{"id":3684,"date":"2019-10-31T12:19:32","date_gmt":"2019-10-31T17:19:32","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=3684&#038;preview_id=3684"},"modified":"2025-04-09T13:44:47","modified_gmt":"2025-04-09T18:44:47","slug":"planning-individual-travel","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/planning\/planning-individual-travel\/","title":{"rendered":"Individual Travel"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-3684\" class=\"cfct-build grid\">\n\t\t\t\t\t\t\n\t\t\t\t\t<div id=\"cfct-row-86f796032239a3d7fec54d330772423b\" class=\"row\">\n\t\t\t\t\t\t<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-9acce7b39148011458cc9dd94be06ebf\"\">Procedures<\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-9acce7b39148011458cc9dd94be06ebf\">\n\n        <div class=\"menu-cfct-module-9acce7b39148011458cc9dd94be06ebf-container\"><ul id = \"menu-special-topics\" class = \"menu nav\"><li id=\"menu-item-8800\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8800\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/arriving-early-extending-your-stay-or-combining-business-and-personal-travel\/\">Combined Business and Personal Travel<\/a><\/li>\n<li id=\"menu-item-8799\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8799\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/conference-travel\/\">Conference Travel<\/a><\/li>\n<li id=\"menu-item-8805\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8805\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/international\/\">International Travel<\/a><\/li>\n<li id=\"menu-item-8807\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8807\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/personal-use-contracts\/\">Leisure Use Contracts<\/a><\/li>\n<li id=\"menu-item-19014\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19014\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/group-travel\/\">Group Travel<\/a><\/li>\n<li id=\"menu-item-19015\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19015\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/planning-individual-travel\/determining-the-appropriate-mode-of-transportation\/\">Determining the Appropriate Mode of Transportation<\/a><\/li>\n<li id=\"menu-item-8806\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8806\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/payment-options\/\">Paying for Travel<\/a><\/li>\n<li id=\"menu-item-10016\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-10016\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/sustainable-travel\/\">Sustainable Travel Practices<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div><\/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\">\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h2>Individual Travel Procedures<\/h2>\n<p>Travel for faculty, staff, students and guests is managed by <a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/fox-world-travel\/\">Fox World Travel<\/a>. <em>Note: Trips over 10 travelers are categorized as <a href=\"https:\/\/www.wisconsin.edu\/travel\/plan-your-trip\/group-travel\/\">Group Travel.<\/a><\/em><\/p>\n<p>Related Policy: <a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/purchase-payment-of-business-air-travel\/\" target=\"_blank\" rel=\"noopener\">UW System Policy 410. Purchase and Payment of Business Air Travel<\/a><\/p>\n<h4>Prior to Making Travel Arrangements<\/h4>\n<ul>\n<li><strong>Obtain approval for business travel from the traveler\u2019s designated approving authority.<\/strong> Pre-trip approval requirements vary by institution and often by division\/department. It is the traveler\u2019s responsibility to follow all internal travel approval procedures prior to making trip reservations.<\/li>\n<li>Ensure you have the appropriate IDs, Passports, or Visas (If travelling internationally).<\/li>\n<li>Ensure your UW payment methods are current and that your <a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/concur\/\">Concur<\/a> Profile is up to date.<\/li>\n<li>Download the <a href=\"https:\/\/www.wisconsin.edu\/travel\/support\/user-guides-and-reference-materials\/\">Traveler Guide<\/a> to review policies and procedures.<\/li>\n<li>If <a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/arriving-early-extending-your-stay-or-combining-business-and-personal-travel\/\">combining business and personal travel<\/a>, review guidelines and obtain appropriate documentation.<\/li>\n<li>Determine the mode of transportation:\n<ul>\n<li>Review the <a href=\"https:\/\/www.wisconsin.edu\/travel\/policies\/ground-transportation\/\">ground transportation<\/a> page (if ground transportation will be the mode of transportation). Out-of-state trips will most often include airfare as the mode of transportation. If another mode of transportation is being considered for a trip when air transport appears to be the most economical or logical, review <a style=\"background-color: #ffffff\" href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/planning-individual-travel\/determining-the-appropriate-mode-of-transportation\/\" target=\"_blank\" rel=\"noopener noreferrer\">Determining the Appropriate Mode of Transportation<\/a>\u00a0prior to making arrangements.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><em>Note: When planning a University business trip all travelers must determine the necessary date for arrival to allow sufficient time to prepare for the business to be conducted. \u00a0Actual business travel dates, supported by documentation, are used to determine what can (or cannot) be paid or reimbursed by the University.<\/em><\/p>\n<h4 class=\"elementToProof\">making arrangements<\/h4>\n<ul type=\"disc\">\n<li class=\"x_MsoNormal\">Review the\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/\">Booking Travel<\/a> page for travel booking requirements.<\/li>\n<\/ul>\n<h4 class=\"x_MsoNormal elementToProof\"><b>PRIOR TO DEPARTURE<\/b><\/h4>\n<ul>\n<li>Reconfirm your flight information, as flight numbers and times may change frequently. Also reconfirm lodging reservations and vehicle rentals.<\/li>\n<li><a href=\"https:\/\/assets.concur.com\/concurtraining\/cte\/en-us\/cte_en-us_trv_changing-purchased-ticketed-trip.mp4\">Changes or cancellation can be done in Concur<\/a> or by contacting <a href=\"https:\/\/www.wisconsin.edu\/travel\/booking\/book-with-an-agent\/fox-world-travel\/\" target=\"_blank\" rel=\"noopener\">Fox World Travel<\/a>\n<ul>\n<li>Flights may be cancelled within 24 hours of booking for a full refund. Flights cancelled after 24 hours will be saved as a credit in the traveler&#8217;s profile. For more information, view <a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/airfare-purchase-and-payment-procedures\/#:~:text=Cancelling%20Air%20Reservations%20and%20Unused%20Tickets\">Airfare Purchase and Payment Procedures.<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p class=\"x_MsoNormal elementToProof\"><b>Airline Imposed Schedule Changes and Flight Cancellations:<\/b><\/p>\n<ul type=\"disc\">\n<li class=\"x_MsoListParagraph elementToProof\">Fox World Travel or the airline will contact the traveler either via phone or e-mail to alert of airline schedules changes\/flight cancellation.<\/li>\n<li class=\"x_MsoListParagraph\">Schedule changes that require rebooking must be reviewed with Fox World Travel. Contact a consultant to review your options.<\/li>\n<li class=\"x_MsoListParagraph\">Do not contact the airline directly as this will result in Fox World Travel losing visibility to your reservation and any future flight schedule changes\/cancellations.<\/li>\n<\/ul>\n<h4>while in travel status<\/h4>\n<ul type=\"disc\">\n<li class=\"x_MsoNormal\">Keep track of appropriate receipts (review <a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/receipt-requirements\/\">receipt requirements<\/a>)<\/li>\n<li class=\"x_MsoNormal elementToProof\">If any issues arise during your travel, contact Fox World Travel for immediate travel assistance.<\/li>\n<li class=\"x_MsoNormal\">Contact your\u00a0<a href=\"https:\/\/www.wisconsin.edu\/travel\/support\/\" data-auth=\"NotApplicable\" data-loopstyle=\"link\">Campus Travel Manager<\/a>\u00a0if you need any escalation or UW travel advice.<\/li>\n<\/ul>\n<p class=\"x_MsoNormal elementToProof\"><b>En Route Flight Disruptions and Cancellations:<\/b><\/p>\n<div class=\"elementToProof\"><span class=\"ContentPasted0\">In accordance with\u00a0<a class=\"ContentPasted0\" title=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/purchase-payment-of-business-air-travel\/#:~:text=Payable%20or%20Reimbursable%20Expenses,E.%C2%A0%C2%A0%C2%A0%C2%A0%C2%A0%20Payable%20or%20Reimbursable%20Expenses%20Bookmark%20Anchor\" href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/purchase-payment-of-business-air-travel\/#:~:text=Payable%20or%20Reimbursable%20Expenses,E.%C2%A0%C2%A0%C2%A0%C2%A0%C2%A0%20Payable%20or%20Reimbursable%20Expenses%20Bookmark%20Anchor\" data-loopstyle=\"link\">Policy 410: Purchase and Payment of Airfare<\/a>, flight changes and cancellations must be made with the UW contract travel management companies. However, if travel can be<span class=\"ContentPasted1\">\u00a0rebooked\/accommodated <strong>at no cost<\/strong>, working directly with the airline is allowed.<\/span><\/span><\/div>\n<div class=\"elementToProof\"><\/div>\n<div class=\"elementToProof\">Benefits of working with the travel agency vs. the airline:<\/div>\n<div>\n<ul>\n<li class=\"elementToProof\">Ensures that options on all carriers (not just the original carrier) are considered.<\/li>\n<li class=\"elementToProof\">Dedicated agency support ensures traveler is advised of all UW rebooking guidelines and policies.<\/li>\n<li class=\"elementToProof\">May be faster than waiting in line.<\/li>\n<\/ul>\n<h4>After Travel<\/h4>\n<ul>\n<li>Expense reports must be submitted within 90 days of the last date of travel.<\/li>\n<li>Cash Advances must be reconciled within 30 days of the last date of travel.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\t\t\t<\/div>\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\">Resources<\/h3><p><br \/><span class=\"doc-icon\"><a class=\"doc-type xlsx\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/Rental-Vehicle-vs-Mileage---UW-System-Calculator-TravelWIse-2023.xlsx\" target=\"_blank\">Rental Vehicle Vs Mileage - UW System Calculator <span class=\"sr-only\"> xlsx<\/span><\/a><\/span>\r\n<\/p>\n<p><a href=\"https:\/\/portal.sfs.wisconsin.edu\/psc\/sfs\/EMPLOYEE\/SFS\/c\/UW_EX_CUSTOM.UW_EX_PDCALC.GBL\">Lodging and Meals and Incidental Per Diem Calculator\u00a0<\/a><\/p>\n<\/div>\n\n\t\t\t<\/div><\/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":3462,"menu_order":5,"comment_status":"closed","ping_status":"closed","template":"page-templates\/275.3602.php","meta":{"footnotes":""},"class_list":["post-3684","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3684","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=3684"}],"version-history":[{"count":3,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3684\/revisions"}],"predecessor-version":[{"id":18495,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3684\/revisions\/18495"}],"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=3684"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}