Individual Travel

Most travel falls under the individual travel category, and is is defined as anywhere from 1 traveler to up to 10 travelers. (Jump to Group Travel or Athletic Travel)

Air bookings

Booking Method Required for Reimbursement

Car bookings

Best Practice
Other Options
  • Directly with the preferred rental agency (Enterprise), using the UW System Enterprise Contract.
  • If Enterprise/National is not available book with Hertz Contract.
  • If Hertz is not available, use another rental agency, with proof (screenshot, agency email) that primary vendors were not available.

lodging bookings

Best Practice
Alternative Options
  • Directly with the lodging provider, ensuring your rate is below the rate maximum
    • Use the Rate Calculator to determine the rate maximum for your dates of stay and location
Airbnb:
  • Airbnb rentals may be utilized, and booking is done directly on airbnb.com. Other third party vendors such as VRBO are not allowed.

Other (Rail, Uber, Lyft, etc.)

  • Book directly with the provider.

Group travel

Group travel arrangements differ from individual reservations in the way they are reserved/purchased and how they are paid for.  Group travel arrangements typically fit one or more of the following criteria:

  • 10 or more travelers, traveling on the same flight to and from the same destination
  • Have 10 or more individuals traveling to the same location –  lodging, ground transportation

Air Bookings

In order to be reimbursed, must be booked with Fox World Travel. Use the group request form to begin the request.

Ground Transportation

Best Practice

Book With a Fox World Travel agent.

Alternative Options
  • Directly with the ground company. If a contract is provided, it must be submitted to the institution’s purchasing office for review and signature.

Lodging

Best Practice

Book with a Fox World Travel agent.

Alternative Options
  • Directly with the lodging provider, ensuring your rate is below the rate maximum per person.
    • Use the Rate Calculator to determine the rate maximum for your dates of stay and location.
    • If a contract is provided, it must be provided to the institution’s purchasing office for review and signature.

Athletic travel

Air

In order to be reimbursed, must be booked with Shorts. Use the Shorts Travel Portal to begin the request.

Ground Transportation

Best Practice

Book With a Shorts agent.

Alternative Options

  • Directly with the ground company. If a contract is provided, it must be submitted to the institution’s purchasing office for review and signature.

Lodging

Best Practice

Book with a Shorts agent. Shorts can book hotel and Airbnb.

  • Directly with the lodging provider, ensuring your rate is below the rate maximum per person.
    • Use the Rate Calculator to determine the rate maximum for your dates of stay and location.
    • If a contract is provided, it must be provided to the institution’s purchasing office for review and signature.

Notices

UATP Cards:  UATP Funds are depleted.

REAL ID: Beginning May 3, 2023, every air traveler 18 years of age and older will need a REAL ID-compliant driver’s license, state-issued enhanced driver’s license, or another acceptable form of ID to fly within the United States.

Booking Fees: Effective July 1, 2020: All campuses (with the exception of UW Eau Claire) have opted to have travel agency fees charged at the time of ticketing. Fees will be charged to the same credit card as the airline ticket.  Fees paid at the time of ticketing will appear as a line item charge on the agency invoice. All agency booking fees are reimbursable and can be expensed.  Please reach out to your campus travel manager with any questions.