{"id":3990,"date":"2020-06-29T11:25:56","date_gmt":"2020-06-29T16:25:56","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=3990"},"modified":"2026-09-04T09:24:50","modified_gmt":"2026-09-04T14:24:50","slug":"guest-travel","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/planning\/guest-travel\/","title":{"rendered":"Student and Guest Travel"},"content":{"rendered":"\n\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t

Central policy guidelines, booking workflows, and payment setups for non-employees.<\/h3>\n<\/div>\n\t\t\t<\/div><\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n \"\"

For Travel Coordinators<\/h2><\/a> <\/div>\n\n\t\t\t<\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n \"\"

For Students & Student Orgs<\/h2><\/a> <\/div>\n\n\t\t\t<\/div><\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n\t\t\t<\/div>\n\t\t\t
\n\t\t\t\t

Booking for Guests and Students<\/h2>\n\t\t\t<\/div>\n\t\t\t
\n\t\t\t\t

<\/a>Step 1: Collect required guest details matching their government photo ID<\/h3>\n<\/div>\n\t\t\t<\/div><\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n

\u2713 Full Legal Name<\/h3><\/div>\n\n\t\t\t<\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n

\u2713 Date of Birth<\/h3><\/div>\n\n\t\t\t<\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n

\u2713 Gender<\/h3><\/div>\n\n\t\t\t<\/div><\/div><\/div>
\n\t\t\t
\n\t\t\t\t

Step 2: Determine Booking Method<\/h3>\n\t\t\t<\/div>\n\t\t\t
\n\t\t\t\t

Review Book For Someone Else Workflow And Comparison<\/a><\/p>\n

All air travel must be booked through Concur or with a Fox World Travel agent to be reimbursed.\u00a0<\/em><\/strong><\/p>\n<\/div>\n\t\t\t<\/div><\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Concur Online<\/h3>

Best For: Single trips booked directly by a UW employee<\/h4>

Log in to Concur to reserve airfare, hotel, or car rentals on behalf of a guest or another employee.
Air Ticket Cost<\/strong>: $6 \/ no fee for car\/hotel only bookings
Learn more about Concur<\/a><\/p>\n

Open Concur Portal<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Fox Travel Agent<\/h3>

Best For: Complex itineraries, or unique guest scenarios.<\/h4>

Partner with a dedicated travel agent to book travel.
Air Ticket Cost<\/strong>: $31.50 domestic\/ $41.50 Int’l
Toll Free:<\/strong>\u00a0844-630-3853<\/p>\n

Fox World Travel<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

One-Time Form<\/h3>

Best For: Direct self-booking by the guest traveler.<\/h4>

Submit a Fox Portal request to have an agent work directly with the traveler.<\/p>\n

Job Aid: One Time Individual Booking Request Form pdf<\/span><\/a><\/span>\r\n<\/p>\n

Submit Request<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Custom Booking Solution<\/h3>

Best For: 20+ guest travelers for specific events\/programs.<\/h4>

Set up a dedicated group with customized policy controls ($120 setup fee).
Custom Booking Solution (CBS) Job Aid pdf<\/span><\/a><\/span>\r\n<\/p>\n

Request CBS Setup<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div><\/div>

\n\t\t\t
\n\t\t\t\t

Step 3: Pre-Travel Payment\u00a0 Setup<\/h3>\n

University Payment methods (such as purchasing cards) should be used whenever possible. Below are best practices to make the trip smooth for the guest traveler:<\/p>\n<\/div>\n\t\t\t<\/div><\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Review Tax Exemption Guidelines<\/h3>

Review and provide the traveler with appropriate tax exemption information. If the travel occurs out of state, review\u00a0Sales Tax Exemption From Other States<\/a><\/p>\n

Wisconsin Sales Tax Exemption<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Car Rental Payment Policy<\/h3>

Unless a direct bill agreement is in place with a UW-contracted vendor, drivers must present a physical payment card in their name at the pickup counter. To set up direct bill, contact Campus Travel Support<\/a>\u00a0(not available for UW-Madison).\u00a0<\/p>\n

Learn more about Ground Transportation<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Hotel Credit Card Authorization<\/h3>

To provide the hotel with payment information, contact the hotel directly to obtain the credit card authorization form. If the traveler will pay for the hotel and seek reimbursement, this form is not needed.\u00a0<\/p>\n

Review Lodging Payment and Procedures<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div><\/div>

\n\t\t\t
\n\t\t\t\t

Step 4: Reimbursement of Travel Expenses<\/h3>\n\t\t\t<\/div><\/div><\/div>
\n\t\t\t
\n\t\t\t\t
\n

Student and Guest Travel Reimbursement Form<\/h3>

Optional tool designed to make reimbursement support easier for everyone involved.<\/h4>

Travelers can conveniently upload receipts and provide the details administrators need to complete an expense report on their behalf, reducing follow\u2011up questions and speeding up processing. While the form is not required, it offers a simple, centralized way to gather information from travelers who do not have access to Workday. (Note: this form is not available for UW Madison employees)<\/span><\/p>\n

Launch Travel Reimbursement Form<\/a><\/p><\/div>\n\n\t\t\t<\/div><\/div>

\n\t\t\t
\n\t\t\t\t
\n

Create Workday Expense Report<\/h3>

Reimburse traveler for out-of-pocket expenses.<\/h4>