Frequently Asked Questions 

Q: What is changing? 

A: On July 1st, 2024, UW System Travel Management employee services currently supported by Travel Incorporated will be transitioned to Fox World Travel. 

 

Q: Why is this change being made? 

A: UW Leadership made this decision based on feedback from travelers, arrangers, and administrators. The current vendor did not fulfill the needs the Universities of Wisconsin which impacted service to UW employee, guest and student travelers. 

 

Q: How can I learn more about this change? 

A: There are several opportunities to learn more about this transition. Please join an upcoming Travel Open House webinar in March or April. Additional webinars and topics will be communicated as the transition date gets closer.  

 

Q: What will stay the same and what will change with this transition? 

A: Please join an upcoming Travel Open House webinar and bookmark the UW TravelWIse website for up-to-date information and reference materials.  

 

Q: What can I do right now to prepare for the transition? 

A:

  •  Watch for campus communication and bookmark the UW TravelWIse website for up-to-date information.  
  •  Retrieve all Travel Incorporated invoices that are required to be filed with payment mechanisms before the July 1st, 2024 transition date. Travel Incorporated Invoice Retrieval Instructions pdf  
  • Utilize any open ticket credits on file before the July 1st, 2024, transition. Travel Incorporated will only support unused open ticket credits until October 1st, 2024, at which point there will be no method to recover any funds or apply to a future flight. Review Open Ticket Guidance pdf for assistance.

 

Q: What is the timeline for this change and who should I contact if I have travel booked during this transition period? 

A:  

Wednesday, June 26  Final day of booking in Concur with Travel Inc
Thursday, June 27 – Monday, July 1  Concur Unavailable
Thursday, June 27 – Sunday June 30  Travel Inc. must be contacted for immediate booking needs
Monday, July 1  All live current and future reservations transferred to Fox 
Monday, July 1  Fox must be contacted for immediate booking needs 
Tuesday, July 2  Concur is available under the new Fox configuration

 

Q: If I book something with Travel Incorporated for after the transition date, will I need to take any action to make sure my reservation is still active? 

A: No. All confirmed bookings will be transferred to Fox World Travel on July 1st. No action is required by the traveler/arranger. If any changes are required, Fox World Travel will have booking visibility and can assist.  

 

Q: Will there be a change to the fee structure?

A: Yes, with inflation and changes in the travel industry, there will be an increase in the agency fees. In the current travel environment, Fox World Travel provides a good value and will provide a higher level of service, support, and technology to the UW Travel Program.  

Program Enhancements Include:

  • Agent support continuity – whenever possible, one agent supports the traveler through the entire booking process.
  • Designated Support team for Higher Education clients
  • Dedicated International Agents
  • Online Chat

Q:  Is the administrative group process changing?

A: Yes, UW and Fox World Travel are creating two new processes to replace administrative groups. More information will be provided at an upcoming webinar.

  1. A new non-employee reservation request that will be handled as an agent booking. Most current administrative groups will use this process and not incur the setup fee.
  2. A Custom Booking Solution (CBS) to accommodate departments with unique travel scenarios and reporting requirements. A set up fee will apply.

Q: Will this change impact Athletic travel currently serviced through Shorts Travel and Anthony Travel (UW Madison)?

A: No, those agencies will continue to service NCAA athletic travel.

Q: Are there any changes to the group block contract and process with Fox World Travel?

A: No, the existing fees, travel agents and group block contact information will remain unchanged.