Individual travel is defined as anywhere from 1 to 10 travelers. Anything over 10 travelers is defined as Group Travel.
Steps to Planning an Individual Trip
Before any planning begins, discuss your plans with your supervisor to ensure that you have approval and budget allowance. Some campuses or departments require documentation for pre-trip approval.Discuss the process for ensuring your travel dates, the budget for your trip, and any arrangements that need to be made during your absence. Pre-trip approval varies by campus and department.
- Automobile transportation is generally most appropriate for round trips up to 800 miles but time on the road may also be a factor depending on other responsibilities of the traveler
- Cost of rental car vs. cost of mileage should be considered when using ground transportation, as rental vehicles are typically less expensive and provided the added benefit of insurance coverage.
- Commercial air travel is generally the most economical and practical for longer trips.
- If the costs do not exceed the cost of coach/economy airfare, a traveler may request mileage, rental vehicle reimbursement or payment of a fleet vehicle for personal reasons when air travel would be the most appropriate means of transportation. Mileage is based on the most direct route, and a cost comparison should be provided.
- Those who have heath issues or a disability that require reasonable accommodation consideration, should discuss the needs with the approving authority prior to making any transportation arrangements. Review and approval of any reasonable accommodation request should follow formal institutional procedures.
Rail is an option to consider when traveling. Tickets can be purchased directly through the rail provider, or with the designated travel agency. Rail costs should not greatly exceed costs of rental or personal vehicle, or airfare.
Concur or the designated travel agency is the source for providing quotes for air and vehicle rental comparison.
For External Conference Attendees:
- Book lodging either directly with the conference hotel, or with the designated channel that the conference dictates. The rate can be over the rate maximum, provided that the conference hotel is listed in the materials provided by the conference.
For all other travel:
- Determine lodging maximum rate by using the UW TravelWIse Rate Calculator. The University’s maximum lodging rates are based upon location and dates of stay, including seasonal rates within higher cost locations. The maximum rate is for a single/standard sleeping room per person or single occupancy. Concur has these rates programmed into the system, and will alert a travel when attempting to book a hotel over the university maximum rate.
- Determine if contracted hotels are available
- Contracted hotels are listed in Concur as "Most Preferred" or "Preferred"
- Per Policy, University travelers are required to use UW System contract or partnership program properties at contract or negotiated rates whenever use of commercial hotel is required and a contract property is available in the location.
Booking Method for Air/Car/Hotel
- Air is required to be booked either online using Concur or with the designated Travel Agency.
- Hotel reservations can be booked directly with the property, however it is preferred that the reservation is booked in Concur or with the designated Travel Agency. Conference travel is the exception.
- Car rentals must be with Enterprise/National, and booked within Concur, Agency, or if booked directly the contract code must be used.
Arriving Early or Extending your Stay
When a more favorable overall pricing can be obtained by adding an additional day or two to the trip, (i.e. flying early to obtain lower pricing for a Saturday night stay etc.), reasonable expenses for lodging and meals for the minimum necessary additional days may be paid if the total cost of the trip expenses (i.e. additional days’ of lodging, meals, parking, etc.), are less than the lowest, appropriate airfare would have been without the additional days of travel. When the additional days of travel don’t add additional costs, a cost comparison must be obtained at the time of booking (either from the designated Travel Agency or a screenshot in Concur) to support that the additional days don’t add to University cost. This comparison must be attached to the purchasing card log (if direct paid) and attached to the expense report to support all trip related costs.