UW TravelWIse contains information about planning and booking travel. If you can’t find the information you need on this site, please feel free to reach out to me to assist with any questions you may have!

Schedule Individual Travel Training Session or Consultation

Email: amahn@uwsa.edu


  1. FAQ on State Government Rates vs. StateRates in Concur

    By amahn.uwsa.edu

    Concur loads all rates that the hotels offer. The UW Travel Program and our TMC partners work to ensure only rates that are eligible for use are displayed in Concur, […]

  1. Uber- Eligibility Reinstated

    By amahn.uwsa.edu

    Effective immediately, Uber has been removed from the State of Wisconsin ineligible vendor list.  Employees are free to use Uber Technology for university travel.

  1. UBER – Ineligible Vendor

    By amahn.uwsa.edu

    Effective immediately, Uber Technologies, is prohibited from doing business with Wisconsin state agencies/authorities due to non-compliance. Until UW System obtains confirmation that Uber Technologies is working to resolve their eligibility, […]

  1. 2023 Mileage Rate Updated

    By amahn.uwsa.edu

    In accordance with the IRS announcement, the mileage rates for 2023 have been updated as follows: 65.5 cents per mile driven for automobiles 63.5 cents per mile for Motorcycles 42 […]

UW - Parkside Frequently Asked Questions

Personal cards cannot be used for University purchases. All travel related purchases must be made with a University card product, such as a travel card or a purchasing card. 

For airfare purchases: reservations must be made through Concur or with a designated agent in order to be paid for by University Funds. A University Ghost Card is automatically used for all airfare purchases.  When you use the UW System reservation site (Concur) to book airfare, your airfare is charged to UW Parkside through a "ghost card". These charges must be reconciled to the appropriate funding string each month. You cannot use a UW Parkside Travel Card, Personal Card, or Purchasing card for airfare. Your airfare must be re-allocated form the Ghost Card to a funding string.

Your airfare may be paid through your department, through a professional development grant, through grant funding, from the foundation, etc., or you may need to split your airfare between multiple funding strings.

If you book through a travel agent, have your funding string(s) to give to the agent.

If your funding string(s) was not added in the previous steps, a Business Services staff member will reach out to you when reconciling the Ghost Card report at the end of the month. You will be asked to provide the funding string for your travel.

 If you intend to only be purchasing travel related expenses, you should obtain a Corporate Travel card.  If you do purchasing for your department, you should obtain a Purchasing Card (Pcard)

 If it’s mixed,  and you do travel arrangements for others, you can use a Pcard. The Pcard limitations for travel are as follows:

  • Cannot be used for day trip parking
  • Cannot be used for any alcohol or individual meals
  • Cannot be used for insurance (i.e. CISI)


Travel Card transactions payments must be paid by the employee through an e-reimbursement or by setting up an account with access online. 

Read more by visiting Payment Methods

All expense reimbursements must be submitted within 90 days of:

  • the end of the trip for travel -related expense reimbursements.
  • the date of the purchase for non-travel-related expense reimbursements.

Cash Advance expense reimbursement reports must be submitted within 30 days of the end of the trip.

Please note that failure to submit your expense report within the timeframe requires an exception request form.

Expense reimbursements not in compliance with the above timelines

  • may not be reimbursed or
  • will be reported as taxable income for the individual reimbursed.

Please note: The Expense Exception form is only accessed via Business Services staff. Please email amahn@uwsa.edu to request a form. 

The ghost card is a card product managed by UW Parkside Business Services that is automatically used when airfare is booked in Concur or with a designated agent. Use of this card is required for all airfare purchases.  Please note that Business Services staff may contact you regarding your funding string for airfare.


Content Here

SFS Availability

Upcoming Scheduled SFS Outages and Refreshes

See all events

ShopUW+ will be available during SFS outages though Requisition, Purchase Order and Invoice workflow will pause at any SFS integrations.  New Requisitions will need to wait for the outage to complete before they can be approved and/or sent to the supplier. 

Below is an example of a Workflow Stop during an SFS outage:



Assign Madison PO Number - completed

Create Suppler Documents - completed

Send PO to Suppler - completed

Workflow Stop for SFS Outage - active

Batch PO Export - future

Finish - future


The Workflow Stop will go to the next step in workflow when the outage is complete.

Support hours for SFS and WISDM are between 7:45am to 4:30pm, Monday through Friday. During these times, questions can be directed to UWSA Problem Solvers.

Both SFS and WISER are generally available for use outside the supported hours, but users should be aware that many processing activities take place overnight and response times may vary significantly. Additionally, depending on the time entered, transactions entered overnight may not be processed in that evening’s batch or available in WISER the follow day. The timing associated with entering and processing information has significant impacts on the visibility of data in SFS and WISER.

Please note that Sunday mornings between

5am until noon, Central Time

are reserved for technical system maintenance for both SFS systems and support systems (e.g. WISER). If you are unable to access the system during this time, please try again later in the day.

Calendar View

View upcoming scheduled SFS outages in a calendar.

Show Calendar

DoIT Outages Page

Real time outage information for SFS and other systems.


UW Madison DoIT

Central Audit Processing Status

As of March 7, 2023

Total TER in Approval Queue : 612

% of reports :

Under 5 days – 73%
Over 5 days – 27%
Over 10 days – 0%

Questions: ExpenseAuditing@wisconsin.edu

Updated: 03/09/2023