with Fox for Employee Services, a service fee of $51.00 for Domestic tickets or $65.00 for International tickets will be charged.

See the Unused Ticket Guide for more information, including a list of unused companion/personal/family tickets that were impacted.

Friday, July 17, 2020 - The UW TravelWIse website has more FAQs about unused tickets.  

Thursday, March 12, 2020 - No, except for the travel health insurance purchased through the UWS contract with Cultural Insurance Services International (CISI), which includes some travel insurance. Most trip insurance, including insurance purchased through CISI, does not cover epidemic/pandemic situations or "cancel for any reason."

Thursday, March 12, 2020 - Yes, you can be reimbursed. Some airlines are providing waivers due to the Coronavirus, so once you are ready to reuse, work with a Fox agent to determine if there might be any waivers in place.

Thursday, March 12, 2020 - We recommend waiting. This is a very rapidly changing situation and each institution will likely be updating guidance as we better understand the longer-term impacts and how to best use the institutions unused airline tickets on file.