Ongoing Monthly Trainings
October 18, 2022
Have you lost your airline reservation receipt(s) booked through Concur or a Full Service Agent? If you are in need of duplicate receipts, please access the Travel Incorporated Travel Hub. New feature: any invoice can be obtained, as long as you have the agency locator number or ticket number. This is for Travelers and Travel Arrangers Register for a new account and access Travel Incorporated invoices Allows you to locate any invoice as long as you have either the ticket number or agency record locator. Travel Inc. Travel Hub Registration Logging into the Travel Inc Hub: Go to: https://hub.travelinc.com?L2=VU5JVk9GV0lTQ09OU0lO&LID=9F557874-2D73-4315-805B-6290CED8DD61 If required, here is […]
October 4, 2022
by Jesse Funk “Why does my best flight option show a four-hour layover in Chicago?” “I used to be able to get home by 3:00p, why are there no more afternoon flights at that time?” “I went to this same conference in 2019 and the airfare was half the cost of what it is today. What happened?” There is no shortage of articles explaining why there is a pilot shortage in this country. You can do a simple Google search if you want more details, but here is the 30,000 foot overview (pun intended) Pilots are aging out. The FAA mandates that […]
Things to Know Before You Travel
- Travel Authorizations are required for overnight travel. Day trips do not require a travel authorization.
- Airline reservations for University-sponsored travel are required to be made with Travel Incorporated, either within Concur, the online self-booking tool, or with a Travel Incorporated Consultant. Use of online brokers or search sites such as Expedia, Travelocity, Kayak, etc. are prohibited and will not be reimbursed by the University.
- All non-conference site lodging reservations should be made through Concur or through a Travel Incorporated Consultant.
- Effective with a policy change on July 1, 2020 – UW System employees may be reimbursed for bookings done on Airbnb. *Prior to booking, please review all cancellation policies, and check with your department to ensure compliance with departmental policies. Ultimate approval of reimbursement of Airbnb costs, including any forfeited deposits, is dependent on the University or Departmental policies. Please click here for more information on booking with Airbnb.
- Use of any other online brokers or third-party sites such as hotels.com, VRBO, etc. are prohibited and will not be reimbursed by the University.
- Prior to reserving conference site lodging, search Concur for the conference site hotel to determine if there is a lower rate available. If so, make your reservation within Concur.
- Concur displays available room types and rates directly from hotel suppliers. Room types and rates available are not specific to UW System and may be above what UW policy allows. Travelers must adhere to the location rate maximums and only reserve single/standard rooms.
- To find the location rate maximums use the Lodging/Meal and Incidental Calculator.
- Please consult the UW System Hotel Directory for a complete list of contracted properties by location.
- Effective with a policy change on July 1, 2020 – UW System employees may be reimbursed for bookings done on Airbnb.
- Please keep in mind the following tips regarding Meals and Incidentals:
- Receipts are not required for Meals and Incidentals Expenses.
- If the trip does not include an overnight stay, the traveler is limited to a $15 tax reportable day trip meal allowance. This meal allowance can be claimed even if a meal was provided.
- Hosted Meals must stay within meal maximums, and require itemized receipts. Tax exemption is required when the meals are hosted in WI. Visit the Interview Candidates Travel Guidelines below when hosting job candidates.
- Rental vehicles are required to be reserved through Enterprise or National using the UWSA contract. Local reservations can be made directly with Janesville Enterprise. You must have an Emerald Club Isle profile in order to have the vehicle delivered. Out-of-state rentals must be made through Concur or through a Travel Incorporated consultant. When Enterprise or National do not serve the location of travel or if vehicles are not available, Hertz may be used under the State of Wisconsin (WSCA) contract.
- Eligible renters are classified as all University authorized drivers age 18 and over. Authorized drivers 18-20 are restricted to domestic rentals only. Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require larger classes of vehicles. Claims for reimbursement beyond standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained on the expense report.
- Any person (employee, student, volunteer) who will be driving a vehicle (personally owned or rented) on University business must be authorized to drive. To become an authorized driver, review the Driver Authorization Policy and complete a Vehicle Use Agreement (VUA). Employees and students must complete an electronic VUA by logging into the Wisconsin Department of Administration VUA Sign-up Portal.
- Drivers are responsible for refueling vehicles prior to return with same level of fuel that they received at time of rental. The University will not reimburse vendor refueling or prepay fuel packages. Receipts are required for reimbursement of fuel purchased.
- Enterprise, National, and Hertz for domestic rentals include Collision (CWD) and Liability (LDW) in their contract rates. Extra types of insurance are not reimbursable.
- When driving your personal vehicle for University-sponsored business, you will be reimbursed for mileage at the IRS standard mileage. Calculate the Rental Vehicle vs. Personal Vehicle Cost
- University purchases are generally exempt from Wisconsin Sales and Use Tax. Travelers are expected to request and receive Wisconsin sales tax exemption for travel related purchases. The University also has sales tax exemption in other states. Travelers should make a reasonable attempt to obtain sales tax exemption according to the tax authority's requirements.
- All travel related expenses for a trip must be submitted on one e-Reimbursement within 90 days after the trip completion date or will not be reimbursed by the University.
The approved methods of payment are University Corporate Travel Cards and University Travel Purchasing Cards.
CORPORATE TRAVEL CARD
The corporate travel card is a joint liability card. The credit card statement is sent directly to the traveler. Travelers may opt to have their reimbursement routed directly to U.S. Bank through the e-reimbursement system, or pay the statement personally. To apply for a corporate travel card, fill out an online application.
View more information about the travel card on the US Bank Corporate Travel Card page.
Travel PURCHASING CARD
For information on obtaining a travel purchasing card, and restrictions of use, contact your institution’s purchasing card administrator.
To book NCAA Athletic Team Travel, Shorts Travel Agency is the University’s contracted agency. Coaches and other athletic personnel travelling for NCAA reasons may also use Shorts for individual travel reservations.
CREATE YOUR PROFILE IN THE SHORT’S SYSTEM. Click here for instructions on how to create your profile. All travelers/travel arrangers are required to have a profile PRIOR to requesting travel. Make sure to enter your individual p card for any purchases and your frequent program numbers to make sure you get points for your trip! Once you are logged in, you can manage all your personal and team information, as well as view upcoming trips, all in one location. Click here for a detailed guide on the features of the travel portal.
With the July 1, 2020 launch date – contacting an agent will be the only way to make reservations. There will not be any online booking to ensure top tier, personalized service.
Toll Free (Athletics Travel): 844-814-3936
Business hours: Monday-Friday 8:00am-5:00pm Central Time
Please send all contracts to email@example.com with the following information
- Number of Travelers
- Location and Dates of Travel
Type of Travel
Fox is the contracted agency for all group block airfare. Group Blocks are 10 or more travelers traveling on one flight to and from the same origin and destination, on the same dates. Typical uses include study abroad trips.
To begin the process of booking a group block, please fill out the group block form. A dedicated Fox World Travel group agent will be in contact with you shortly to begin the group block sourcing and contract process.
Dedicated Team Business Hours: 8 am CST-5 pm CST Monday-Friday, excluding Holiday
After Hours Emergency Support: 5:30 pm-7 am CST Monday – Friday & 24/7 – including Weekend and Holiday Coverage
Direct phone: (920) 933-4180
Consultant Team Email: FoxGroupBlock@foxworldtravel.com
UW Dedicated Agents
Group Block Procedures and Terms
Prior to purchasing airfare or making other travel arrangements, travelers must 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.
Out of state trips will most often include airfare as the mode of transportation. If the traveler is unsure of the most economical transportation choice, please review Determining the Appropriate Mode of Transportation prior to making arrangements. Only the most economical option will be paid or reimbursed by the University.
- Travel disruption, particularly with airlines is more prevalent than ever before. Therefore, UW System highly recommends a faculty member or other administrative staff person serve as a group leader accompanying student groups when possible for enhanced duty of care and to serve as the group's financial officer in cases of travel disruption or other types of situations that can occur.
- Fox World Travel is the contract travel management company partner of the University of Wisconsin System and as such, the University is exempt from Department of Administration (DOA) procurement policy, which requires multiple bids/quotes for group travel arrangements when using Fox World Travel. Do not send Fox any requests for proposals or bid/quote documents as they will be returned.
- Each airline carrier will only provide one price quote for group air and will not allow multiple quotes for the same group.
- Individual ticket prices found in Concur or through any other web source apply to the purchase of a single ticket. This price cannot be used as a comparative for group block or group air ticket purchasing.
- Airlines control fares and availability and these will change multiple times per day.
- To obtain optimal pricing and availability it is best to book group airfare as far in advance as possible - last minutes fare savings and reductions are rarely available due to airline restructuring and consolidations. Groups should reserve airfare as soon as they have dates.
- Be mindful of airline supply and demand - peak travel times will significantly impact fare pricing and availability.
- It is strongly encouraged to use Fox World Travel for other group arrangements, such as out-of-state or international group lodging and/or ground transportation to have the necessary support for University sponsored reservations and access to UW System and Partnership Program discounts.
Group arrangements require the use of the UW Group Reservation Request Form.
With potentially thousands of flight options with differing price points and availability, it is important for UW group travel coordinators to be clear and concise about their group's needs, including the flexibility threshold of what the group will do to get the lowest fare and/or best schedule (i.e. alternative dates, airports, etc.).
The UW group travel coordinator is responsible for providing the following information on the UW Group Reservation Request:
- Dates of travel
- If group requires departmental approval for ticket dates, pricing, etc. explain parameters and any flexibility for deviations from stated parameters.
- Departure and destination airports
- Number of travelers
- Indicate whether price or schedule is the deciding factor in choosing flights (Fox is committed to obtaining the lowest possible price for University air arrangements, your group's schedule preferences may limit the ability to obtain the lowest available fare for your group).
- Other services required, such as air charter, hotel or ground transportation
- Method of payment
After submitting the University Group Reservation Request form you'll receive a confirmation email with the submission of your request and an assigned confirmation number.
Note: Depending on the number of options that are required to be quoted, the complexity of the request and the air carrier's response time, it may take 48-72 hours to obtain quotes.
Below is an outline of the steps which will take place after the UW Group Travel Coordinator submits the UW Group Reservation Request to Fox World Travel:
- After submitting the University Group Reservation Request form, you will receive a confirmation email with the submission of your request and an assigned confirmation number
- Upon receipt of the University Group Reservation Request Form, the UW agent team will respond within one business day to confirm the request and to discuss any open questions.
- The UW agent team will then reach out to the appropriate air carrier(s) to receive the quotes. Air carrier response times vary depending on the carrier and typically range between 48-72 hours. Longer response times are more typical with smaller international carriers; however, Fox will provide a status update to the group travel coordinator to confirm space and pricing.
- Upon receipt of options from the carrier, the UW agent team will review for accuracy (dates, times, number of seats, etc.) and then expeditiously send the appropriate quotes to the group contact.
Please be assured Fox's main goal is to return the quotes as soon as possible with an appropriate balance for accuracy combined with the need to rely on the carriers for prompt response.
Note: Any deviations from the initial request will require a new request form.
Each group must have a primary travel coordinator (and backup). The group travel coordinator and backup will be the sole group contacts with the UW agent team at Fox World Travel regarding their group arrangements.
In order to expeditiously and effectively procure and pay for group travel the UW group travel coordinators are responsible for the following on behalf of their group:
- Providing all details of the group’s intended trip, including specific or preferred travel dates; budget and preferred routing, where applicable.
- If group requires departmental approval for ticket dates, pricing, etc. explain parameters and any flexibility for deviations from stated parameters.
- Providing payment information on behalf of travelers, except when individual credit cards are being used.
- When a services confirmation is provided by Fox, reviewing and understanding the requirements, noting and adhering to any applicable deadlines.
- Ensuring that a UW authorized purchasing agent signs all letters of agreement or contracts when necessary, and the approved documents are sent to Fox World Travel in accordance with deadlines provided.
- Meeting all provided deadlines for check payment and ensuring that checks are processed, mailed and received for suppliers well in advance of due dates.
- Coordinating with their institution’s Purchasing Card Administrator to raise purchasing card transaction limits to cover anticipated group costs well in advance of ticketing deadlines and until transactions are posted.
- For air block space, providing the following airline and TSA required information for all travelers in the group:
- full legal name as it appears on their photo ID (passport for international travel)
- date of birth
- group emergency contact name/phone number
- individual traveler emergency contact name/phone number
- In the case of international travel, passport number, expiration date and country of issue
All information must be provided in the formatted Excel spreadsheet as required by the University to serve as official documentation of the request and to insure accuracy.
Note: In cases where Fox World Travel has not been provided the required information or received payment in accordance with the supplier required dates and deadlines, Fox will be unable to hold your group’s pricing and available space which will result in loss of held space and/or will increase the cost of the fare and impact available capacity.
The UW group travel coordinator is encouraged to share as much information as possible regarding their group's needs in order for the UW agent team at Fox World Travel to obtain the most customized and accurate quotes possible. A charge card must be provided to Fox World Travel for reservation guarantee purposes.
For hotel, ground transportation and charter air needs, Fox World Travel commits to the following service level expectations. Exceptions may apply due to service provider availability limitations.
FOX WORLD TRAVEL TO PROVIDE
|Hotel Sourcing||5 hotel quotes|
|Ground Transportation||3 ground transportation quotes|
|Charter Air||2 charter air quotes|
Cancellation Penalties, Sourcing and Minimum Commitment Fees
Hotel blocks, ground transportation and charter air contracts cancelled after the execution of the contract will be charged for any cancellation penalty in the contract, as well as the minimum. Group travel coordinators are responsible for the payment of any penalties associated with contract cancellation penalties. NOTE: Service, Sourcing and Minimum Commitment (groups sourced but not utilized) Fees paid to Fox World Travel are billed to the group leader.
When sourcing of hotel, ground transportation or charter air, contracts must be reviewed and signed by staff within your institution's purchasing office prior to quotes being provided by Fox World Travel. In addition, most hotel, ground transportation and charter air suppliers will require the UW institution's purchasing office to sign a contract outlining the services to be provided and their terms. University group travel coordinators should plan for additional time for contract or agreement review and signing. Additionally, group travel coordinators as well as other administrative staff are reminded that they do not have the authority to sign these contracts and agreements.
All payments must be made by University Purchasing or Corporate travel cards. It is the responsibility of the card holder to ensure credit limits have been raised well in advance of ticketing dates and to ensure the higher limit is in place until transactions have posted to the card. Failure to meet these requirements will result in the loss of held space and/or increase in fare. These additional fees will be the responsibility of the University's arranging department.
The UW group travel coordinator must provide all necessary charge card information to the UW team agent at the time of arrangements. Required payment information includes: card holder name and billing address, charge card number, expiration date, and security code. This information must be shared by phone and will be securely encrypted for transmission to the airline and/or depending on UW department preference, securely stored in a group travel profile for future use by the UW group travel coordinator. For UW group travel coordinators that have charge card information stored in Concur, Fox World Travel is unable to utilize Concur payment information so the group travel coordinator will have to provide the information listed above to UW team agent.
Note: Do not pass charge card information through email or fax. The most secure way is to CALL in the information and provide verbally. Once received by Fox, it will be securely stored.
In cases where airline reservations must be paid with two or more forms of payment (i.e. split between University and personal card, etc.), the minimum amount to be charged is $25.00.
- In the case of group block space, split payment is not an option, as all travelers have to be booked using the same form of payment.
- Due to carrier limitations, split form of payments are not available when purchasing tickets on instant purchase or ticket-less carriers (i.e. Southwest, Frontier) or on some international carriers (i.e. British Air).
- Many International carriers will not allow split payment
By setting up a default charge card payment method, Fox World Travel is authorized by the University to charge any additional costs beyond the original airline ticket to the default card unless the group travel coordinator makes alternative payment arrangements at the time of original ticket issuance.
In the cases where an air carrier requires payment by check, the group travel coordinator will be advised by Fox World Travel. The group travel coordinator will have the option of sending a university issued check, paying by ACH fund transfer or using a charge card. All check payments must be received by Fox World Travel by the given due date to guarantee your space.
Note: A 3% convenience fee will apply for all payments requiring a check, but made via charge card. The convenience fee covers the costs that Fox incurs to issue a check on the University's behalf.
Additional information regarding International travel such as passports, travel visas, immunization requirements, foreign currency, and insurances may be found on UW TravelWIse International booking page.
International - Meal and Lodging Maximums
Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) can be found using the Lodging/Meal and Incidental Calculator. If the location of travel is not listed, the 'Other' rate will apply.
Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement and should be noted as such within your e-Reimbursement Meals & Incidentals Per Diem expenses.
For foreign travel, the incidental portion of the per diem varies by location. The incidental portion includes the following expenses:
- Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
- Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
- Phone calls
- Laundry, dry cleaning, etc.
- Bottled water
INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT
Make your reservations through our contract with Travel Incorporated or Fox World Travel for groups, and take full advantage of expert international reservation services.
Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government (federal funds = grants) utilize a U.S. flag carrier, with few exceptions.
- When there is no nonstop or direct service offered by a U.S. carrier
- When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
- When the passenger’s travel time is extended by at least 6 hours
- When the connecting time is 4 hours or more at an overseas interchange point
Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-Whitewater. Candidates are subject to same UW travel policies, best business practices and process standards as employees. Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.
The Dean or non-college Department head must approve in advance the reimbursement of travel expenses related to candidate interviews for staff or faculty positions. Consideration for partial reimbursement is permitted, but the same consideration must be given to all candidates.
It is preferable for the University to arrange and direct pay most expenses for travel of an interview candidate. Where that is not possible, the candidate should be informed of the travel policies in advance to avoid incurring expenses that cannot be reimbursed. The Visitor’s Travel Guide, should be sent to the candidate in advance of their trip to UWW.
Guidelines - Interview Candidate & Employee/Host
- All travel reservations must be booked via Concur or Travel Incorporated.
- Departments may wish to set up an Administrative Group for Interview Candidate Travel or book travel on their behalf via Concur. Interview Candidates cannot call into Travel Inc without a reference admin group ID.
- Interview candidates are considered non-employees
- Once completed, the employee contact can enter an e-Reimbursement on behalf of the non-employee/interview candidate
- Necessary information to complete the form:
- Non-employee full legal name and mailing address
- University funding string
- Date of first purchase for which reimbursement will be requested
- The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
- No more than two staff will be permitted to host a meal with the candidate
- Meal expenses are limited to Hosted Meal Rates
- The purchase of alcoholic beverages with University administered funds is prohibited
The department or committee may want to consider having the interview candidate picked up at the airport or hotel by a staff member and using this time as an opportunity for discussion. This may be a less costly option than a rental car, and provide a more personalized touch to the candidate.
- Receipts are required for hosted meals, hotel, car rental and airfare reimbursements
The University may reimburse relocation and/or temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion. Approval to reimburse employee relocation expenditures must be obtained from the Dean or appropriate Division head. Details and limitations for relocation expenses are outlined in the appointment agreement initiated by Human Resources. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes. UW Systems recommends a general rule of 30% withholding for stipends and direct moves.
Instructions for Departments
The following circumstances should be considered:
- Are individuals skills in critically short supply? If yes, is payment usually available from competing employers?
- Is the labor market tight for this particular position?
- Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
- Will the best qualified individual for the position be unable to accept the institutions offer for financial reasons unless relocation expenses are paid
Conditions for Reimbursement:
- The University may reimburse or pay relocation costs as noted on the Relocation (Household Moves) and Temporary or Indefinite Work Assignments
- Reimbursement for an employee’s relocation expenses may be allowed if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the approving authority determines that a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable
- Temporary lodging may be granted as part of the overall moving reimbursement total. It is limited to 45 days, and must be approved by Vice Chancellor for Administrative Affairs.
- Complete the Moving Pre-Approval Form found below. This form will indicate the total amount to be reimbursed to the new employee (ie. up to $2,500). The pre-approval form will be part of the support attached to the travel expense report (TER) submitted for reimbursement.
- The department can choose from a stipend only, direct move, or direct move and supplemental stipend.
- Stipends are highly encouraged over direct payments. Stipends cover non direct costs and can be paid to the new employee up to 30 days in advance of their move.
- Do not indicate that you will pay “whatever it costs”. You should have a specific amount in mind, as this cost will be charged to your department, so please plan accordingly.
Approval for reimbursement is delegated to Deans and Division heads
- Arrange for move.
- Direct Moves: Create an expense report with all direct moving expenses itemized and explained. Attach original receipts for services provided, commercial carrier’s itemized bill of lading if applicable, and the authorization letter for amount to be paid for moving expenses. Receipts must clearly show amount paid to the vendor and indicate the service provided. Estimates and unpaid invoices are not acceptable, the documents submitted must show payment was made. Lastly, add an expense line for the estimated tax to be withheld.
- Stipends: Stipends are a flat dollar award and do not require receipts or information on how it was spent. Attach a copy of your offer to demonstrate the relocation amount offered. Lastly, add a estimated withholding tax amount see guide under resources.
Moving Expense Reimbursement: Pre-Approval Form - please print on UW-Whitewater letterhead
The Shared Financial System (SFS) or E-Reimbursement System is only available to active employees. If you are not an active employee and are expecting to receive a reimbursement from UW-Whitewater for travel expenses please check with your campus contact to determine the status of your expense reimbursement.
Exception Process Overview
Exceptions to 90 day report submission requirements shall be reserved for extraordinary circumstances, such as serious illness or unforeseen emergency to the traveler. NOTE: extensive workload or not having time to
submit the expense report is NOT an extraordinary circumstance. Exceptions to policy requirements, mandatory contract use, documentation requirements, etc will be reviewed on a case by case basis. Only the Vice Chancellor for Administrative Affairs has the authority to grant exceptions for expense reimbursements.