Central policy guidelines, booking workflows, and payment setups for non-employees.
✓ Full Legal Name
✓ Date of Birth
✓ Gender
Step 2: Determine Booking Method
Review Book For Someone Else Workflow And Comparison
All air travel must be booked through Concur or with a Fox World Travel agent to be reimbursed.
Concur Online
Best For: Single trips booked directly by a UW employee
Log in to Concur to reserve airfare, hotel, or car rentals on behalf of a guest or another employee.
Air Ticket Cost: $6 / no fee for car/hotel only bookings
Learn more about Concur
Fox Travel Agent
Best For: Complex itineraries, or unique guest scenarios.
Partner with a dedicated travel agent to book travel.
Air Ticket Cost: $31.50 domestic/ $41.50 Int’l
Toll Free: 844-630-3853
One-Time Form
Best For: Direct self-booking by the guest traveler.
Submit a Fox Portal request to have an agent work directly with the traveler.
Custom Booking Solution
Best For: 20+ guest travelers for specific events/programs.
Set up a dedicated group with customized policy controls ($120 setup fee).
Step 3: Pre-Travel Payment Setup
University Payment methods (such as purchasing cards) should be used whenever possible. Below are best practices to make the trip smooth for the guest traveler:
Review Tax Exemption Guidelines
Review and provide the traveler with appropriate tax exemption information. If the travel occurs out of state, review Sales Tax Exemption From Other States
Car Rental Payment Policy
Unless a direct bill agreement is in place with a UW-contracted vendor, drivers must present a physical payment card in their name at the pickup counter. To set up direct bill, contact Campus Travel Support (not available for UW-Madison).
Hotel Credit Card Authorization
To provide the hotel with payment information, contact the hotel directly to obtain the credit card authorization form. If the traveler will pay for the hotel and seek reimbursement, this form is not needed.
Step 4: Reimbursement of Travel Expenses
Student and Guest Travel Reimbursement Form
Optional tool designed to make reimbursement support easier for everyone involved.
Travelers can conveniently upload receipts and provide the details administrators need to complete an expense report on their behalf, reducing follow‑up questions and speeding up processing. While the form is not required, it offers a simple, centralized way to gather information from travelers who do not have access to Workday. (Note: this form is not available for UW Madison employees)
Create Workday Expense Report
Reimburse traveler for out-of-pocket expenses.
- To create reports for others and to request External Committee Members, an employee must have the Expense Data Entry Specialist (EDES) role. Contact your campus travel support if you are unsure how to obtain the appropriate role.
- Set up guest traveler as an External Committee Member – Request to Create an External Committee Member
- Create Expense Report – Create Expense Report for Non-Worker
Student Travel
- Only student employees with an active university appointment in the HR system are allowed to create a Concur travel profile and book on their own behalf in Concur or through Fox World Travel.
- Students who do not have an active university appointment must work through a university employee to make travel arrangements.
Student Clubs and Organizations
Student organizations are typically not classified as university-sponsored travel, except when the student organization represents the university in an academic matter. Students are advised to review UW policy 616, University of Wisconsin Student Drivers Under the State’s Liability Protection for further information.
Car Rentals
Student Organizations must use the Enterprise Student Org Rental Link when reserving an Enterprise car rental. If renting with Hertz, the University of Wisconsin Hertz agreement may be used.