Notices

Due to COVID-19, please check the campus booking restrictions prior to booking travel. Many campuses do not have Concur enabled for online booking.  Any questions should be directed to your campus travel manager.

UATP Cards: Travelers who are authorized to travel and are booking airfare with Delta, United, American Airlines, Lufthansa or Southwest will have their ticket paid for by a University UATP Card. For more information on why this process is occuring and how to expense these tickets, please refer to the Unused Ticket Guide and the Frequently Asked Questions.

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. Read more on the DHS website.

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.

 

Agency Booking Categories

Most travel falls under the individual travel category. This is defined as anywhere from 1 traveler to up to 10 travelers.

Air

must be booked:

Car

Best Practice:

Other Option:

Hotel

Best Practice:

Other Option:

  • 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
  • With agency or directly on airbnb.com, selecting the "Airbnb for work" option. View more information on booking airbnb on the airbnb page.

Other (Rail, Uber, Lyft, etc.)

  • Directly with the provider. 

Group travel is  defined as 10 more travelers. For administrative group information, go to the administrative group page.

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

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.

Other Option:

  • 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.

Other Option:

  • 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.

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.

Other Option:

  • 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. 

Other Option:

  • 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.