Individual Faculty/Staff Travel

Travel for faculty, staff, students and guests is managed by Travel Incorporated.

Note: Trips over 10 travelers is managed by Fox World Travel and categorized as Group Travel.

What is the UW Travel Program?

Managed by UW System, the UW Travel Program establishes policies and creates relationships with vendors to create a network of required and preferred travel vendors.

New Hires or New Travelers

Things to Consider:

Prior to Making Travel Arrangements

  1. Obtain approval for business travel from the traveler’s designated approving authority. Pre-trip approval requirements vary by institution and often by division/department. It is traveler’s responsibility to follow all internal travel approval procedures prior to making trip reservations.
  2.  Detemine the mode of transportation.
    1. Review the ground transportation page (if ground transportation will be the mode of transportation)
    2. Out-of-state trips will most often include airfare as the mode of transportation. If another mode of transportation is being considered for a trip when air transport appears to be the most economical or logical, review Determining the Appropriate Mode of Transportation prior to making arrangements.

Note: When planning a University business trip all travelers must determine the necessary date for arrival to allow sufficient time to prepare for the business to be conducted.  Actual business travel dates, supported by documentation, are used to determine what can (or cannot) be paid or reimbursed by the University.

Preparing for Travel

  • Ensure you have the appropriate IDs, Passports, or Visas (If travelling internationally)
  • Ensure your UW payment methods are current and that your Concur Profile is up to date.
  • Download the Traveler Guide to review policies and procedures while travelling

Book Travel

While Travelling

  • Keep track of approriate receipts (review receipt requirements)
  • If any issues arrive during you travel, contact Travel Incorporated for immediate travel assistance.
  • Contact your Campus Travel Manager if you need any escalation or UW travel advice.

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. Tips for estimating travel costs:

  • Use the Lodging Maximum and Meal and Incidental Calculator to estimate hotel and meal costs
  • Use Concur to search airfare prices or rental car prices (DO NOT COMPLETE THE TRIP)
  • Check to see if airport transportation is available, or share rental car costs with other travelers if multiple travelers are traveling together.
  • If travelling internationally, check to see if any restrictions apply. View the International Page for more information

Car

  • 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. 

Air

  • 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

  • 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. 

 

You are now ready to book! 

Booking Options include:

  1. Concur
  2. Contact the designated Travel Agency

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.

Designated Agency for Faculty/Staff Bookings

Online Booking Registration and Login Information