{"id":3592,"date":"2019-10-29T15:32:00","date_gmt":"2019-10-29T20:32:00","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=3592"},"modified":"2026-06-01T13:54:44","modified_gmt":"2026-06-01T18:54:44","slug":"lodging","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/","title":{"rendered":"Lodging"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-3592\" 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-36c3b1c18b52bd3717e436a938f0f907\"\">Travel Policy<\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-36c3b1c18b52bd3717e436a938f0f907\">\n\n        <div class=\"menu-cfct-module-36c3b1c18b52bd3717e436a938f0f907-container\"><ul id = \"menu-travel-policy-procedures\" class = \"menu nav\"><li id=\"menu-item-8912\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8912\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/\">General Travel and Expense<\/a><\/li>\n<li id=\"menu-item-8911\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8911\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/air-travel\/\">Air Travel<\/a><\/li>\n<li id=\"menu-item-8915\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8915\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/\">Lodging<\/a><\/li>\n<li id=\"menu-item-8916\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8916\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/meal-and-incidental-per-diem-allowances\/\">Meal and Incidental\/Per Diem Allowances<\/a><\/li>\n<li id=\"menu-item-8970\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8970\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/purchase-payment-miscellaneous-travel-expenses\/\">Miscellaneous Travel Expenses<\/a><\/li>\n<li id=\"menu-item-8913\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8913\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/ground-transportation\/\">Ground Transportation<\/a><\/li>\n<li id=\"menu-item-8914\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8914\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/universities-of-wisconsin-business-meals-and-events\/\">Business Meals (Formally Hosted Meals)<\/a><\/li>\n<li id=\"menu-item-8917\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8917\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/wisconsin-sales-tax-exemption\/\">Wisconsin Sales Tax Exemption<\/a><\/li>\n<li id=\"menu-item-8919\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8919\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/sales-tax-exemption-from-other-states\/\">Sales Tax Exemption From Other States<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module cfct-module-loop-subpages\">\n\t\t\t\t<div class=\"\"><h3 class=\"cfct-mod-title\" id=\"title-cfct-module-e7eb645efe3089aa1a54ba0fc3272763\"\">Related Pages<\/h3><div class=\"cfct-mod-content menu-cfct-module-e7eb645efe3089aa1a54ba0fc3272763-container\">\n    <nav aria-labelledby=\"title-cfct-module-e7eb645efe3089aa1a54ba0fc3272763\">\n        \n\t\t\t\t\t<ul class=\"cfct-module-loop-subpages menu nav\">\t\t\t<li ><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/airbnb\/\">Airbnb<\/a><\/li>\n\t\t\t\t\t\t<li ><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/uw-system-hotel-directory\/\">UW System Hotel Directory<\/a><\/li>\n\t\t\t\t\t\t<li ><a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/lodging-reservations-and-payment-procedures\/\">Lodging Reservations and Payment &#8211; Procedures<\/a><\/li>\n\t\t\t\n\t\t\t\t\t<\/ul><!-- \/cfct-module-loop-subpages menu nav -->    <\/nav>\n<\/div>\n<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h3>Related Documents<\/h3>\n<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-doc-list\">\n\t\t\t\t\n<div class=\"doc-list\">\r\n<ul class=\"list-unstyled\"><li><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/travel_policy\/lodging\/Hotel-rate-maximum-guidance.pdf\" target=\"_blank\">Concur Hotel Rate Maximum Guidance<span class=\"sr-only\"> pdf<\/span><\/a><\/span><\/li>\r\n<li><span class=\"doc-icon\"><a class=\"doc-type xlsx\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/travel_policy\/lodging\/preferred_hotel_program\/Three-Year-Hotel-Program-2026-2028-Term_January-21,-2026_11.13.xlsx\" target=\"_blank\">Hotel Directory 2026-2028 Universities of Wisconsin<span class=\"sr-only\"> xlsx<\/span><\/a><\/span><\/li>\r\n<li><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/booking_travel\/concur\/State-Government-Rates-Concur.pdf\" target=\"_blank\">State Government Rates in Concur<span class=\"sr-only\"> pdf<\/span><\/a><\/span><\/li>\r\n<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><p><a href=\"https:\/\/per-diem-calculator-a007.betty.app\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-4805\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator-300x300.png\" alt=\"Use the Lodging and Meal Per Diem Calculator\" width=\"300\" height=\"300\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator-300x300.png 300w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator-1024x1024.png 1024w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator-150x150.png 150w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator-768x768.png 768w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2020\/01\/Use-the-Lodging-and-Meal-Per-Diem-Calculator.png 1080w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<\/div>\n\t\t\t<\/div><\/div><div class=\"col-md-9 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-callout\">\n\t\t\t\t<div class=\"cfct-mod-content callout standard grey-bg\">\n    <h3 class=\"cfct-mod-title\">Policy<\/h3><p><a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/travel-and-expense-general-travel-expense-policy\/#III.Lodging\" target=\"_blank\" rel=\"noopener\">UW System Administrative Policy 405: Travel and Expense Policy &#8211; Lodging<\/a><\/p>\n<\/div>\n\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-tabs-accordions\">\n\t\t\t\t    <div class=\"bs-component bs-tabs\">\n    <ul id=\"tab_0\" class=\"nav nav-tablist nav-tabs\">\n        <li class=\"active\"><a href=\"#policy-highlights\" role=\"tab\" aria-selected=\"true\" aria-controls=\"policy-highlights\" id=\"policy-highlights_tab_label\">Policy Highlights<\/a><\/li><li class=\"\"><a href=\"#lodging-reservations-and-payment-procedures\" role=\"tab\" aria-selected=\"false\" aria-controls=\"lodging-reservations-and-payment-procedures\" id=\"lodging-reservations-and-payment-procedures_tab_label\">Lodging Reservations and Payment Procedures<\/a><\/li>    <\/ul>\n    <div class=\"tab-content\">\n        \n            <div data-name=\"policy-highlights\" id=\"policy-highlights\" class=\"tab-pane fade  in active\" role=\"tabpanel\"  aria-labelledby=\"policy-highlights_tab_label\">\n    <h3 class=\"sr-only\">Policy Highlights<\/h3>\n    <div class=\"copy\">\n\t    \n        <h3>Individual Travel<\/h3><ul><li>Travelers are required to book under the rate maximum for the location they are spending the night, unless staying at an externally hosted conference-designated hotel.<ul><li><strong>For rate maximum or availability exceptions:<\/strong>\u00a0 When a UW System traveler cannot obtain a room within the UW System\u2019s maximum rate for the required location Concur will be utilized for the reservation and the user may reserve the lowest available rate for the lodging supplier closest to the business location. The reimbursement must contain an explanation for this exception.<\/li><\/ul><\/li><li>To keep with the UW Duty of Care initiative, travelers are strongly encouraged (but not required) to make all reservations within Concur or with the designated contracted travel agency.<\/li><li>Sales tax must be removed whenever the University has\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/policies\/sales-tax-exemption-from-other-states\/\">sales tax exemption<\/a>\u00a0in the state.<\/li><\/ul><h3>Group Travel<\/h3><ul><li>Group travel for lodging is typically defined as 10 or more rooms.<\/li><li>Group lodging typically requires a hotel contract which must be routed through the institutions\u2019 purchasing office for signature<\/li><li>Preferred properties should be given priority selection of group lodging. View preferred hotels on the\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/policies\/lodging\/uw-system-hotel-directory\/\">hotel directory<\/a>.<\/li><\/ul>        \t<\/div>\n<\/div>\n            <div data-name=\"lodging-reservations-and-payment-procedures\" id=\"lodging-reservations-and-payment-procedures\" class=\"tab-pane fade \" role=\"tabpanel\" hidden=\"hidden\" aria-labelledby=\"lodging-reservations-and-payment-procedures_tab_label\">\n    <h3 class=\"sr-only\">Lodging Reservations and Payment Procedures<\/h3>\n    <div class=\"copy\">\n\t    \n        \n\t\t\t\t\t<div id=\"cfct-build-46\" class=\"cfct-build grid\">\n\t\t\t\t\t\t<div class=\"row\"><div class=\"col-md-12 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-tabs-accordions\">\n\t\t\t\t<h3 class=\"cfct-mod-title \">Lodging Payment and Procedures<\/h3>    <div class=\"bs-accordion \">\n            <div class=\"accordion-all-buttons\">\n          <a href=\"#\" class=\"accordions-showall btn btn-primary btn-xs\" role=\"button\" data-panel=\"mk6y9\"><span class=\"uw-resize-full\">Open All<\/span><\/a>\n        <\/div>\n        <div id=\"mk6y9\" class=\"panel-group\">\n        \n            <div class=\"panel panel-default \" id=\"panel_lodging-taxes-fees\">\n    <div class=\"panel-heading\" id=\"heading_lodging-taxes-fees\">\n        <h4 class=\"panel-title\"><button href=\"#lodging-taxes-fees\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"lodging-taxes-fees\">Lodging Taxes &amp; Fees<\/button><\/h4>    <\/div>\n    <div id=\"lodging-taxes-fees\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_lodging-taxes-fees\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Maximum rates for lodging in the United States\u00a0<strong>exclude<\/strong>\u00a0taxes and fees. Foreign lodging maximums\u00a0<strong>include<\/strong>\u00a0taxes and fees.<\/p><p>Reservations within Wisconsin must be made within the prescribed maximums and by requesting the <a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/wisconsin-sales-tax-exemption\/\">State of Wisconsin\u2019s tax-exempt status<\/a>.\u00a0 Employees must present their University-issued, tax-exempt wallet card to obtain tax exemption, as Wisconsin tax must not be paid and will not be reimbursed. It is the traveler\u2019s responsibility to obtain a University tax-exempt card and present it at check-in at the hotel.\u00a0 Travelers must review the lodging folio before check-out to ensure taxes are not charged.\u00a0 Lodging suppliers are not required by law to refund tax, regardless of any exemption, and may not accommodate a request to do so.<\/p><p>For travel arrangers that make lodging reservations for others, it is the travel arranger\u2019s responsibility to obtain required tax exemption by providing the lodging property the University\u2019s tax exemption certificate at the time of reservation or prior to the traveler\u2019s stay.<\/p><p>For out-of-state lodging, travelers and travel arrangers are encouraged to save departmental travel dollars by obtaining tax exemption from lodging establishments that acknowledge Wisconsin\u2019s tax-exempt status. Find a list of tax exemptions permitted by the state, view the <a href=\"https:\/\/www.wisconsin.edu\/travel\/policies\/sales-tax-exemption-from-other-states\/\" target=\"_blank\" rel=\"noopener\">Tax Exemption From Other States<\/a> section of the portal, and follow the specific state\u2019s directions for obtaining the exemption.\u00a0 Note that not all out-of-state tax exemptions apply to travel-related purchases.<\/p><p><strong>Value Added Tax<\/strong><\/p><p>Value added tax (VAT) and other taxes levied by foreign countries are payable. Federal maximum rates for the location are inclusive of VAT and all other taxes. University departments and individual employees are prohibited from personally filing for refund of all international taxes paid or reimbursed by the UW.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_preferred-hotels\">\n    <div class=\"panel-heading\" id=\"heading_preferred-hotels\">\n        <h4 class=\"panel-title\"><button href=\"#preferred-hotels\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"preferred-hotels\">Preferred Hotels<\/button><\/h4>    <\/div>\n    <div id=\"preferred-hotels\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_preferred-hotels\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Preferred Hotels can be found on the\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/uw-system-hotel-directory\/\">UW System Hotel Directory<\/a><\/p><p>UW System Administration has formally contracted or partnered with other consortium or peer programs (referred to as \u201cPartnership Program Properties\u201d) by agreement. UW System contract properties and partnership property program hotels were selected based on the following criteria:<\/p><ul><li>Rates for standard sleeping rooms at government, negotiated and\/or discounted rates that are within UW System Travel Policy rate limits for the location &amp; season of travel<\/li><li>Quality of accommodations \u2013 Industry rating of 3 stars or above<\/li><li>Existing UW volume use of property or properties within location - based on recent UW financial spend data<\/li><li>Proximity to primary business locations within Wisconsin and for other domestic locations<\/li><li>Consistent room availability at contract or partner program rates with limited blackout periods.<\/li><li>Lenient cancellation policies<\/li><li>Included amenities that would have otherwise cost the UW additional dollars<\/li><\/ul><p>It is recommended to use UW System contract or partnership program properties at contract or negotiated rates whenever a commercial hotel is required, and a contract property is available at the location. The primary means of accessing UW contract or partnership program properties and rates is to make reservations through Concur or with one of the <a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/\">contracted travel agencies<\/a>.<\/p><p>&nbsp;<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_individual-and-group-booking-options-and-payment-requirements\">\n    <div class=\"panel-heading\" id=\"heading_individual-and-group-booking-options-and-payment-requirements\">\n        <h4 class=\"panel-title\"><button href=\"#individual-and-group-booking-options-and-payment-requirements\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"individual-and-group-booking-options-and-payment-requirements\">Individual and Group Booking Options and Payment Requirements<\/button><\/h4>    <\/div>\n    <div id=\"individual-and-group-booking-options-and-payment-requirements\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_individual-and-group-booking-options-and-payment-requirements\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Required reservation methods for individual lodging reservations are\u00a0<a href=\"https:\/\/www.concursolutions.com\/nui\/signin\">Concur<\/a>, with one of our <a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/\">contracted travel agency partners,<\/a> or with the hotel directly, as further defined below. Third-party website bookings are not allowed.<\/p><p>Contracted and partnership program properties are designated as \u201c<strong>Most Preferred<\/strong>\u201d or <strong>\"Preferred\"<\/strong> within Concur and will display first in search.\u00a0 Users can search for lodging by airport location, street address, reference point\/zip code, or by company location \u2013 all UW campuses are listed under the company location drop-down menu.<\/p><p>Rates and room availability change frequently based on anticipated occupancy, so please make reservations well in advance of travel to ensure the best rates and availability.\u00a0\u00a0<\/p><h4><strong>Individual Reservations<\/strong><\/h4><p>Methods:<\/p><ul><li>Concur - Use of Concur is recommended for access to UW System contract and Partnership Program properties with negotiated rates. \u00a0This option includes state government rates when available.<\/li><\/ul><p style=\"padding-left: 80px\">Concur<em> provides live room rates and availability received directly from the lodging property(s); therefore, properties, rates, and room types are not subject to University rate maximums. <\/em>\u00a0By policy, Concur is <strong>reserved only,<\/strong> and payment is required at check-out (unless the rate is a pre-paid rate).<\/p><ul><li><a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/\">Book with an agent<\/a> -\u00a0 This process is fast and efficient. When working with an agent for lodging reservations, advise the agent of the maximum for a single\/standard room for your location.<\/li><li>Conference or Meeting Reservations \u2013 Use the hotel link or phone number provided by the organizer to reserve your conference or meeting-site hotel.\u00a0\u00a0Verify that the daily room rate quoted in the reservation system matches the advertised rate for conference participants. \u00a0<strong>Note:<\/strong> <em>Users are strongly encouraged to search Concur for the conference hotel(s), as rates in Concur are often lower than the conference rate.<\/em><\/li><li>Contact the hotel directly (either via phone or the hotel website).\u00a0 Third-party website bookings such as Expedia, Travelocity, Orbitz, and Hotels.com are not allowed.<\/li><\/ul><h4>RATE ACKNOWLEDGEMENT<\/h4><p>At the time of reservation, users are required to review and acknowledge the hotel property's cancellation and refund policies, if applicable, and confirm whether a one-night deposit is required. \u00a0 It is the <strong>responsibility of the traveler<\/strong> to understand and abide by the terms and conditions associated with the reservation, including deposit and cancellation requirements.\u00a0 Travelers must cancel reservations they will not use, or they may be held personally responsible for the cost.<\/p><h4><strong>Multiple Reservations or Group Blocks<\/strong><\/h4><p>When departmental coordinators are arranging lodging for multiple travelers, or arranging meetings\/events at commercial lodging facilities that include group room blocks, UW System contract or partnership program properties should be used when available in the location and rooms are available at the contract or negotiated rate.<\/p><p>The reservation options for making multiple reservations or for a group block are as follows:<\/p><ul><li>Concur \u2013 recommended for making 1-5 individual reservations. When using Concur, you can make only one reservation at a time, so those making multiple reservations\u00a0will have to repeat the steps. Travelers or arrangers can use the \"clone\" functionality to speed the process.<\/li><li>Agents \u2013 Fox World Travel (or Short's for athletics) agents can make reservations for multiple travelers that are paying individually.\u00a0<\/li><li>Groups that require 10 or more rooms<ul><li><a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/fox-world-travel\/\">Fox World Travel Group Block<\/a> - Fox has been contracted for UW group block business, including lodging contracts requiring 10 or more rooms.\u00a0<\/li><li>By Phone - Contact the property directly by phone for group block reservations (typically 10 or more rooms or multiple travelers sharing accommodations). Request the UW System or partnership program rate.\u00a0<\/li><\/ul><\/li><\/ul><h4>payment<\/h4><ul><li>Group: Payment arrangements must be determined before making group reservations. Unless travelers pay individually at checkout, centralized payments require completion of the hotel's credit card authorization form, regardless of reservation method.\u00a0 Arrangers must contact the hotel property directly to set this up for payment by University card in advance of the stay. Group block reservations and other meeting\/event needs for space, equipment rental, and catering services require a contract\/agreement tha<strong>t must be reviewed and signed by the institutional Purchasing Office.<\/strong><\/li><\/ul>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\">\n    <div class=\"panel-heading\" id=\"heading_exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\">\n        <h4 class=\"panel-title\"><button href=\"#exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\">Exceptions \u2013 Lack of Rates, Room Availability or Nightly Rate Differentials<\/button><\/h4>    <\/div>\n    <div id=\"exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_exceptions-lack-of-rates-room-availability-or-nightly-rate-differentials\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p><strong>In exceptional circumstances<\/strong>, when rooms within the University\u2019s maximum rate are not available for the location, Concur will be used to reserve a room at the lowest rate that meets the business need.\u00a0 UW System or Partnership program will be used at the least costly rate for this exception whenever possible.<\/p><p>Documentation of this exception requires an explanation, a Concur reservation\/itinerary received from the agency at the time of reservation, and the hotel-provided receipt.<\/p><p>For travel that requires a multi-night stay, the hotel may offer a different rate for one or more nights. \u00a0This may occur during periods of high demand or on weekends. These rate differentials will be allowed <em>with explanation<\/em>, provided that the total cost for all room nights averages to no more than the University's nightly rate maximum for the location.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_externally-sponsored-conference-or-event-lodging-exception\">\n    <div class=\"panel-heading\" id=\"heading_externally-sponsored-conference-or-event-lodging-exception\">\n        <h4 class=\"panel-title\"><button href=\"#externally-sponsored-conference-or-event-lodging-exception\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"externally-sponsored-conference-or-event-lodging-exception\">Externally Sponsored Conference or Event Lodging Exception<\/button><\/h4>    <\/div>\n    <div id=\"externally-sponsored-conference-or-event-lodging-exception\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_externally-sponsored-conference-or-event-lodging-exception\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>The externally arranged conference or event brochure, registration, or other documentation from the event sponsor must identify the conference site hotel or the recommended properties to substantiate that the rate charged was the conference\u00a0or\u00a0event rate to qualify for payment, which may be higher than the University\u2019s maximum for the location.\u00a0 When the event is held at a convention center and\/or attendees are given multiple lodging options for the event, they should choose the least costly option that meets the business need.<\/p><p>Should the traveler choose to stay at a property not on the sponsor\u2019s recommended list, the traveler will be limited to the city's maximum rate, even if the traveler\u2019s choice is less costly than the conference properties, as the traveler is not receiving the additional benefits permitted under this exception.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_business-travelers-sharing-accommodations\">\n    <div class=\"panel-heading\" id=\"heading_business-travelers-sharing-accommodations\">\n        <h4 class=\"panel-title\"><button href=\"#business-travelers-sharing-accommodations\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"business-travelers-sharing-accommodations\">Business Travelers Sharing Accommodations<\/button><\/h4>    <\/div>\n    <div id=\"business-travelers-sharing-accommodations\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_business-travelers-sharing-accommodations\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>The University does not require that business travelers share lodging accommodations, although this may be an option to conserve department travel funds.\u00a0 In cases where University business travelers elect to share accommodations, travelers may either split the lodging expense evenly (requesting the lodging supplier split the cost of a double occupancy room between travelers), or the bill may be paid in full by one traveler. \u00a0\u00a0The expense reports for all travelers must include documentation to show the double (triple, quad, etc.) occupancy and identify which traveler(s) incurred the expense.\u00a0 Travelers may be reimbursed in full when paying for a shared room on behalf of another University business traveler from the same institution.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_traveling-with-a-companion\">\n    <div class=\"panel-heading\" id=\"heading_traveling-with-a-companion\">\n        <h4 class=\"panel-title\"><button href=\"#traveling-with-a-companion\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"traveling-with-a-companion\">Traveling With a Companion<\/button><\/h4>    <\/div>\n    <div id=\"traveling-with-a-companion\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_traveling-with-a-companion\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>The University will not pay or reimburse any additional costs associated with taking a non-business-related travel companion along on a University business trip.\u00a0 The traveler is responsible for paying any additional occupancy charges. \u00a0No additional processes or documentation are required if there is no additional charge for extra persons in the room.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_lodging-terms-and-conditions-guarantees-deposits-and-cancellations\">\n    <div class=\"panel-heading\" id=\"heading_lodging-terms-and-conditions-guarantees-deposits-and-cancellations\">\n        <h4 class=\"panel-title\"><button href=\"#lodging-terms-and-conditions-guarantees-deposits-and-cancellations\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"lodging-terms-and-conditions-guarantees-deposits-and-cancellations\">Lodging Terms and Conditions - Guarantees, Deposits and Cancellations<\/button><\/h4>    <\/div>\n    <div id=\"lodging-terms-and-conditions-guarantees-deposits-and-cancellations\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_lodging-terms-and-conditions-guarantees-deposits-and-cancellations\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>As a standard, lodging properties address room deposits and guarantees in their terms and conditions, and travelers are responsible for understanding and adhering to these requirements.<\/p><p>It is customary for lodging properties to require a credit card to guarantee a room reservation, with the card charged at checkout; some lodging properties offer reduced rates for full prepayment.\u00a0 Usually these are also non-refundable.\u00a0<\/p><p>The University does allow full prepayment for lodging.\u00a0 It may be paid directly by the University or by the traveler if the lodging property documents the requirement.\u00a0 If the traveler subsequently does not travel, the University will only reimburse the traveler when they are unable to obtain a credit or refund from the hotel or with an explanation as to why the travel did not occur as planned \u2013 both require an explanation and approved exception.\u00a0 Group reservation deposits or guarantees are contingent upon the lodging establishment's contractual requirements and will be prepaid as required by a Purchasing-approved agreement or contract.<\/p><p>When travelers need to cancel or change reservations due to circumstances, it is their responsibility to cancel the reservation in Concur, with an agent, or contact the lodging property directly to avoid any charge for the room(s) or related penalties.\u00a0 No-show penalties, cancellation penalties, early departure or late checkout fees, etc. are only reimbursable with justification and approval as unavoidable.\u00a0 Some examples of unavoidable circumstances are:<\/p><ul><li>Flight cancellations or delays that prevent room usage or contact with the hotel.<\/li><li>Short notice of canceled conference\/meeting or date changes which did not permit cancellation.<\/li><li>Early departure due to unexpected illness of employee, or illness or death of a direct family member.<\/li><li>Delayed departure from the destination due to an employee's illness, preventing timely checkout.<\/li><\/ul><p>Use of UW System contract and Partnership Program properties with reduced or eliminated penalties are advantageous in these circumstances.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_allowable-payment-methods-and-reimbursement-of-lodging-costs\">\n    <div class=\"panel-heading\" id=\"heading_allowable-payment-methods-and-reimbursement-of-lodging-costs\">\n        <h4 class=\"panel-title\"><button href=\"#allowable-payment-methods-and-reimbursement-of-lodging-costs\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"allowable-payment-methods-and-reimbursement-of-lodging-costs\">Allowable Payment Methods and Reimbursement of Lodging Costs<\/button><\/h4>    <\/div>\n    <div id=\"allowable-payment-methods-and-reimbursement-of-lodging-costs\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_allowable-payment-methods-and-reimbursement-of-lodging-costs\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Approved methods for payment of lodging are the Purchasing Card, Shared Liability Card, or personal credit card.\u00a0 Use of these cards generate rebates back to the institution or traveler's department, furthering containment of travel costs. Campus\u00a0 institutions may permit payment options beyond these, but travelers should consult with their <a href=\"https:\/\/www.wisconsin.edu\/travel\/campus-travel-support\/\" target=\"_blank\" rel=\"noopener noreferrer\">Travel Manager<\/a> for additional guidance prior to using any other payment method.<\/p><p>Travelers who pay for their lodging with a shared liability card, purchasing card or with personal funds will submit the lodging folio\/receipt for reimbursement.\u00a0<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_miscellaneous-expense-related-to-lodging\">\n    <div class=\"panel-heading\" id=\"heading_miscellaneous-expense-related-to-lodging\">\n        <h4 class=\"panel-title\"><button href=\"#miscellaneous-expense-related-to-lodging\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"miscellaneous-expense-related-to-lodging\">Miscellaneous Expense Related to Lodging<\/button><\/h4>    <\/div>\n    <div id=\"miscellaneous-expense-related-to-lodging\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_miscellaneous-expense-related-to-lodging\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Reimbursements for miscellaneous expenses typically encountered at a lodging establishment may be approved if the <a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/receipt-requirements\/\" target=\"_blank\" rel=\"noopener noreferrer\">required itemized receipt<\/a> is provided.\u00a0 Examples of these miscellaneous expenses include parking and internet services, if required for business purposes. \u00a0Expenses, such as baggage help, tips to hotel\/lodging staff, etc., are included in the M&amp;IE per diem allowance and will not be reimbursed separately. \u00a0See <a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/travel-expense-meal-and-incidental-expense-mie-per-diem-allowance-reimbursements\/\" target=\"_blank\" rel=\"noopener noreferrer\">M&amp;IE Per Diem Policy<\/a>\u00a0for guidance on incidental expenses. \u00a0See\u00a0<a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/travel-expense-purchase-payment-miscellaneous-travel-expenses\/\" target=\"_blank\" rel=\"noopener noreferrer\">Miscellaneous Expense Policy<\/a>\u00a0for guidance on miscellaneous expenses.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_receipt-and-substantiation-requirements\">\n    <div class=\"panel-heading\" id=\"heading_receipt-and-substantiation-requirements\">\n        <h4 class=\"panel-title\"><button href=\"#receipt-and-substantiation-requirements\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"receipt-and-substantiation-requirements\">Receipt and Substantiation Requirements<\/button><\/h4>    <\/div>\n    <div id=\"receipt-and-substantiation-requirements\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_receipt-and-substantiation-requirements\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>The payment or reimbursement of lodging must be substantiated in accordance with the following IRS rules and University policies:<\/p><ul><li>All lodging payments and reimbursements must be supported by an original, itemized receipt from the lodging establishment showing the daily room rate, taxes, guest name(s), dates of stay, type of accommodation (i.e. single\/standard, double, etc.), all other room charges, and that payment has been made. \u00a0Credit card statements do not suffice.<ul><li>The date and location of the expense.<\/li><li>The business purpose of the expense.<\/li><li>For domestic lodging, taxes must be entered as a separate entry from room cost.<\/li><li>Any incidental expense included in the M&amp;IE per diem allowance is not claimed as part of lodging reimbursement<\/li><li>Additional expenses shown on the lodging receipt should be separately itemized on the travel expense report, as other policy and\/or rate limitations may apply to those costs.<\/li><li>For external conference lodging, documentation showing the conference lodging location and rate(s).\u00a0 This is typically available on the conference brochure or the registration form.<\/li><li>For rate\/availability exceptions \u2013 explanation of exceptional circumstances, Concur reservation\/itinerary received from one of the contracted agencies at time of reservation and the hotel provided receipt.<\/li><li>When the University directly pays lodging expenses, the amount must be included on the expense report to account for the expense as part of the total trip cost. \u00a0Include the name of the cardholder who paid the expense if the card was not in the traveler's name.<\/li><\/ul><\/li><\/ul><p>Expense reporting process when lodging is shared by business travelers<\/p><ul><li>The traveler paying for the lodging claims reimbursement, and<\/li><li>Expense reports for both travelers include the double occupancy information and identify which traveler incurred the expense.<\/li><\/ul><p>Payment or reimbursement for campground or a non-commercial lodging facility must be supported by a receipt, received directly from the supplier, and include the following required information:<\/p><ul><li>Name and address of supplier<\/li><li>Dates of stay<\/li><li>Daily rate<\/li><li>Taxes and any other fees for each day of stay<\/li><li>Proof of payment<\/li><\/ul><p>Understanding that some campgrounds or non-commercial lodging facilities are non-attended, which limits the receipt detail, the highest form of receipt from the supplier is acceptable, providing any missing information as required above is explained by the traveler on the payment\/reimbursement request.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_missing-receipts\">\n    <div class=\"panel-heading\" id=\"heading_missing-receipts\">\n        <h4 class=\"panel-title\"><button href=\"#missing-receipts\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"missing-receipts\">Missing Receipts<\/button><\/h4>    <\/div>\n    <div id=\"missing-receipts\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_missing-receipts\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>Travelers are responsible for obtaining the required receipts.\u00a0 In the case of lost or missing lodging receipts, travelers must obtain a copy from the lodging provider to qualify for reimbursement.\u00a0<\/p><p>&nbsp;<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_payments-in-foreign-currency\">\n    <div class=\"panel-heading\" id=\"heading_payments-in-foreign-currency\">\n        <h4 class=\"panel-title\"><button href=\"#payments-in-foreign-currency\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"payments-in-foreign-currency\">Payments in Foreign Currency<\/button><\/h4>    <\/div>\n    <div id=\"payments-in-foreign-currency\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_payments-in-foreign-currency\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p>When payment is made in a foreign currency, the receipt must be\u00a0<a href=\"https:\/\/translate.google.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">translated<\/a>\u00a0and then converted to US dollars for reporting on the expense report.\u00a0 The\u00a0<a href=\"http:\/\/www.oanda.com\/currency\/converter\/\" target=\"_blank\" rel=\"noopener noreferrer\">Oanda<\/a> currency conversion tool will be used as the University's standard application for foreign currency conversion.\u00a0 If the purchasing\u00a0or corporate card was used to pay for lodging, that statement can be used to show the converted rate charge.\u00a0 Any fees associated with the conversion to US dollars are reimbursable as a\u00a0miscellaneous expense. \u00a0If the traveler paid for lodging with cash using funds converted at a bank and has a receipt showing the exchange rate, that rate can be used, and the receipt can be attached to the expense report.<\/p>                <\/div>\n    <\/div>\n<\/div>\n            <div class=\"panel panel-default \" id=\"panel_reimbursable-non-reimbursable-lodging-expenses\">\n    <div class=\"panel-heading\" id=\"heading_reimbursable-non-reimbursable-lodging-expenses\">\n        <h4 class=\"panel-title\"><button href=\"#reimbursable-non-reimbursable-lodging-expenses\" data-toggle=\"collapse\" class=\"collapsed panel-link\" aria-expanded=\"false\" aria-controls=\"reimbursable-non-reimbursable-lodging-expenses\">Reimbursable\/Non-Reimbursable Lodging Expenses<\/button><\/h4>    <\/div>\n    <div id=\"reimbursable-non-reimbursable-lodging-expenses\" class=\"panel-collapse collapse\"  role=\"tabpanel\" aria-labelledby=\"heading_reimbursable-non-reimbursable-lodging-expenses\" role=\"region\">\n        <div class=\"panel-body copy\">            \n            \n        <p><strong>Payable\/Reimbursable Expenses<\/strong><\/p><p>The following expenses are allowable and may be paid\/reimbursed with University funds:<\/p><ul><li>The cost of a single\/standard room within the established location maximums, <strong>per<\/strong> University traveler.<\/li><li>The actual costs, up to the location maximum, for non-commercial lodging as specified in policy.<\/li><li>The cost of extended-stay or rental properties for long-term lodging needs, as specified in the policy.<\/li><li>Required lodging deposits as documented by the lodging supplier.<\/li><li>Actual costs for lodging from an externally sponsored conference site or list of conference recommended hotels.<\/li><li>Imposed municipal or facility use fees charged as a separate line item (not included in lodging rate).<\/li><li>Out-of-state, domestic, or international lodging taxes.<\/li><li>No-show expenses or other penalties charged for late cancellation or late check-out when unavoidable, with justification and approval. Some examples of allowable circumstances are:<ul><li>Flight cancellations or delays that prevent room usage (with documentation).<\/li><li>Short notice of canceled conference\/meeting or date changes, which prevented cancellation within the hotel's required timeframe.<\/li><\/ul><\/li><li>Early departure fee, when incurred due to the unexpected illness of the traveler or the illness or death of a direct family member.<\/li><li>Late check-out fees incurred due to a traveler's illness which delayed departure.<strong>\u00a0<\/strong><\/li><\/ul><p><strong>Non-Payable\/Non-Reimbursable Expenses<\/strong><\/p><p>The following non-inclusive list of expenditures will not be paid or reimbursed with University funds:<\/p><ul><li>Lodging purchased outside of policy - including:<ul><li>Lodging purchased through an online broker.<\/li><li>Lodging purchased as part of a \u201cpackage\u201d bundled with air and\/or vehicle rental, unless the package was purchased from the UW contract travel agency.<\/li><\/ul><\/li><li>Taxes for in-state lodging.<\/li><li>Additional charges added to the lodging folio that are deemed non-business-related, such as gift shop purchases, spa services, in-room movies, or other personal expenses included in the M&amp;IE per diem.<\/li><li>Additional costs for upgraded rooms and suites.<\/li><li>Additional costs for personal days added to a reservation.<\/li><li>Additional costs for amenities or non-business related services (fitness room access, use of safe, etc.).<\/li><li>Additional costs for travel companions, including pets not on authorized business.<\/li><li>No show expenses or other penalties incurred for non-cancellation or late cancellation of reservations.<\/li><li>Late checkout fees.<\/li><li>Security deposits, damage deposits, pet deposits, etc. related for lease agreements.<\/li><\/ul>                <\/div>\n    <\/div>\n<\/div>\n            \n    <\/div>\n<\/div>\n\n\n\n\t\t\t<\/div><\/div><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t        \t<\/div>\n<\/div>\n            \n    <\/div>\n<\/div>\n\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h2><a id=\"concurrates\"><\/a>Concur Lodging Booking Procedures<\/h2>\n<p><a href=\"https:\/\/per-diem-calculator-a007.betty.app\/\"><strong>The Lodging and Meal Per Diem Calculator<\/strong><\/a><strong> must ALWAYS be utilized <\/strong>when determining what hotels are within the daily rate maximums allowed for the date and location of travel. <em>Concur isn\u2019t always accurate when determining what is in and out of policy. <\/em><\/p>\n<blockquote><p><strong>It is the traveler\u2019s responsibility to verify that the total cost of the stay (excluding taxes) falls within the lodging allowance. The official source to verify the maximum allowable rate is the <a href=\"https:\/\/per-diem-calculator-a007.betty.app\/\">Lodging and Per Diem Calculator.<\/a>\u00a0<\/strong><\/p><\/blockquote>\n<p><strong>Accuracy of Concur&#8217;s &#8220;In-Policy&#8221; Rate Notification:<\/strong><\/p>\n<ul>\n<li>Concur may inaccurately flag a hotel as &#8220;in policy&#8221; because it can only display rates in whatever format the hotel provides, which varies by property.<\/li>\n<li>This is misleading because hotels often send varying data, such as only the first night&#8217;s rate or an average for the stay, rather than a full daily breakdown.<\/li>\n<li>Because nightly rates often fluctuate, the initial search results may not reflect the actual cost of every night.<\/li>\n<\/ul>\n<h4><strong>How to Check Your lodging Rates in Concur:<\/strong><\/h4>\n<p>Before you finalize any reservation, use these methods to verify your rates:<\/p>\n<ol>\n<li><strong>The Info Bubble<\/strong><\/li>\n<\/ol>\n<p>Click the blue <strong>&#8220;i&#8221;<\/strong> icon next to the nightly rate. This will often flag if the &#8220;Rate changes over<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-20102\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate1.jpg\" alt=\"Concurrate1 \" width=\"489\" height=\"336\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate1.jpg 489w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate1-300x206.jpg 300w\" sizes=\"auto, (max-width: 489px) 100vw, 489px\" \/><\/p>\n<p>2. Select the <strong>&#8220;Rules and cancellation policy&#8221;<\/strong> link under the room description. This opens a pop-up with a night-by-night cost breakdown and the total amount for the stay.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-20103\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate2.jpg\" alt=\"concur rate screenshot \" width=\"567\" height=\"452\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate2.jpg 567w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate2-300x239.jpg 300w\" sizes=\"auto, (max-width: 567px) 100vw, 567px\" \/><\/p>\n<p><strong>3. The Agreement Box<br \/>\n<\/strong>On the final booking page, review the <strong>&#8220;Accept Rate Details&#8221;<\/strong> Scroll through this entire section to see the total amount of the stay<\/p>\n<p>Once selecting a room rate and moving to the next step, Concur advises that before checking the box that says \u201cI agree to the hotel\u2019s rate rules, restrictions and cancellation policy\u201d the traveler\/booker should make sure they are reviewing everything in that box, as it has the detailed information on what is about to be booked. (screenshots show scrolling down in the box)<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-20104\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate3.jpg\" alt=\"Concur rate details screenshot\" width=\"624\" height=\"246\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate3.jpg 624w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate3-300x118.jpg 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-20105\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate4.jpg\" alt=\"Concur rate details screenshot\" width=\"624\" height=\"237\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate4.jpg 624w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate4-300x114.jpg 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-20106\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate5.jpg\" alt=\"Concur rate details screenshot\" width=\"624\" height=\"242\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate5.jpg 624w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2026\/03\/concurrate5-300x116.jpg 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><strong>\u00a0<\/strong><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h4><strong><a id=\"rateguide\"><\/a>Concur Hotel Rate Types \u2014 Quick Reference Table<\/strong><\/h4>\n<table>\n<thead>\n<tr>\n<td><strong>Rate Type<\/strong><\/td>\n<td><strong>Eligibility for Universities of Wisconsin Travelers<\/strong><\/td>\n<td><strong>What the Rate Is<\/strong><\/td>\n<td><strong>Key Requirements \/ Notes<\/strong><\/td>\n<td><strong>How to Use<\/strong><\/td>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>UOW \/ UWSA Rates<\/strong><\/td>\n<td>Eligible for all UW Sponsored travelers<\/td>\n<td>Rates negotiated by Universities of Wisconsin with select hotels in WI and Minneapolis<\/td>\n<td>Listed in <a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/lodging\/uw-system-hotel-directory\/\">UW hotel directory<\/a>; typically state rate, GSA rate, or up to 125% of out\u2011of\u2011state rate<\/td>\n<td>Book freely; no restrictions<\/td>\n<\/tr>\n<tr>\n<td><strong>State \/ Government Rates<\/strong><\/td>\n<td>Wisconsin: Eligible for all UW Sponsored travelers<\/p>\n<p>Other States: May be restricted, see hotel rate rules in Concur<\/td>\n<td>Standard state government rates offered by hotels<\/td>\n<td>Always accepted in WI; out\u2011of\u2011state hotels may require verification or restrict to their own state employees. More information found on <a href=\"https:\/\/www.wisconsin.edu\/travel\/2025\/01\/08\/can-state-government-rates-be-booked-in-concur\/\">Can State Government Rates be booked in Concur?<\/a><\/td>\n<td>In WI: book freely. Outside WI: call hotel to confirm eligibility<\/td>\n<\/tr>\n<tr>\n<td><strong>FedRooms Rates<\/strong><\/td>\n<td>Eligible for UW Travelers<\/td>\n<td><a href=\"https:\/\/www.gsa.gov\/travel\/plan-a-trip\/lodging\/fedrooms\">General Services Administration (GSA) <\/a>\u00a0program offering FTR\u2011compliant rates at or below per diem<\/td>\n<td>Traveler must show itinerary to validate university business or campus ID at check\u2011in<\/td>\n<td>Book freely if traveler can provide required ID<\/td>\n<\/tr>\n<tr>\n<td><strong>BCD Travel Rates<\/strong><\/td>\n<td>No restrictions<\/td>\n<td>Rates available through Fox World Travel\u2019s consortium BCD<\/td>\n<td>No special requirements<\/td>\n<td>Book without restriction<\/td>\n<\/tr>\n<tr>\n<td><strong>University of Chicago (UIC) Rates<\/strong><\/td>\n<td>No restrictions<\/td>\n<td>Rates negotiated by the University of Chicago &#8211; UW has access to these rates through a partnership with UIC<\/td>\n<td>No special requirements<\/td>\n<td>Book without restriction<\/td>\n<\/tr>\n<tr>\n<td><strong>GDS Rates<\/strong><\/td>\n<td>No restrictions<\/td>\n<td>Rates submitted by the property for use by all <a href=\"https:\/\/www.wisconsin.edu\/travel\/glossary\/#G\">GDS<\/a> booking channels<\/td>\n<td>No special requirements<\/td>\n<td>Book without restriction<\/td>\n<\/tr>\n<tr>\n<td><strong>Hotel Member \/ Frequent Guest Rates<\/strong><\/td>\n<td>Eligible if traveler is a loyalty program member<\/td>\n<td>Rates for members of hotel loyalty programs such as Hilton Honors, Marriott Bonvoy, IHG One Rewards, etc.<\/td>\n<td>Loyalty number must be saved in Concur or booking will error<\/td>\n<td>Ensure loyalty number is in profile before booking<\/td>\n<\/tr>\n<tr>\n<td><strong>AAA Rates<\/strong><\/td>\n<td>Eligible if traveler is a AAA member<\/td>\n<td>Discounted rates for AAA members<\/td>\n<td>Hotel will request AAA card at check\u2011in<\/td>\n<td>Select AAA in Concur profile to display rates<\/td>\n<\/tr>\n<tr>\n<td><strong>Advance Purchase \/ Prepay \/ Deposit \/ Nonrefundable Rates<\/strong><\/td>\n<td>Eligible, but generally discouraged<\/td>\n<td>Rates requiring upfront payment or strict cancellation terms<\/td>\n<td>Nonrefundable or partially refundable; changes often not allowed<\/td>\n<td>Review rules carefully; avoid unless absolutely necessary<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<\/div>\n\t\t\t<\/div><\/div><\/div>\n\t\t\t\t\t<div id=\"cfct-row-4ca8ebe77361ad161282f28fa6891278\" class=\"row\">\n\t\t\t\t\t\t<div class=\"col-md-3 cfct-block\"><\/div>\n\t\t\t\t\t\t<div class=\"col-md-9\">\n\t\t\t\t\t\t\t<div class=\"row\">\n\t\t\t\t\t\t\t\t<div class=\"col-md-12 cfct-block\"><\/div>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<div class=\"row\">\n\t\t\t\t\t\t\t\t<div class=\"col-md-6 cfct-block\"><\/div><div class=\"col-md-6 cfct-block\"><\/div>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<div class=\"row\"><div class=\"col-md-3 cfct-block\"><\/div><div class=\"col-md-6 cfct-block\"><\/div><div class=\"col-md-3 cfct-block\"><\/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":3806,"menu_order":5,"comment_status":"closed","ping_status":"closed","template":"page-templates\/275.3367.php","meta":{"footnotes":""},"class_list":["post-3592","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3592","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=3592"}],"version-history":[{"count":17,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3592\/revisions"}],"predecessor-version":[{"id":20167,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3592\/revisions\/20167"}],"up":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3806"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=3592"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}