{"id":19812,"date":"2025-12-11T14:31:36","date_gmt":"2025-12-11T20:31:36","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=19812"},"modified":"2025-12-11T14:35:39","modified_gmt":"2025-12-11T20:35:39","slug":"guidance-for-uw-travel-changes-and-cancellations","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/planning\/guidance-for-uw-travel-changes-and-cancellations\/","title":{"rendered":"Guidance for UW Travel Changes and Cancellations"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-19812\" class=\"cfct-build grid\">\n\t\t\t\t\t\t<div class=\"row\"><div class=\"col-md-3 cfct-block\">\n\t\t\t<div class=\"cfct-module cfct-supplemental\">\n\t\t\t\t    <div class=\"cfct-mod-content\">\n<h3 class=\"cfct-mod-title\" id=\"title-cfct-module-35c8e1c4d2fda742dffc4f5a0a0a02f1\"\">Related Pages<\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-35c8e1c4d2fda742dffc4f5a0a0a02f1\">\n\n        <div class=\"menu-cfct-module-35c8e1c4d2fda742dffc4f5a0a0a02f1-container\"><ul id = \"menu-air-policy\" class = \"menu nav\"><li id=\"menu-item-19027\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19027\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/\">Book Travel<\/a><\/li>\n<li id=\"menu-item-19028\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19028\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/\">Dedicated UW Agencies<\/a><\/li>\n<li id=\"menu-item-19022\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19022\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/agency-booking-fees\/\">Travel Agency Booking Fees<\/a><\/li>\n<li id=\"menu-item-19817\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19817\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/guidance-for-uw-travel-changes-and-cancellations\/\">Guidance for UW Travel Changes and Cancellations<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div><\/div><div class=\"col-md-9 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h1 class=\"\" data-start=\"214\" data-end=\"262\"><strong data-start=\"216\" data-end=\"262\">Guidance: University Travel Cancellations<\/strong><\/h1>\n<p class=\"\" data-start=\"264\" data-end=\"394\">If you need to change or cancel university-related travel, follow the guidance below based on your travel type and booking method.<\/p>\n<p data-start=\"264\" data-end=\"394\">View\u00a0<span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/workday\/resources\/user_guides\/University_Travel_Cancellation_Guide(2).pdf\" target=\"_blank\" rel=\"noopener\">University Travel Cancellation Guide<span class=\"sr-only\">pdf<\/span><\/a><\/span><\/p>\n<hr class=\"\" data-start=\"675\" data-end=\"678\" \/>\n<h2 class=\"\" data-start=\"680\" data-end=\"712\"><strong data-start=\"683\" data-end=\"712\">Contact: Fox World Travel<\/strong><\/h2>\n<ul data-start=\"713\" data-end=\"925\">\n<li class=\"\" data-start=\"713\" data-end=\"740\">\n<p class=\"\" data-start=\"715\" data-end=\"740\"><strong data-start=\"715\" data-end=\"725\">Local:<\/strong>\u00a0608-710-4172<\/p>\n<\/li>\n<li class=\"\" data-start=\"741\" data-end=\"772\">\n<p class=\"\" data-start=\"743\" data-end=\"772\"><strong data-start=\"743\" data-end=\"757\">Toll-Free:<\/strong>\u00a0844-630-3853<\/p>\n<\/li>\n<li class=\"\" data-start=\"773\" data-end=\"815\">\n<p class=\"\" data-start=\"775\" data-end=\"815\"><strong data-start=\"775\" data-end=\"785\">Email:<\/strong>\u00a0<a rel=\"noopener\" data-start=\"786\" data-end=\"813\">UWtravel@foxworldtravel.com<\/a><\/p>\n<\/li>\n<li class=\"\" data-start=\"816\" data-end=\"868\">\n<p class=\"\" data-start=\"818\" data-end=\"868\"><strong data-start=\"818\" data-end=\"828\">Hours:<\/strong>\u00a07:00 a.m.\u20137:30 p.m. CT, Monday\u2013Friday<\/p>\n<\/li>\n<li class=\"\" data-start=\"869\" data-end=\"925\">\n<p class=\"\" data-start=\"871\" data-end=\"925\"><strong data-start=\"871\" data-end=\"895\">After-Hours Support:<\/strong>\u00a0Available 24\/7\/365 by phone<\/p>\n<\/li>\n<\/ul>\n<blockquote data-start=\"926\" data-end=\"1031\">\n<p class=\"\" data-start=\"928\" data-end=\"1031\"><em data-start=\"928\" data-end=\"1031\">Note: A $20 fee applies for assistance outside of normal business hours, on weekends, or on holidays.<\/em><\/p>\n<\/blockquote>\n<hr class=\"\" data-start=\"1033\" data-end=\"1036\" \/>\n<h2 class=\"\" data-start=\"1038\" data-end=\"1089\"><strong data-start=\"1044\" data-end=\"1089\">Air Travel Cancellations &amp; Unused Tickets<\/strong><\/h2>\n<ul data-start=\"1091\" data-end=\"1419\">\n<li class=\"\" data-start=\"1091\" data-end=\"1204\">\n<p class=\"\" data-start=\"1093\" data-end=\"1204\"><strong data-start=\"1093\" data-end=\"1117\">Cancellation Method:<\/strong>\u00a0Cancel via\u00a0<strong data-start=\"1129\" data-end=\"1139\">Concur<\/strong>\u00a0or contact\u00a0<strong data-start=\"1151\" data-end=\"1171\">Fox World Travel<\/strong>\u00a0before the first flight departs.<\/p>\n<\/li>\n<li class=\"\" data-start=\"1205\" data-end=\"1319\">\n<p class=\"\" data-start=\"1207\" data-end=\"1319\">Most\u00a0<strong data-start=\"1212\" data-end=\"1238\">unused airline tickets<\/strong>\u00a0retain value for\u00a0<strong data-start=\"1256\" data-end=\"1292\">1 year from the date of purchase<\/strong>, subject to airline rules.<\/p>\n<\/li>\n<li class=\"\" data-start=\"1320\" data-end=\"1419\">\n<p class=\"\" data-start=\"1322\" data-end=\"1419\">Travel agencies track unused tickets and store them in the\u00a0<strong data-start=\"1381\" data-end=\"1403\">traveler\u2019s profile<\/strong>\u00a0for future use.<\/p>\n<\/li>\n<\/ul>\n<blockquote data-start=\"1421\" data-end=\"1543\">\n<p class=\"\" data-start=\"1423\" data-end=\"1543\"><strong data-start=\"1423\" data-end=\"1453\">Department Responsibility:<\/strong>\u00a0Departments must coordinate cancellations for\u00a0<strong data-start=\"1500\" data-end=\"1516\">non-employee<\/strong>\u00a0and\u00a0<strong data-start=\"1521\" data-end=\"1532\">student<\/strong>\u00a0travelers.<\/p>\n<\/blockquote>\n<p class=\"\" data-start=\"1545\" data-end=\"1631\">\ud83d\udcc4\u00a0<strong data-start=\"1548\" data-end=\"1559\">Review:<\/strong>\u00a0<span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/travel_policy\/air_travel\/Open-Ticket-Credit-Guidance-(1)(3).pdf\" target=\"_blank\" rel=\"noopener\">Unused Ticket Credit Guidance<span class=\"sr-only\">pdf<\/span><\/a><\/span>\u00a0for details on ticket reuse options.<\/p>\n<hr class=\"\" data-start=\"1633\" data-end=\"1636\" \/>\n<h2 class=\"\" data-start=\"1638\" data-end=\"1669\"><strong data-start=\"1644\" data-end=\"1669\">Lodging Cancellations<\/strong><\/h2>\n<ul data-start=\"1671\" data-end=\"2068\">\n<li class=\"\" data-start=\"1671\" data-end=\"1792\">\n<p class=\"\" data-start=\"1673\" data-end=\"1792\"><strong data-start=\"1673\" data-end=\"1697\">Cancellation Method:<\/strong>\u00a0Cancel in\u00a0<strong data-start=\"1708\" data-end=\"1718\">Concur<\/strong>, through\u00a0<strong data-start=\"1728\" data-end=\"1748\">Fox World Travel<\/strong>, or directly with the\u00a0<strong data-start=\"1771\" data-end=\"1791\">lodging property<\/strong>.<\/p>\n<\/li>\n<li class=\"\" data-start=\"1793\" data-end=\"1936\">\n<p class=\"\" data-start=\"1795\" data-end=\"1936\">Hotel cancellation policies, deposits, and guarantees vary by property. Travelers are responsible for reviewing and complying with all terms.<\/p>\n<\/li>\n<li class=\"\" data-start=\"1937\" data-end=\"2068\">\n<p class=\"\" data-start=\"1939\" data-end=\"2068\">Many hotels require a credit card to hold a room<\/p>\n<\/li>\n<li class=\"\" data-start=\"1937\" data-end=\"2068\">\n<p class=\"\" data-start=\"1939\" data-end=\"2068\">Reimbursement of\u00a0<strong data-start=\"1989\" data-end=\"2021\">prepaid\/non-refundable rates\/hotel imposed penalties\u00a0<\/strong>must include adequate justification and is at the discretion of department\/budget owner.<\/p>\n<\/li>\n<\/ul>\n<hr class=\"\" data-start=\"2536\" data-end=\"2539\" \/>\n<h2 class=\"\" data-start=\"2541\" data-end=\"2575\"><strong data-start=\"2547\" data-end=\"2575\">Car Rental Cancellations<\/strong><\/h2>\n<ul data-start=\"2577\" data-end=\"2929\">\n<li class=\"\" data-start=\"2577\" data-end=\"2716\">\n<p class=\"\" data-start=\"2579\" data-end=\"2716\"><strong data-start=\"2579\" data-end=\"2603\">Cancellation Method:<\/strong>\u00a0Cancel via\u00a0<strong data-start=\"2615\" data-end=\"2625\">Concur<\/strong>,\u00a0<strong data-start=\"2627\" data-end=\"2647\">Fox World Travel<\/strong>, or directly with the rental vendor (if booked outside UW channels).<\/p>\n<\/li>\n<li class=\"\" data-start=\"2717\" data-end=\"2929\">\n<p class=\"\" data-start=\"2719\" data-end=\"2827\">Vehicles booked through\u00a0<strong data-start=\"2743\" data-end=\"2753\">Concur<\/strong>\u00a0or\u00a0<strong data-start=\"2757\" data-end=\"2777\">Fox World Travel<\/strong>\u00a0under UW contracts (Hertz, Enterprise, National):<\/p>\n<ul data-start=\"2830\" data-end=\"2929\">\n<li class=\"\" data-start=\"2830\" data-end=\"2875\">\n<p class=\"\" data-start=\"2832\" data-end=\"2875\">Do\u00a0<strong data-start=\"2835\" data-end=\"2842\">not<\/strong>\u00a0require a credit card to reserve<\/p>\n<\/li>\n<li class=\"\" data-start=\"2878\" data-end=\"2929\">\n<p class=\"\" data-start=\"2880\" data-end=\"2929\">Have\u00a0<strong data-start=\"2885\" data-end=\"2899\">no penalty<\/strong>\u00a0for cancellations or no-shows<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr class=\"\" data-start=\"2931\" data-end=\"2934\" \/>\n<h2 class=\"\" data-start=\"2936\" data-end=\"2980\"><strong data-start=\"2942\" data-end=\"2980\">Conference or Miscellaneous Travel<\/strong><\/h2>\n<ul data-start=\"2982\" data-end=\"3203\">\n<li class=\"\" data-start=\"2982\" data-end=\"3065\">\n<p class=\"\" data-start=\"2984\" data-end=\"3065\"><strong data-start=\"2984\" data-end=\"3008\">Cancellation Method:<\/strong>\u00a0Cancel directly with the\u00a0<strong data-start=\"3034\" data-end=\"3048\">event host<\/strong>\u00a0or\u00a0<strong data-start=\"3052\" data-end=\"3064\">merchant<\/strong>.<\/p>\n<\/li>\n<li class=\"\" data-start=\"3066\" data-end=\"3134\">\n<p class=\"\" data-start=\"3068\" data-end=\"3134\">Attempt to recover any\u00a0<strong data-start=\"3091\" data-end=\"3102\">prepaid<\/strong>\u00a0or\u00a0<strong data-start=\"3106\" data-end=\"3124\">non-refundable<\/strong>\u00a0expenses.<\/p>\n<\/li>\n<li class=\"\" data-start=\"3135\" data-end=\"3203\">\n<p class=\"\" data-start=\"3137\" data-end=\"3203\">Documentation of cancellation and refund attempts may be required.<\/p>\n<\/li>\n<\/ul>\n<hr class=\"\" data-start=\"3205\" data-end=\"3208\" \/>\n<h2 class=\"\" data-start=\"3210\" data-end=\"3253\"><strong data-start=\"3216\" data-end=\"3253\">Cash Advances for Cancelled Trips<\/strong><\/h2>\n<ul data-start=\"3255\" data-end=\"3644\">\n<li class=\"\" data-start=\"3255\" data-end=\"3644\">\n<p class=\"\" data-start=\"3257\" data-end=\"3383\"><strong data-start=\"3257\" data-end=\"3281\">Cancellation Method:<\/strong>\u00a0If a\u00a0<strong data-start=\"3287\" data-end=\"3303\">cash advance<\/strong>\u00a0was received for a cancelled trip, the traveler must reconcile or return funds.<\/p>\n<ul data-start=\"3386\" data-end=\"3644\">\n<li class=\"\" data-start=\"3386\" data-end=\"3489\">\n<p class=\"\" data-start=\"3388\" data-end=\"3489\">If any portion of the advance was used and\u00a0<strong data-start=\"3431\" data-end=\"3447\">not refunded<\/strong>, file an\u00a0<strong data-start=\"3457\" data-end=\"3475\">expense report<\/strong>\u00a0to reconcile.<\/p>\n<\/li>\n<li class=\"\" data-start=\"3492\" data-end=\"3644\">\n<p class=\"\" data-start=\"3494\" data-end=\"3594\">If\u00a0<strong data-start=\"3497\" data-end=\"3526\">no expenses were incurred<\/strong>,\u00a0<strong data-start=\"3528\" data-end=\"3555\">return the full advance<\/strong>\u00a0to the University via check deposit.<\/p>\n<blockquote data-start=\"3599\" data-end=\"3644\">\n<p class=\"\" data-start=\"3601\" data-end=\"3644\">No expense report is required in this case.<\/p>\n<\/blockquote>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr class=\"\" data-start=\"3646\" data-end=\"3649\" \/>\n<h2 class=\"\" data-start=\"3651\" data-end=\"3666\">\u00a0Need Help?<\/h2>\n<p class=\"\" data-start=\"3667\" data-end=\"3818\">For additional assistance, contact your\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/uw-travel-manger-contacts\/\"><strong data-start=\"3707\" data-end=\"3732\">campus travel manager<\/strong><\/a>\u00a0or visit\u00a0<a target=\"_new\" rel=\"noopener\" data-start=\"3742\" data-end=\"3785\">TravelWIse<\/a>\u00a0for up-to-date travel resources.<\/p>\n<\/div>\n\t\t\t<\/div><\/div><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":3346,"featured_media":0,"parent":3462,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-19812","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/19812","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/users\/3346"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/comments?post=19812"}],"version-history":[{"count":2,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/19812\/revisions"}],"predecessor-version":[{"id":19818,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/19812\/revisions\/19818"}],"up":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3462"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=19812"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}