{"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":"2026-02-19T12:11:21","modified_gmt":"2026-02-19T18:11:21","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<div id=\"cfct-build-3990\" 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-8e507d7ead991637ba203ae870a63005\"\">Planning<\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-8e507d7ead991637ba203ae870a63005\">\n\n        <div class=\"menu-cfct-module-8e507d7ead991637ba203ae870a63005-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><div class=\"col-md-6 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>Definition<\/h2>\n<ul>\n<li>Guest travel is defined as any non-employee traveling on behalf of the University such as <strong>students, consultants, contractors, candidates or speakers<\/strong>.<\/li>\n<li>All university travel policies that apply for individual travel also apply for guest travel.<\/li>\n<\/ul>\n<h3><strong>How to Book Guests Travelers<\/strong>:<\/h3>\n<p>See <span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/book_for_other_employees\/Book-for-someone-else-workflow-and-comparison.pdf\" target=\"_blank\">Book For Someone Else Workflow And Comparison<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17483\" src=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2024\/06\/guestbookingoptions.png\" alt=\"\" width=\"655\" height=\"266\" srcset=\"https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2024\/06\/guestbookingoptions.png 966w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2024\/06\/guestbookingoptions-300x122.png 300w, https:\/\/www.wisconsin.edu\/travel\/wp-content\/uploads\/sites\/275\/2024\/06\/guestbookingoptions-768x312.png 768w\" sizes=\"auto, (max-width: 655px) 100vw, 655px\" \/><\/p>\n<p><strong><a href=\"https:\/\/my.foxworldtravel.com\/training\/concur\/guest-traveler\/\" target=\"_blank\" rel=\"noopener\">Concur Online Booking<\/a> <\/strong>All profiled Concur users have access to book for a guest in Concur. Only use this functionality if booking a non-university guest. In advance, obtain the legal name (must match identification), date of birth and gender from the guest. Employee Travel cannot be booked using this function.<\/p>\n<p><strong>Fox Agent Booking\u00a0<\/strong>All profiled Concur users may contact a Fox agent to book on behalf of a guest traveler. The dedicated agent team can be reached at 608-710-4172.<\/p>\n<p><strong>One-Time Individual Booking Request Form\u00a0<\/strong>Traveler books directly with the agency after a coordinator initiates a request via the <a href=\"https:\/\/my.foxworldtravel.com\/uw\/saml2\/login\">Fox Portal<\/a>. See the <span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/guest_booking\/JOB-Aid-One-time-individual-booking-request-form.pdf\" target=\"_blank\">Job Aid: One Time Individual Booking Request Form <span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<p><strong>Custom Booking Solution\u00a0<\/strong>A booking product that may be requested for\u00a0<strong>20 or more travelers<\/strong>, allowing each traveler to book their tickets individually, while adhering to a custom policy. Typically utilized for travel coordinators who handle complex travel within a\u00a0<strong>defined start and end date<\/strong> (maximum duration of one year). $120 set-up fee. Fox will contact the coordinator after completing the Custom Booking Solution request form on the <a class=\"fui-Link ___1rxvrpe f2hkw1w f3rmtva f1ewtqcl fyind8e f1k6fduh f1w7gpdv fk6fouc fjoy568 figsok6 f1hu3pq6 f11qmguv f19f4twv f1tyq0we f1g0x7ka fhxju0i f1qch9an f1cnd47f fqv5qza f1vmzxwi f1o700av f13mvf36 f1cmlufx f9n3di6 f1ids18y f1tx3yz7 f1deo86v f1eh06m1 f1iescvh fhgqx19 f1olyrje f1p93eir f1nev41a f1h8hb77 f1lqvz6u f10aw75t fsle3fq f17ae5zn\" title=\"https:\/\/urldefense.com\/v3\/__https:\/my.foxworldtravel.com\/uw\/saml2\/login__;!!mak6iko!jea7bkz4lejetygmv-ovgplrauubzbuk1lrvybeqpx-8yayrmqenxwt8ptr_anincttwfn-c41agm1s2xm--3rvl-g6__6q7xx3x$\" href=\"https:\/\/my.foxworldtravel.com\/uw\/saml2\/login\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link Fox Portal\">Fox Portal<\/a>. See the Job Aid: <span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/guest_booking\/JOB-AID-Custom-Booking-Solution-CBS.pdf\" target=\"_blank\">Custom Booking Solution (CBS) Job Aid <span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<h2>How to Pay for Guest Travel<\/h2>\n<p>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<ul>\n<li>Hotels typically require a credit card authorization form to be on file in order for the payment method to be pre-defined. This form is unique to each hotel. Contact the hotel directly and inquire about their procedures for storing a card on file for a reservation.<\/li>\n<li>Car Rentals typically require the renter to provide a form of payment in their name at the time of rental.<\/li>\n<li>Air bookings are paid at the time of booking. All air bookings are done either through Concur or with the travel agency, and a university payment method must be used.<\/li>\n<li>Incidentals incurred by the guest such as meals or mileage can be reimbursed to the traveler after the completion of the trip.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2>Student Travel<\/h2>\n<ul type=\"disc\">\n<li class=\"x_MsoListParagraph\">Only student employees who have an active university appointment in the HR system are allowed to create a Concur travel profile and book on their own behalf in Concur or with Fox World Travel.<\/li>\n<li>Students who do not have an active university appointment must work through a university employee to make travel arrangements.<\/li>\n<li class=\"x_MsoListParagraph\">On\u00a0each individual Concur booking the traveler\/booker must select if the travel is for an employee, guest or <span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>. If the travel is for a\u00a0<span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>\u00a0employee, the selection would be for that specific travel that is being booked. i.e., If that trip\u2019s UW business purpose is related to the\u00a0<span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>\u2019s university appointment, \u201cemployee\u201d would be selected. If that trip is related to a\u00a0<span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>\u00a0group, or other purpose related to their\u00a0<span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>\u00a0responsibilities not related to employment, \u201c<span class=\"markzxlunlza4\" data-markjs=\"true\" data-ogac=\"\" data-ogab=\"\" data-ogsc=\"\" data-ogsb=\"\">student<\/span>\u201d would be selected.<\/li>\n<\/ul>\n<h2><strong>Student Clubs and Organizations<\/strong><\/h2>\n<p>Student Organizations typically are not classified as university-sponsored travel, except if the student organization represents the university in an academic matter. Students are advised to review UW policy 616,\u00a0<a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/university-of-wisconsin-student-drivers-under-the-states-liability-protection\/\">University of Wisconsin Student Drivers Under the State\u2019s Liability Protection<\/a> for further information.<\/p>\n<p><strong>Car Rentals<\/strong><\/p>\n<p>Student Organizations must use the<a href=\"https:\/\/partners.rentalcar.com\/uw-student-org\/#\/student-club-organizations\"> Enterprise Student Org Rental<\/a> Link when reserving a Enterprise car rental. If renting with Hertz, the University of Wisconsin Hertz agreement may be used.<\/p>\n<\/div>\n\t\t\t<\/div><\/div><div class=\"col-md-3 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\">Resources<\/h3><p><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/book_for_other_employees\/Book-for-someone-else-workflow-and-comparison.pdf\" target=\"_blank\">Book For Someone Else Workflow And Comparison<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<p><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/guest_booking\/JOB-Aid-One-time-individual-booking-request-form.pdf\" target=\"_blank\">One-Time Individual Booking Request Form Job Aid<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<p><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/guest_booking\/JOB-AID-Custom-Booking-Solution-CBS.pdf\" target=\"_blank\">Custom Booking Solution (CBS) Job Aid <span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<p><a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/university-of-wisconsin-student-drivers-under-the-states-liability-protection\/\" target=\"_blank\" rel=\"noopener\">University of Wisconsin Student Drivers Under the State\u2019s Liability Protection<\/a><\/p>\n<p><a href=\"https:\/\/partners.rentalcar.com\/uw-student-org\/#\/student-club-organizations\" target=\"_blank\" rel=\"noopener\">Enterprise Car Rental &#8211; Student Org Reservation Link<\/a><\/p>\n<div class=\"doc-list\">\n<ul class=\"list-unstyled\">\n<li>\u00a0<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\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\">Trainings<\/h3><p><strong>UW Webinar: Candidate Travel Training<\/strong><br \/><em>February 18, 2026<\/em><\/p>\n<p><a href=\"https:\/\/universityofwisconsin-my.sharepoint.com\/:v:\/g\/personal\/emily_stoffel_wisconsin_edu\/IQDf4CDLIBD7QLbgr87OYgvUAWjS7auOrdq6hQqltMvmxrU\">Recording<\/a><br \/><span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/guest_booking\/Candidate-Travel-Training-Feb-2026.pdf\" target=\"_blank\">PowerPoint<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/p>\n<\/div>\n\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":4,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3990","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3990","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=3990"}],"version-history":[{"count":2,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3990\/revisions"}],"predecessor-version":[{"id":20026,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3990\/revisions\/20026"}],"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=3990"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}