UW – River Falls Travel

Updated: 07/08/2025

Contact Information

Regional Travel Manager

Alma Ramirez | UW Travel Office 

alma.ramirez@wisconsin.edu

 

UW Shared Services Expense Audit Team:
Contact the audit team about your submitted expense report. 

GetHelpUW@support.wisconsin.edu.

Welcome to UW-River Fall’s Travel page—your central hub for university-related travel information. Here, you’ll find the latest travel updates, essential forms, helpful links, and other valuable resources to support your travel planning. Don’t forget to explore the navigation tabs above for additional resources and information.

If you are new to traveling on behalf of the university, we recommend starting with our introductory Canvas course, which provides a comprehensive overview of the travel process. You can access the course using the link below:

Canvas Travel Training

UW River Falls Travel Page

Travel Guidance

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Things to Know Before You Travel

  1. Discuss travel plans with your department and review budget 
  2. Airline reservations for University-sponsored travel are required to be made either within Concur, the online self-booking tool, or with a Travel Agent.  Use of online brokers or search sites such as Expedia, Travelocity, Kayak, etc. are prohibited and will not be reimbursed by the University. 
    • All employees should have a Concur profile.  If you do not have a profile, please register for Concur prior to booking travel.
    • Please visit the UW TravelWIse Concur page for more information about the online booking tool. 
  3. All non-conference site lodging reservations should be made through Concur or through a Travel Agent .
    • 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 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 lohttps://www.wisconsin.edu/travel/lodging-and-meal-per-diem-calculator/cation.     
  4. 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.
  5. 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.
  6. Rental vehicles are required to be reserved through Enterprise, National or Hertz using Concur or through a Travel Agent.  
    • 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.
  7. When choosing to drive your personal vehicle for University-sponsored business, you will be reimbursed for mileage at the IRS standard mileage. Unless a trip is 100 miles roundtrip, then the turndown rate applies. If fleet is not available, a non-availability slip or email is provided to you by the fleet team. Attach it to the expense report to receive a standard rate. 
  8. 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.
  9. 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.

Approved Methods

The approved methods of payment are University Corporate Travel Cards, Personal Credit Cards, and University Travel Purchasing Cards. Visit the Credit Card Products Shared Services Page

 

 

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.

Getting Started

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.

Reservation Options

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

Email: UWSathletics@shortstravel.com

Business hours: Monday-Friday 8:00am-5:00pm Central Time

RESOURCES 

Shorts Travel Information Page

www.shortstravel.com/falconsUW River Falls Shorts Portal Guide

Type of Travel

Group Blocks are defined as 10 or more tickets with one airline via a special contract, where the travelers are on the same flights round trip and one form of payment is used for all tickets. All the tickets are held at the same price and can be ticketed at a later date.  Group Blocks are serviced by Fox World Travel. 

Reservation Process

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.

  • Each type of group group must have a primary travel coordinator and a backup. The group travel coordinator and backup will be the sole group contacts with the travel agency regarding their group arrangement.
  • Coordinate with your 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.
  • Ensure that a UW authorized purchasing agent signs all letters of agreement or contracts when necessary, and the approved documents are sent to the travel agency in accordance with deadlines provided

Group Block Form

See: Fox World Travel - Group Block User Guide

Contact:

Group Block Dedicated Team Business Hours: 7:30am-5 pm CST Monday-Friday, excluding Holiday.
After Hours Emergency Support is available outside these hours, including weekend and Holiday Coverage
Direct phone: (920) 933-4180

Group Block Request Form

 

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.

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

Additional information on the Fly America Act and Open Skies Agreement can be found here and at the U.S. General Services Administration (GSA).

 

Guidelines - Interview Candidate & Employee/Host Bookings 

Interview Candidate

  • All travel reservations must be booked via Concur or Fox World Travel.
  • 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

Employee/Host

  • 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 or three staff will be permitted to host a meal with the candidate unless an exception has been granted by the Chancellor's office 
  • 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.

  • Itemized receipts are required for hosted meals, hotel, car rental and airfare reimbursements

     

Resources

UW Travel Policy Guide - For Guestspdf

Workday Expenses will be used to submit expense reports, track expense reports through the approval process, and reconcile credit card transactions. Some support staff may submit expense reports on behalf of others.

Quick Links

Browse Expense Reports Job Aids for Finance Professionals

 

Training 

Expense Reports and Credit Cards in Workday Part 1

Expense Reports and Credit Cards in Workday Part 2

Latest Travel News

Online Training

TRAVEL BOOKING & POLICY TRAINING 

Canvas Travel Training Course

WORKDAY EXPENSE REPORT TRAINING 

Expense Reports and Credit Cards in Workday Part 1

Expense Reports and Credit Cards in Workday Part 2

 

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