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. FY 2024 Lodging Rates Updated

    By amahn.uwsa.edu

    The U.S. General Services Administration (GSA) has finalized their annual market review of lodging maximums & meal/incidental per diem rates and have released new domestic lodging maximums for travel that […]

  1. UW-System Fall Open House – Travel Policy 101

    By amahn.uwsa.edu

    UW System Travel Office invites you to participate in our Fall Open House. This session will include: General Travel Policy Overview Industry Updates Q&A Register: Tuesday, October 3rd from 10am- 11:15am […]

  1. Travel Incorporated Phone Prompts Change to AI, Hold Time Issue Resolved

    By amahn.uwsa.edu

    Over the past 2 days Travel Incorporated has transitioned to a new phone and e-mail system. Unfortunately, migration issues led travelers to experience long hold times and unanswered calls. These […]

  1. The new student lodging account codes and expense type are now in production and available in SFS.

    By amahn.uwsa.edu

    Purpose: To track any student lodging expenses for compliance with the Clery Act. This new account code should make Clery Act reporting much more efficient. There is only one expense […]

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: September 27, 2023

TER in Approval Queue : 117 (Excluding UW Madison)

% of reports:

Under 5 days – 94%
Over 5 days – 4%
Over 10 days – 2%
Over 15 days – 0%

Questions: ExpenseAuditing@wisconsin.edu

Updated: 09/28/2023