Because UW System is changing travel vendors on July 1, airline industry restrictions would not allow UW System to transfer all unused tickets from one vendor to another. Instead, UW System was able to convert the value of the unused tickets to UATP (Universal Air Travel Plan) prepaid airline cards. This will apply only to unused tickets from Delta, United, American, and Southwest, that are non-athletic related. This process allows UW System to utilize the $3M of unused tickets when campuses resume travel without expending new funds to purchase tickets.

We will be working with the airline to covert these Delta, United, American and Southwest tickets and will no longer be on file for individual use. We are also working with Delta to process some tickets that a refundable in June prior to the conversion onto the UATP card.

The remaining unused tickets on all other carriers will transition to the new travel agency (mostly international tickets and some domestic carriers such as Jet Blue and Alaska Airlines).

Summary of unused airline ticket process with Travel Incorporated:

  • UW System will receive credit on a UATP card for the value of their unused tickets only from Delta, United, American, and Southwest
    • UW Madison will have their own UATP cards issued by each airline carrier, and all other campuses will have a shared UATP card
    • We hope to have the UATP card by end of July
  • Campuses will use the credits on the UATP cards for their travel on a first-come first-serve basis
  • The expense funding will be obtained from P-Card and e-Reimbursement data and will later be reversed when UW System does a “true up” with each campus two months after the values of UATP cards are used
  • Those booking airline travel will use the same booking procedure using Concur through the UW TravelWIse website or through the new travel vendor, Travel Incorporated
  • Employees will need to pay attention to invoice receipts when booking with Travel Incorporated to confirm if the UATP card paid for the airfare or if it was charged to the card on file for the individual or campus

Did you have an unused ticket from Fox World Travel and aren’t sure what happened to it? Click on the carrier below to learn more:

All unused Delta Airlines tickets, issued by Fox World Travel prior to July 1, 2020, that were funded by the University were either refunded (please check your credit card statement to verify) or converted to the Delta UATP card. The amount that was converted depends on the travel date or purchase date of your ticket.

Note: Group block tickets are being reviewed on a case-by-case basis.  Please reach out to your campus travel manager for more information on group block tickets.

Non-Covid-19 tickets

  • Any unused ticket with a travel date prior to March 1, 2020
    • Delta charges a $200 penalty for Domestic tickets  + $100 administrative fee to convert tickets to the UATP card
    • Penalties for International tickets vary by fare type and are anywhere between $300 - $900 (normal fare penalties will apply to when converting to the UATP card) + $100 administrative fee
    • Any domestic ticket under $300 would not be converted to the UATP card and would be a complete loss
    • Any International ticket with less $25 value after penalty + administrative fee is assessed would not be converted to the UATP card and would be a complete loss.
  • Tickets purchased between April 1, 2019 and September 30, 2019 that would have expired during the Covid-19 waiver period 
    • Tickets will not be lost. Validity has been extended due to Covid-19 and these ticket will be converted to the UATP card.  Non-Covid-19 penalties and fees will apply.

Covid-19 tickets

  • Any unused ticket with a travel date between March 1, 2020 - September 30, 2020 
    • Delta will convert 100% of the value of fully unused ticket to the UATP card
  • Any unused ticket that was purchased between March 1, 2020 and July 30, 2020 and later cancelled.
    • Delta will convert 100% of the value of fully unused ticket to the UATP card

What will not be converted

  • Group block tickets will remain with Fox (or be sent to Short's if they are athletics) unless requested by the campuses to convert to UATP.  Please reach out to your campus travel manager for more information on group block tickets.
  • Tickets that have been partially flown
  • Tickets that are already exchanged (by either the agency or directly with Delta)
  • Tickets that have been refunded
  • Tickets that have been converted to a voucher
  • Personal or family/companion tickets

All unused United Airlines tickets, issued by Fox World Travel prior to July 1, 2020, that were funded by the University (either via an expense report or through a UW Purchasing Card) were converted to the United UATP card. The amount that was converted depends on the travel date or purchase date of your ticket.

Note: Group block tickets are being reviewed on a case-by-case basis.  Please reach out to your campus travel manager for more information on group block tickets.

Non-Covid-19 tickets

  • Any unused ticket with a travel date prior to March 1, 2020
    • United charges a $200 penalty for Domestic tickets and a $400 penalty International tickets (normal change fee) + $75 administrative fee to convert tickets to the UATP card
    • Any ticket under $275 for domestic or under $475 for International would not be converted and would be a complete loss
  • Any ticket that does not fall under the Covid-19 parameters below.

Covid-19 tickets

  • Any unused ticket with a travel date on March 1, 2020 - June 30, 2020 
    • United will convert 100% of the value of fully unused ticket to the UATP card
  • Any unused ticket that was purchased between March 3, 2020 and June 30, 2020 and later cancelled.
    • United will convert 100% of the value of fully unused ticket to the UATP card

What will not be converted

  • Group block tickets will remain with Fox (or be sent to Short's if they are athletics) unless requested by the campuses to convert to UATP.  Please reach out to your campus travel manager for more information on group block tickets.
  • Tickets with travel dates prior to March 1, 2020, that were set to expire prior to June 30, 2020.  Those have been converted to Electronic Travel Certificates (ETCs) and will be utilized in the same manner as the UATP card. 
  • Tickets that are already exchanged (by either the agency or directly with United)
  • Tickets that have been refunded
  • Tickets that have been converted to a voucher
  • Personal or family/companion tickets

All unused American Airlines tickets, issued by Fox World Travel prior to July 1, 2020, that were funded by the University (either via an expense report or through a UW Purchasing Card) were converted to the American Airlines UATP card. The amount that was converted depends on the travel date or purchase date of your ticket.

Note: Group block tickets are being reviewed on a case-by-case basis.  Please reach out to your campus travel manager for more information on group block tickets.

Non-Covid-19 tickets

  • Any unused ticket with a travel date prior to March 1, 2020
    • American Airlines charges a $200 penalty for Domestic tickets and a $400 penalty International tickets + $100 administrative fee to convert tickets to the UATP card
    • Any domestic ticket under $300 or International ticket under $500 will not be converted and will be a complete loss.  American will not convert tickets will less than $50 value after penalties and fees have been accessed.

Covid-19 tickets

  • Any unused ticket with a travel date on March 1, 2020 - September 30, 2020 
    • American will convert 100% of the value of fully unused ticket to the UATP card
  • Any unused ticket that was purchased on or before June 30, 2020 with travel through September 30, 2020
    • American will convert 100% of the value of fully unused ticket to the UATP card
  • Unused tickets with an expiration date between March 1, 2020 and September 30, 2020
    • Ticket value will be converted to UATP at 100%

What will not be converted

  • Group block tickets will remain with Fox (or be sent to Short's if they are athletics) unless requested by the campuses to convert to UATP.  Please reach out to your campus travel manager for more information on group block tickets.
  • Tickets that have been partially flown
  • Tickets that are already exchanged (by either the agency or directly with American)
  • Tickets that have been refunded
  • Tickets that have been converted to a voucher
  • Personal or family/companion tickets

All individual unused Southwest Airlines tickets, issued by Fox World Travel prior to July 1, 2020, that were funded by the University (either via an expense report or through a UW Purchasing Card) will either be converted to the Southwest UATP card or to a Southwest LUV voucher. 

Note: Group block tickets are being reviewed on a case-by-case basis.  Please reach out to your campus travel manager for more information on group block tickets.

Non-Covid-19 tickets

  • Unused ticket with a travel date prior to March 1, 2020 will be converted to a Southwest LUV voucher. Normal $100 penalty to convert to LUV voucher will not apply.
  • Unused/cancelled ticket with a travel date after September 7, 2020 will be converted to a Southwest LUV voucher.  Normal $100 penalty to convert to LUV voucher will not apply.

Covid-19 tickets

  • Any unused ticket with a travel date on March 1, 2020 - September 7, 2020 will be converted to the UATP card at 100%
  • Any unused ticket that was cancelled between March 1, 2020 - September 7, 2020 will be converted to the UATP at 100%
  • Any tickets expiring between March 1, 2020 - September 7, 2020 will be converted to the UATP card at 100%

What will not be converted

  • Group block tickets will remain with Fox (or be sent to Short's if they are athletics) unless requested by the campuses to convert to UATP.  Please reach out to your campus travel manager for more information on group block tickets.
  • Tickets that are already exchanged (by either the agency or directly with Southwest)
  • Tickets that have been refunded
  • Tickets that have already been converted to a LUV voucher by the traveler
  • Personal or family/companion tickets

All unused ticket on carriers other than Delta, United, American or Southwest have been transferred to Travel Incorporated (tickets that have been identified as Athletics will go to Short's).  In order to reuse your ticket you must call a Travel Incorporated Consultant, you can not book in Concur.  While the tickets will transition to Travel Incorporated, they will not transfer in your Concur profile.  The UW travel team will be sending out monthly reminders to travelers with unused tickets on non-big 4 carriers.

Important Considerations:

  • If your ticket had a travel date prior to March 1, 2020, your trip cancellation is not considered to be Covid-19 related and all normal airline penalties will apply to reuse your ticket.  
  • Unused tickets with travel dates after March 1, 2020 and beyond (with varying end dates) may be considered Covid-19 related cancellation, this varies by carrier.  
  • Many carriers have extended the validity of tickets for Covid-19 related cancellations.  These extensions vary by carriers.  
  • Some carriers may allow name changes for Covid-19 related cancellations.  This varies by carrier.

Please reach out to a Travel Incorporated Consultant to verify the parameters, rules and waivers associated with your ticket.

See the list of unused ticket (on carriers other than Delta, American, United or Southwest) to obtain details about your unused ticket.  If you believe you have an unused ticket on a non-big 4 carrier but do not see your ticket listed on the spreadsheet, please reach out to your campus travel manager.

Unused Tickets - Non Big 4 Carriers xlsx

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. 

To verify if you have an unused personal/family/companion ticket please see the spreadsheet below. If you do not see your ticket on the list below, please reach out to your campus travel manager.

Personal/Companion/Family - October 20, 2020 xlsx

Guide For Applying Personal-companion Tickets To A New Reservation pdf

The above guide was created to help travelers navigate the various carrier websites to be able to reuse your Fox ticket directly with the airlines. If you have attempted to work directly with the airline and are having problems or the airline will not assist  with an agency issued ticket, please submit a request to Fox World Travel. A Fox agent will review the request and contact you to assist with the booking.

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 and the traveler must contact a consultant when they are ready to use the ticket.