{"id":18507,"date":"2025-04-15T10:46:21","date_gmt":"2025-04-15T15:46:21","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?p=18507"},"modified":"2025-04-16T14:28:57","modified_gmt":"2025-04-16T19:28:57","slug":"guidance-travel-changes-and-cancellations","status":"publish","type":"post","link":"https:\/\/www.wisconsin.edu\/travel\/2025\/04\/15\/guidance-travel-changes-and-cancellations\/","title":{"rendered":"Guidance: Travel Cancellations"},"content":{"rendered":"<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 <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\">University Travel Cancellation Guide<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n<\/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> 608-710-4172<\/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> 844-630-3853<\/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> <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> 7:00 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> Available 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> Cancel via <strong data-start=\"1129\" data-end=\"1139\">Concur<\/strong> or contact <strong data-start=\"1151\" data-end=\"1171\">Fox World Travel<\/strong> before 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 <strong data-start=\"1212\" data-end=\"1238\">unused airline tickets<\/strong> retain value for <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 <strong data-start=\"1381\" data-end=\"1403\">traveler\u2019s profile<\/strong> for 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> Departments must coordinate cancellations for <strong data-start=\"1500\" data-end=\"1516\">non-employee<\/strong> and <strong data-start=\"1521\" data-end=\"1532\">student<\/strong> travelers.<\/p>\n<\/blockquote>\n<p class=\"\" data-start=\"1545\" data-end=\"1631\">\ud83d\udcc4 <strong data-start=\"1548\" data-end=\"1559\">Review:<\/strong> <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\">Unused Ticket Credit Guidance<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n for 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> Cancel in <strong data-start=\"1708\" data-end=\"1718\">Concur<\/strong>, through <strong data-start=\"1728\" data-end=\"1748\">Fox World Travel<\/strong>, or directly with the <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 <strong data-start=\"1989\" data-end=\"2021\">prepaid\/non-refundable rates\/hotel imposed penalties <\/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> Cancel via <strong data-start=\"2615\" data-end=\"2625\">Concur<\/strong>, <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 <strong data-start=\"2743\" data-end=\"2753\">Concur<\/strong> or <strong data-start=\"2757\" data-end=\"2777\">Fox World Travel<\/strong> under 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 <strong data-start=\"2835\" data-end=\"2842\">not<\/strong> require 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 <strong data-start=\"2885\" data-end=\"2899\">no penalty<\/strong> for 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> Cancel directly with the <strong data-start=\"3034\" data-end=\"3048\">event host<\/strong> or <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 <strong data-start=\"3091\" data-end=\"3102\">prepaid<\/strong> or <strong data-start=\"3106\" data-end=\"3124\">non-refundable<\/strong> expenses.<\/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> If a <strong data-start=\"3287\" data-end=\"3303\">cash advance<\/strong> was 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 <strong data-start=\"3431\" data-end=\"3447\">not refunded<\/strong>, file an <strong data-start=\"3457\" data-end=\"3475\">expense report<\/strong> to reconcile.<\/p>\n<\/li>\n<li class=\"\" data-start=\"3492\" data-end=\"3644\">\n<p class=\"\" data-start=\"3494\" data-end=\"3594\">If <strong data-start=\"3497\" data-end=\"3526\">no expenses were incurred<\/strong>, <strong data-start=\"3528\" data-end=\"3555\">return the full advance<\/strong> to 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 <a href=\"https:\/\/www.wisconsin.edu\/travel\/uw-travel-manger-contacts\/\"><strong data-start=\"3707\" data-end=\"3732\">campus travel manager<\/strong><\/a> or visit <a target=\"_new\" rel=\"noopener\" data-start=\"3742\" data-end=\"3785\">TravelWIse<\/a> for up-to-date travel resources.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Guidance: University Travel Cancellations If you need to change or cancel university-related travel, follow the guidance below based on your travel type and booking method. View Contact: Fox World Travel [&#8230;]<\/p>\n","protected":false},"author":3346,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[69],"tags":[],"class_list":["post-18507","post","type-post","status-publish","format-standard","hentry","category-front-page-alerts"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/18507","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/post"}],"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=18507"}],"version-history":[{"count":10,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/18507\/revisions"}],"predecessor-version":[{"id":18515,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/18507\/revisions\/18515"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=18507"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/categories?post=18507"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/tags?post=18507"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}