Update on Travel Management Services in 2020

Agency Changes

The UW System Board of Regents recently approved contracts regarding travel management services for the UW System. Beginning July 1, 2020, our travel management services will be handled by three separate providers, based on the unique services required. Our existing contract with Fox World Travel will expire on June 30, 2020. This change will provide specialized service to the various travel planners and travel arrangers and will result in significant savings for UW System.

  • Employee Services (Individual Travel, or “live sell” tickets of less than 10 travelers, Administrative Groups and Group Air) will use Travel Incorporated based out of Duluth, GA
  • University Group Block Services (10 or more on same flight and/or hotel) will use Fox World Travel based out of Oshkosh, WI
  • Athletic Services will use Short’s Travel Management based out of Waterloo, IA. UW-Madison is exempt because of its pre-existing contract with a travel management agency for similar services.

What Will Change

  • March 2020: New travel rate calculator (lodging maximums and meal per diems)
  • March 2020: UW System will administer the TravelWise website
  • July 1, 2020: UW System will move from a single service provider to three vendors based upon the type of service required. Most employees will be working with a new travel agency and travel agent team
  • July 1, 2020: Rollout of Concur app and Travel Incorporated app to book and view reservations on mobile devices

What Remains the Same

  • Concur will be used for any online travel reservations (but will be fulfilled and invoiced by a different travel agency)
  • Corporate card policy and vendor
  • Ability to use an agent for service
  • 24/7 agency coverage is available, with a dedicated UW team during core business hours

Next Steps

  • The UW System Travel Management Services Office and Project Management Office will jointly form an implementation plan with input from travel stakeholder groups to ensure a successful transition
  • Each of the vendor implementations will carry out the transition plan as guided by contract and core team