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Top Ten Things You Need to Know Before You Travel

  1. Airline reservations for University sponsored travel are required to be made with Fox World Travel, either within Concur, the online self-booking tool, or with a Fox World Travel agent.  Use of online brokers or search sites such as Expedia, Travelocity, Kayak, etc. are prohibited and will not be reimbursed by the University. 
  2. All non-conference site lodging reservations, including local, are to be made through Concur.  Use of online brokers or search sites such as hotels.com, Airbnb, etc. are prohibited and will not be reimbursed by the University. 
    1. Prior to reserving conference site lodging, search Concur for the conference site hotel to determine if there is a lower rate available. If so, make your reservation within Concur. 
    2. Concur displays available room types and rates directly from hotel suppliers.  Room types and rates available are not specific to UW System and may be above what UW policy allows. Travelers must adhere to the location rate maximums and only reserve single/standard rooms.
    3. To find the location rate maximums use the Lodging/Meal and Incidental Calculator
    4. Please consult the UW System Hotel Directory for a complete list of contract properties by location.     
  3. Please keep in mind the following tips regarding Meals and Incidentals:
    1. Receipts are not required for Meals and Incidentals Expenses.
    2. If the trip does not include an overnight stay, the traveler is limited to a $15 tax reportable day trip meal allowance.  If any meal is provided during the day trip, no reimbursement can be claimed.
  4. Hosted Meals must stay within meal maximums (breakfast $12, lunch $18, dinner $30) and do require itemized receipts.  
  5. Rental vehicles are required to be reserved through Enterprise or National using the UWSA contract. Local reservations can be made directly with Enterprise or National; however, out-of-state rentals must be made through Concur.  When Enterprise or National do not serve the location of travel or if vehicles are not available, Hertz may be used under the State of Wisconsin (WSCA) contract.
    1. Eligible renters are classified as all University authorized drivers age 18 and over.  Authorized drivers 18-20 are restricted to domestic rentals only.
    2. Employees and students required to drive on University sponsored business must complete a Driver Authorization form and submit to Police Services prior to using personal vehicles, rental vehicles, or fleet services. 
    3. Drivers are responsible for refueling vehicles prior to return with same level of fuel that they received at time of rental.  The University will not reimburse vendor refueling or prepay fuel packages.  
    4. Receipts are required to support reimbursement claims for rental vehicle gasoline purchases. 
  6. When driving your personal vehicle for University sponsored business, you will be reimbursed for mileage.  MapQuest or Google Maps are the official tools for determining the most direct route.   
    1. Less than 100 miles roundtrip - Standard Rate of $0.535 per mile. 
    2. More than 100 miles roundtrip - Turndown Rate of $0.352 per mile.
    3. Any Non-Employee - Standard Rate of $0.535 per mile. 
  7. All purchases over $25 must be substantiated with an itemized receipt.   
  8. University purchases are generally exempt from Wisconsin Sales and Use Tax.  Travelers are expected to request and receive Wisconsin sales tax exemption for travel related purchases.  The University also has sales tax exemption in other states.  Travelers should make a reasonable attempt to obtain sales tax exemption according to the tax authority's requirements.
  9. Travelers who requested a cash advance must return any unused cash upon returning to campus after their trip and must complete a TER via e-Reimbursement within 30 days after the trip completion date.
  10. All travel related expenses for a trip must be submitted on one TER via e-Reimbursement within 90 days after the trip completion date or will not be reimbursed by the University.

Airline Flights and Overbooking

In the wake of United Airlines involuntarily bumping boarded passengers on April 9, 2017, traveler concerns have been raised about the UW's preferred supplier relationship with United Airlines. Any airline may deny boarding or refuse to carry any ticketed passenger in accordance with the airline contract of carriage rules included on the ticket, which includes voluntary or involuntary bumping according to Federal Regulation as follows:

  • If an insufficient number of volunteers come forward, the carrier may deny boarding to other passengers in accordance with its boarding priority rules.
  • The priority of all other confirmed passengers may be determined based on a passenger’s fare class, itinerary, status of frequent flyer program membership, and the time in which the passenger presents him/herself for check-in without advanced seat assignment.

  • With airline consolidation (there are only 4 remaining major U.S. carriers) and fewer flights being flown, the airlines often oversell flight capacity which increases the likelihood of a traveler being voluntary or involuntarily bumped.

  • Bumping typically occurs prior to boarding but can occur after boarding like the United scenario on April 9.

Bumping within the UW System's Managed Travel Program

When making your airline reservation with a contract (preferred) carrier in the UW System’s Managed Travel Program, whether in Concur or with a Fox World Travel agent, it significantly minimizes the chance that you’ll be bumped from a flight.  You are recognized as a UW System traveler by the carrier and the contract ID is imbedded in your ticket.  The airlines will typically bump those leisure or lone business travelers over you.

The UW System Airfare Policy does not require you to take a specific carrier over another.  Traveler’s that have been offended by United Airline’s handling of the April 9 incident are encouraged to select another carrier for their transportation needs.  For other travelers, United Airlines may still be the favorite, or in some cases the only choice for cost effective/efficient air transport depending on location.

UWS Policy statement regarding bumping:  Benefits as a result of bumping can be retained by the employee, provided the alternative travel resulting from the bumping does not involve any lost work time or incur additional University travel costs.

What To Do If You Are Bumped During Business Travel

If the carrier requests to voluntary bump, deny the offer unless there is a significant business benefit to taking this in accordance with the policy statement above.

In the rare case the carrier has selected you for involuntary bump, politely agree prior to boarding or give up your seat if already boarded.

If the carrier compensates you and arranges transport on the next available flight, report the flight re-accommodation to Fox World Travel as soon as possible so they can log this and update the record associated to your flight(s).  We need to track and assist you during your entire trip.

If the carrier is unable to accommodate you on the next flight, contact Fox World Travel immediately for re-accommodation.  Fox agents can look across all major carriers to get you re-accommodated as quickly as possible.  In the event of lost funds which may result from the originating carrier, Fox will make every attempt to recoup the lost funds on your behalf.

POLICY UPDATE: UWSA Policy 425 – Use of Personal Vehicles, Rental Cars, and Fleet for Business Transportation - Effective 2/1/17

UWSA Policy 425 - Use of Personal Vehicles, Rental Cars, and Fleet for Business Transportation

Concur must be used for all out-of state vehicle rental reservations utilizing the Big Ten contract with Enterprise and National car rentals.  Local vehicle rental reservations can be made directly with the rental agencies.  When Enterprise and National do not have necessary availability or serve the location of travel, Hertz, under the State of Wisconsin (WSCA) contract, may be used and is also available within Concur.  Login to UWTravelWIse to obtain Big Ten or WSCA contract number. 

Utilizing Concur for reservations enables the contract booking ID to be automatically applied, ensuring that all reservations are under contract and appropriately insured. Eligible business renters are classified as all University authorized drivers age 18 and over.  Authorized drivers 18-20 are restricted to domestic rentals only.

REMINDERS:

  • Employees and students who are required to drive on University sponsored business must be authorized to drive in accordance with UWSA Policy 615 – Vehicle Use and Driver Authorization prior to using personal or rental vehicles.
  • Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require a larger class of vehicle.
  • Claims for reimbursement beyond standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained in the Travel Expense Report. 
  • Travelers and those arranging travel for others must ensure that the Big Ten or WSCA contract ID number is referenced on the rental agreement to assure contract coverage, appropriate terms, and rates. 
  • Drivers are responsible for refueling vehicles priors to return with the same level of fuel that they received at the time of rental.  The University will not reimburse vendor refueling or prepay fuel packages.  Receipts for gas are required to support reimbursement claims.

POLICY UPDATE: UWSA Policy 415 – Purchase & Payment of Lodging - Effective 2/1/17

UWSA Policy 415 – Purchase & Payment of Lodging

UW System (UWS) continues to contract with frequently used lodging properties that are located in the UWS’s top travel destinations, including Wisconsin and those locations served by UWS institutions.  All lodging reservations, local and otherwise, should be made within Concur, the online self-booking tool.  The direct benefits of utilizing UWS contract or partnership properties are to receive optimal rates for quality accommodations close to the business need, obtaining greater room availability, flexibility in waived deposits and cancellation terms, and greater efficiency in making lodging reservations, including automated tax exemption where allowable.      

For Rate Maximum or Availability Exceptions

When a University traveler cannot obtain a room within the UWS’s 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. 

External Conference Property Reservations

Travelers should first consult Concur to search for their conference hotel as often there are rates available that are less than the conference rate.  If the Concur rate is not lower than the conference hotel rate, then the traveler can make their reservation directly with the lodging property or utilizing the reservation process and/or rate code provided by the organizer.

Concur Online Self-Booking Tool

UW System Contracts and Partnership Program Properties are designated “Most Preferred” and will be listed first in search results when available in the travel destination.  UW System and Partnership program rates and room types are designated by code name which are identified as UW System, Univ of Chicago, CIC, Staterates, NASPO or WSCA.  State government rates are displayed as State Gov.  Users that have AAA or AARP memberships should the applicable box in their Concur user profile for these membership rates to apply. 

Concur displays live inventory sent directly from hotel suppliers; rates and room types are not specific to the UW therefore there are rates and room types above what UW policy allows.  Users must adhere to the location rate maximums and only reserve single/standard rooms.  Review rate maximums for your location using the TravelWIse Rate Calculator located on the home page of the UW TravelWIse portal.  Users are also encouraged to review the UW System Contract Lodging Directory, lodging policy and procedures prior to making any lodging reservation. 

Concur is reserve only, with the exception of a one-night deposit where required, travelers must pay for their room at check-out.  Travel arrangers wanting to pay for travelers lodging must contact the property to complete a hotel authorization for charges post stay.  Travelers and arrangers are responsible for reading and adhering to the lodging property terms and conditions, including cancellation penalties. 

Please contact the Concur Online Support team at Fox (866-230-8787, option 3) for any questions or issues that arise during your booking process. 

Restriction on Basic Economy Airline Tickets

As Delta introduced last year, now American and United Airlines have implemented high restricted basic economy fare options that all University travelers and travel arrangers should be aware of.  This type of fare while low cost, has traditionally not appealed to business travelers.  Fox will continue to alert by email any traveler or arranger who has booked a basic economy fare.  The traveler will be advised of the restrictions and prompted to void their ticket within the 24-hour void period should they will to ticket a less restrictive economy fare.   The following diagram illustrates the restrictions of these basic fares by air carrier:

Fox recommends all travelers and travel arrangers review fare restrictions prior to selecting any flight online. Fox travel counselors will verbally advise of these fare restrictions when making flight arrangements with the UW’s dedicated agent reservation team.

Reminder - Limitations of choosing a Delta Basic Economy Fare (E Fare)

Basic Economy (E Class Fare) is Delta’s restricted, low-cost product and has not traditionally appealed to business travelers. Basic Economy fare purchases:

  • are non-refundable and non-changeable (use of unused credit on future tickets not allowed)
  • advance seat selection will not be available but will be automatically assigned when a customer checks-in
  • For travel beginning February 1, 2015, will not be eligible for paid or complimentary First Class, Economy Comfort, or Preferred Seat upgrades. Same-day confirmed or same-day standby travel changes will not be available, regardless of Medallion or other elite status

Fox will alert any traveler who has booked a Delta Basic Economy fare via email. The traveler will be advised of the restrictions and prompted to void their ticket within the 24-hour void period should they wish to ticket a less restrictive economy fare.

Fox recommends all travelers review fare restrictions prior to selecting any flight online. Fox travel counselors will verbally advise fare restrictions when making flight arrangements with our agent reservation teams.

Concur Travel: New Feature Notification - Filter by Flight Number

The customer spoke, and Concur has listened! The #1 requested enhancement for Concur Travel has just been released.

Users are now able to filter air search results by entering part or all of a flight number.

Please review the User Guide/Tutorial Catalog within UW TravelWIse to learn how to filter air searches by specific flight number.

Sign up for Trip Alert

The University of Wisconsin strongly encourages travelers to register for Altitude an automated flight disruption notification service for email or text message updates of any flight delays, cancellations and more. This important subscription service is being offered free of charge by Fox World Travel for the UW System customer.

As a reminder your cell phone number is now a required field in your Concur travel profile to be used in cases of airline changes or more critical emergencies. Please take a moment to ensure that your profile contains this important contact information.

What does Altitude do and why is it important?

Altitude keeps you updated on the status of your flight(s) via text or email. Alerts include:

  • cancellations or diversions
  • departure delays
  • gate changes
  • flight connections

How do I register?

To register to receive Altitude Flight Alerts, please click here: Register Here

What if I don't take action?

  • Altitude will only send trip alerts if you register above.
  • Altitude will continue to send invitations after each new reservation is made until you either opt-in or opt-out.
  • Alternatively, to opt out of Altitude and no longer receive invitations to sign up for the service, please click here: Opt-Out

UW System's Lodging Maximums Updated to Reflect Federal Changes - Effective 10/1/16

Based on the Federal Government’s General Service Administration (GSA) annual market review of lodging maximums & M&IE per diem rates, the GSA has issued new domestic lodging maximums for Federal Fiscal Year 2017. These federal rate changes become effective with travel on October 1, 2016. As such, the University will adjust lodging rate maximums to reflect the updated federal maximums for domestic lodging. The UW TravelWIse Calculator and E-Reimbursement will be updated at the end of September as part of our routine monthly rate file load process. As a reminder, the Department of State and Department of Defense adjust international lodging, U.S. Territory and related M&IE per diems on a monthly basis.

Noteworthy changes within Wisconsin:

  • Increased Standard Rate for all locations within Wisconsin not classified as “high cost” from $89 to $91
  • Eliminated seasonal differential rate (current range of $105-$127) for Madison, WI to fixed rate of $115
  • Increased Milwaukee rate from $115 to $119
  • Increased Appleton rate from $92 to $97
  • Increased Brookfield/Racine from $97 to $100
  • Eliminated seasonal differential rate (current range of $89 to $94) for Sheboygan to fixed rate of $94
  • Increase to the seasonal differential for Sturgeon Bay (current range of $89 – $93) to $91-$96
  • Increase to the seasonal differential for Wisconsin Dells (current range of $92-$116) to $101-$127
  • Note: the rates for high cost Wisconsin locations (and the same for other high cost locations outside of Wisconsin) extend beyond the city limits and apply to the entire county.

Most of the lodging establishments across the state have already been informed of the rate increases and are applying them to future reservations, including University preferred properties within Concur. This rate increase may impact what is charged for existing reservations at check out. Travelers should be advised of this and encouraged to work with the hotel to ensure the rate is accurate for the time-frame in which the reservation was made.

While the University has increased lodging maximums, travelers may still take advantage of the $82 – $90 state maximum rates when offered. It should be noted that the state’s maximum rates are not offered frequently in high cost locations, with higher quality properties or during times of high occupancy demands. Based on limited availability University travelers should budget for travel using the UW rate maximums, particularly when arranging meetings and events that require more than a single accommodation.

New Concur Profile Requirements - Cell/Mobile Phone Number

To better assist travelers in the event of airline delays/cancellations and for outreach in other emergencies, effective Monday, September 19, 2016 the cell/mobile phone fields in the Concur profile will require completion. While most travelers have entered their business and home numbers the vast majority have not provided cell phone numbers, an essential communication tool when in travel status.

  • For new users this will be a required field that must be completed prior to saving a profile – it is not a field in the registration form
  • Fox agents and UWSA’s Debbie Talbott will also require this information when providing full service reservations
  • For existing users without cell/mobile numbers in profile - Users will be prompted to complete this requirement the next time they launch the Concur search
  • In the rare case of a traveler not having a cell phone, the workaround would be to re-enter the office or home number.

Meal & incidental expense per diem allowance

What is a Meal & Incidental Expense (M&IE) per diem allowance and how do I qualify to receive this?

Individual University business travelers are eligible to receive a meal & incidental expense (M&IE) per diem allowance whenever travel requires an overnight stay. The M&IE per diem allowance covers individual, out-of-pocket meals and defined incidental expenses.

What does the M&IE per diem allowance include?

The M&IE per diem allowance includes all meals as well as incidental expenses defined as:

  • Fees and tips given to restaurant wait staff, bell hops, porters, baggage handlers, hotel housekeeping, valet, service staff on trains or ships.
  • Transportation between places of lodging or business and places where meals are taken.
  • Laundry, dry cleaning, and pressing of clothing
  • Mailing and other expenses associated with filing expense reports
  • Bottled water (for international travel needs)

What if I’m only gone a portion of the day, do I get an M&IE per diem allowance?

Day trip travel without an overnight stay does not qualify for the M&IE per diem allowance.  If your day travel requires you to spend money for a meal(s), the approving authority may authorize a $15 day trip meal allowance.  This allowance is tax reportable to you.  If you receive any provided meals for a day trip you will not receive any day trip meal allowance.

Do I need to provide receipts for my M&IE per diem allowance?

The M&IE per diem allowance does not require receipts for payment.  Do not submit receipts to the University for M&IE per diem.  The I.R.S. does recommend that all business travelers retain receipts for any business travel expenses incurred for personal tax filing purposes.

Can I authorize less that the M&IE per diem allowance for the location?

No.  The reimbursement plan has been designed to fairly compensate all travelers. While the rate maximums apply to all, the supervisor or approving authority may limit a travelers overall trip budget.

I give my students meal money and have them sign a sheet, do I now pay them a M&IE per diem?

No.  A M&IE per diem allowance is only allowed for individual travelers that incur meal and incidentals expenses as a result of over-night travel, pay out-of-pocket and file for their own reimbursement.  If a student traveler does the above, they would file for their own M&IE per diem reimbursement.  If you continue to provide this for the student, they cannot.

When a University group leader provides money to students (or members of a team) for purchase of their own meal the expense limits fall under the same limit structure as Headquarter City and UW Sponsored Events.  The amount of meal money given should be reasonable and in keeping to the type of student activity/travel and meals being provided.

All meal expenses must be supported by itemized receipts.  In cases where meal money is given to students to purchase a meal on their own, the standard signature form, signed by the student to acknowledge the receipt of meal money, will be used in lieu of the restaurant receipt.

The maximum rates, including gratuity and tax, by location and meal expense type are:

Expense

Within Wisconsin

 Outside Wisconsin

Breakfast

$12

$15

Lunch

$18

$23

Dinner

$30

$37

Refreshments/Break

$10

$10

What if I’m hosting a meal for a guest, job interview candidate, student, or recruit?

An individual traveler’s personal meal & incidental expense (M&IE) per diem allowance cannot be used to pay for items related to University Sponsored Events or any other related business entertainment activity that includes meals, food or beverages whether the expense is incurred in travel status or at the headquarter location.

Meal limits, receipt requirements and other documentation for hosting expenses is part of the UW Headquarter City & Sponsored Events policy.  Please review the requirements.

Do we pay a M&IE per diem allowance to student or non-employees traveling for the University?

Yes, the M&IE per diem allowance is applicable to all individuals that travel for University purposes.

Headquarter city & UW sponsored events

I have a small food and beverage budget for a conference that I’m arranging do I have to use the new rate maximums?

No.  When making food and beverage arrangements you do not have to spend the maximum amount per meal. Let the food and beverage staff know what your budget is and request food and beverage options that align with your budget.  If you are accustomed to using a hotel’s “state rate menu” to stay within your budget, you can continue to request that.

If I take two students out for a meal how do I get reimbursed for this cost?

These type of meal expenditures are considered “hosted meals”.  Meal maximums and policy requirements for hosting a meal are the same as what is contained within the Headquarter City and UW Sponsored Events Policy.

All hosted meal expenses must be supported by a business purpose, itemized receipts and a list of attendees. The meal purchase(s) should be reasonable, need not be at the maximum amount, and in keeping with the type of student activity/travel and meals being provided.

The maximum rates, including gratuity and tax, by location and meal expense type are:

Expense

Within Wisconsin

 Outside Wisconsin

Breakfast

$12

$15

Lunch

$18

$23

Dinner

$30

$37

Refreshments/Break

$10

$10

University travel program changes

Do I have to use Concur to make lodging reservations?

Yes, effective February 1, 2017 all lodging reservations, local and otherwise, should be made within Concur.  Using Concur for reservations allows for discounts and amenities not offered when working directly with the hotel or lodging property.

Policy does not allow the use of online brokers or search sites like Hotels.com, Expedia, Kayak, Trivago, AirBnB, etc.  Travelers will not be reimbursed when using these third party sites.

What if I can find cheaper tickets on my own?

The University and contract travel management company, Fox World Travel, stand by the pricing received in the Concur and with Fox World Travel agents, ensuring the lowest possible price for your flight. University travelers have access to all travel supplier pricing in one application, making it efficient in selecting the lowest available fares that meet your business travel schedule.  Concur utilizes the same live pricing and availability offered by the airlines and that full-service travel agents use. University discounts are automatically applied to each reservation.

By contrast other internet booking sites do not use live data or update availability regularly, instead using cached, outdated information or tease fares that do not reflect the numerous changes to airfare or other travel supplier pricing and availability.  Access to live data is important as both pricing and availability change numerous times per day.

As the University’s travel management company partner, Fox World Travel is committed to assisting the University traveler in finding the lowest fares available that best meet the business needs.  To assure that the University is obtaining the lowest pricing from air carriers, including the University contract carrier partners, Fox routinely audits a random sampling of domestic and international reservations to compare the following:

  1. Rate and itinerary booked by users of Concur.
  2. Rate and itinerary booked by Fox agents.
  3. That all reservations were processed through Fox’s quality control process.

Compared with:

  1. Fares on the airline’s website.
  2. Fares on three public sites.

Based on these audits, Fox is confident in the ability to offer the lowest price tickets for their client base.  Fox stands behind this by offering the University a low fare guarantee process for individual ticket purchases.  Learn more about that process under procedures.

With over $45 Million in annual air spend, the University must make every effort to protect travel dollars from ever-escalating airline costs. The most effective way to do this is to consolidate volume to leverage University spend with the airlines to increase discounts as the program moves forward.  Effective July 1, 2015 travelers will not be reimbursed the cost of airline tickets purchased outside of the University’s program.

Travel Policy

I prefer to drive rather than fly, can I get paid mileage?

The university will pay for the most economical form of transportation to reach your business destination and return. That will often be by air for out of state business. If you elect to travel by car, that’s a personal choice and your reimbursement will be limited to the lowest cost. You will have to provide a cost comparison which includes airfare and all related air expenses (airport parking, taxi from airport to hotel and back, and mileage from home to airport and return), and car mileage and related costs (including additional work hours for travel time) for the travel to the destination and return. This cost comparison, including the additional work hours for travel time, must be discussed and approved by your supervisor prior to travel.

Note: The comparisons will need to be attached to your expense report to support the elective to drive vs. fly and expedite your reimbursement.

For more information see the process guidelines: Determining the Appropriate Mode of Transportation and 1201 Purchase & Payment of Business Air Travel

I need to drive my vehicle for business because I will be transporting equipment needed at my destination, how do I determine what I will be reimbursed?

There are a number of things to consider in this situation, for instance, can you pay to ship the equipment and travel by the lowest cost transportation option? Is it less costly to drive your personal vehicle and carry the equipment with you? Can you rent a car for less than the mileage cost for driving your own vehicle? The university will pay for the most economical form of transportation to reach your business destination and return, including the need to transport the equipment.

You will need to prepare a comparison of the various possible methods of transportation that will meet the need in determining lowest cost. You should then discuss options and cost with your supervisor as the approving authority has responsibility for determining the most appropriate mode of transportation.

For more information see the procedure: Determining the Appropriate Mode of Transportation

Faculty & Staff

University employees, while on business travel, are expected to exercise good judgment when incurring travel costs.  An employee may be reimbursed for reasonable and necessary travel expenses actually incurred in the performance and conduct of UW business.  An employee shall not seek reimbursement for goods or services provided free of charge, not personally incurred, reimbursed by another source, or which will be paid or reimbursed from another source.  Faculty and staff traveling together pay their own way and complete their own Expense Report (ER).

For UW travel policies, best business practices and process standards, please refer to UW TravelWIse.

TRAVEL TIPS

Meals:

  • Effective October 5th, meals and incidentals will be reimbursed based on per deim allowances..  Per diems are calculated based upon location, first/last day of travel, and provided meals adjustments.  For trip planning and rate determination, M&IE rates can be determined using the Lodging/Meal & Incidental Calculator available in the UW TravelWIse portal
  • If an employee is buying a meal for someone else, the UW Sponsored Event policy applies.  An itemized receipt for both meals must be provided along with the individual's name and explanation of the business conducted during the meal.  Meal maximums apply (see Food for rates)
Airfare:
  • Fox World Travel is the University's contracted travel agency.  They provide both an online self booking tool, Concur, and full service agents.
  • You must use the UW TravelWIse program, Concur, or Fox World Travel for purchases of all airfare.
  • Purchased airfare must be the lowest appropriate fare, which is defined as non-refundable, coach/economy class.
Lodging:
Domestic Lodging Rate Maximums
Per night maximum for single room rate = $89.00 for the La Crosse area
For all other U.S. locations, visit the UW TravelWIse website
  • For in-state lodging reservations, it is recommended that you call the hotel's reservation desk directly to obtain or negotiate the state maximum rate.  
  • Hotels are not obligated to honor the state rate.  In cases where you are unable to obtain lodging within the maximums, an exception may be approved if you are able to document 3 quotes.
  • Employees are encouraged to take advantage of live rates and discounts available in Concur for out-of-state and international lodging accommodations. 
  • The use of lodging brokers, like Hotels.com, Expedia, Travelocity, Airbnb, Priceline, etc. is prohibited by travel policy.  
  • Employees are able to use their procurement cards to pay for lodging that is within the per diem allowance, or for conference site lodging.  A conference site is defined as a lodging facility identified by the conference sponsor and must be included on the conference brochure, program or registration information provided.
  • If sharing a room with another employee, one employee may pick up the entire room cost, but both must indicate this on their respective TERs.
Vehicles:
  • Employees are expected to use rental vehicles when vehicle transportation is determined to be the most appropriate mode of transportation.  Vehicle transportation is generally most appropriate for round trips less than 400 miles.  
  • Employees are encouraged to reserve vehicles through the self-booking tool whenever possible to ensure that they receive the appropriate pricing, services, and insurance coverage.  The UW has a contract with the Big Ten for vehicle rentals.  The Big Ten contract must be used when vehicles are available.  The contract information for the Big Ten is available on the UW TravelWIse portal, under Discounts.
  • All employees and students who are required to drive on University sponsored business must be authorized to drive in accordance with Risk Management’s Drivers Authorization.
  • If an employee chooses to use their personal vehicles, reimbursement will be made at the Turndown Rate.
    • Standard Rate - $0.54 Driving a Personal Vehicle less than 100 miles roundtrip
    • Turndown Rate - $0.352 Driving a Personal Vehicle more than 100 miles roundtrip

SAME DAY TRAVEL

Travel that does not include an overnight stay will be limited to a tax reportable day trip meal allowance of $15.00 per day when the traveler expects to incur meal expenses.  No day trip meal allowance will be paid when the traveler receives a provided meal, regardless of amount. 

Groups

Please contact Fox World Travel for all your Group travel air, car, rail, and hotel needs.

Group air is classified as 10+ travelers, traveling the same destination.

Fox World Travel

Fox Premier Meetings and Incentives
Hours: 7:00am CT - 5:30pm CT

Toll-Free: 866-230-8787 (option 4)

FPMI Email: uwgroups@gofox.com

Effective January 5th, 2015 changes to airfare policy require Fox World Travel, as the University's contract travel management company, be used for all University funded airline ticket purchases.  Fox Premier, Fox World Travel's groups and meetings division, serves under the University's contract when group airfare is needed for 10 or more passengers.  Fox Premier can also assist when you would like to combine lodging, ground transport, or other group accommodations.

PURCHASING PROCESS 

It is now required travelers utilize the University Group Reservation Request Form when using Fox Premier for group air reservations.  When you are ready to begin the process, you can start on the UW TravelWIse homepage, then click on the blue button labeled Booking Matrix.  Using the flowchart, you would select "I am booking travel for a group of people."  The flowchart will automatically update and provide the UW System procedures/requirements and the UW Group Reservation Request Form.   Complete, print, and then register the request form.  A member of the Fox Premier team will contact you within one (1) business day to confirm the request and discuss any open questions.

Fox Premier with work with the travel coordinator until all the reservations have been booked.  At this time, a confirmation email will be sent out to the coordinator and to Business Services.  Payment for group travel must go through Business Services and be charged on the Group Travel charge card.  The following information will be needed to process the payment request:

  1. Copy of the UW Group Reservation Request, if available
  2. Itinerary of the trip - including travel dates, destination(s), and daily activities
  3. Approved travel budget - signed by the appropriate Department Chair, Dean/Division Head, and/or signature authority as needed
  4. List of travelers
For questions related to group travel, please contact Cynthia Herman.

International - MEAL AND LODGING MAXIMUMS

Faculty Led Program Training

Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) are prescribed by the U.S Department of Defense .  The combination of foreign 'local meals' and 'local incidentals' equal the total M&IE per diem for the location.  Foreign location rates are updated on a monthly basis.  If the location of travel is not listed, the 'Other' rate will apply.

Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement.

For foreign travel, the incidental portion of the per diem varies by location.  The incidental portion includes the following expenses:

  • Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
  • Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
  • Phone calls
  • Laundry, dry cleaning, etc.
  • Bottled water

 


INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT

Make your reservations through our contract with Fox World Travel and take full advantage of expert international reservation services.  Usually international tickets receive a higher discount with the University preferred carriers, American, Delta and United.

Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government (federal funds = grants) utilize a U.S. flag carrier, with few exceptions.

Exceptions:

  • When there is no nonstop or direct service offered by a U.S. carrier
  • When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
  • When the passenger’s travel time is extended by at least 6 hours
  • When the connecting time is 4 hours or more at an overseas interchange point

Additional information on the Fly America Act and Open Skies Agreement can be found here and at the U.S. General Services Administration (GSA).

Information regarding passports, travel visas, immunization requirements, foreign currency, and insurances may be found on UW TravelWIse.

Interview candidates

Guide for interview candidates

Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-La Crosse.  Candidates are subject to same UW travel policies, best business practices and process standards as employees.  Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.  

Review the Guide for Interview Candidates for additional information on "How to Arrange and Pay for Interview Candidate Travel."

Employee Relocation

The University may reimburse relocation and/or temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion.  Approval to reimburse employee relocation expenditures must be obtained from the Dean or appropriate Division head.  Details and limitations for relocation expenses are outlined in the appointment agreement initiated by Human Resources.  Stipends, reimbursements for moves less than 50 miles, reimbursements for temporary lodging, and any other taxable relocation expense will be reported to the IRS and a W-2 statement will be provided at the end of the year. 

Additional information on Moving and Relocation costs is available on the UW System Financial Administration webpage.

COMMERCIAL CARRIERS - Contracted Vendors

UW System Financial Administration Contract Moving Vendors

If you choose not to use a contracted vendor, you then must obtain three (3) quotes from vendors of your choice.  Reimbursement would then be allowed up to the lowest bid amount.

SELF MOVES - Relocating without a Commercial Carrier

Should the employee elect to relocate himself or herself, reimbursement for such a relocation is limited to the actual, reasonable, and necessary costs for any hired labor in loading and unloading the household goods and for the rental of trucks, trailers, moving equipment, or other expenses directly related to the relocation. Neither the employee nor the employee’s spouse or dependents may be reimbursed for their labor. The reimbursement claim must be supported by original receipts. Estimates are not required from commercial carriers to support self moves.

Reimbursable & Non-Reimbursable Moving Costs

Reimbursable Moving ExpensesNon-Reimbursable Moving Expenses 

Household Goods and Personal Effects such as:

*The stipend may be used to offset these expenses.

— Furniture

— Property for resale

— Cabinet/Closet contents

— Property not owned by the family

— Clothing

— Farm equipment

— Musical instruments

— Livestock

— Household appliances

— Trailers

— Food

— Boats over 14 feet

Direct Costs Associated with the Relocation of Household Goods (additional fees charged by the moving company on the bill of lading):

— Mileage or hauling/towing of additional vehicles (motorcycles, trucks, recreational vehicles and automobiles)

— Line Haul

— Building materials

— Fuel/Insurance Surcharge

— Items used in a personal business

— Seasonal Rate Adjustment

— Items that may be found in a household, but which the carrier cannot or will not allow to be placed in the moving van (i.e. pets, flammable items, caustic aerosols, spoilable items, plants, jewelry, frozen foods, etc.)

— Long Carry

— Swing sets, jungle gyms and other similar outdoor items

— Stairs

— Exclusive Use/Space Reservation/Expedited Service Charges

— Elevator

— Valuation/Additional insurance

— Piano/Organ Moving

— Extra pickup of household goods

— Extra Labor

— Storage

— Appliance Service

— Warehouse handling

— One-way mileage cost at the present standard rate (AUTO HI) of moving one vehicle to the new residence using the most direct route

— Weight additives for transporting any bulky articles

Note: Mileage claim may not exceed mileage shown on the bill of lading

— Travel costs en route (meals, lodging, tolls, etc.)

— Purchase of containers/packing materials

— Overtime loading/unloading as required by the customer

— Ferry charges/Tolls

— Weight and bulky article charges

— Packing/Unpacking

— Third party services

 

— Storage for the convenience of the employee

 

— Other costs associated with the move, which could include pre-start visits and house-hunting costs

Students & non-employees

Travel arrangements for UWL students and non-employees can be coordinated through either a department Travel Coordinator or by utilizing UW onsite services.  Student and non-employee travel arrangements are subject to same UW travel policies, best business practices, and process standards as University employees.

Department Travel Coordinator

A department Travel Coordinator is a role in the online self-booking tool which allows the user to book travel on behalf of a student or non-employee.  

UW full-service onsite agent, Debbie Talbott

To utilize our onsite agent, the host department must first complete the Non-Employee Travel Request Form found on the UW TravelWIse site under Reservations - Onsite Services - Non-Employee Travel Request Form.

Hours of Operation: Monday - Friday 8 a.m.- 4 p.m. Contact phone: 608-263-1044

Driving Personal Vehicle

Students who are required to drive on University sponsored business must be authorized to drive in accordance with UWSA Policy 615-Vehicle Use and Driver Authorization, prior to using personal vehicles, rental vehicles, or fleet services. 

Note: In addition to receiving driver authorization, successful completion and certification of Van Training is required prior to renting 12-15 passenger vans.  Certification is required to be presented when renting a 12-15 passenger van.

Business mileage will be reimbursed at the IRS authorized mileage rate in effect on date of travel using the most direct route. 

  • IRS authorized mileage rate as of January 1, 2017 - $0.535 per mile.

Travel authorization

How to Create Travel Authorizations in the Expense Module

Travel Authorizations may be used to obtain departmental pre-trip approval, according to current policies.  Travel Authorization requests include estimated expenses such as airfare, lodging, meal, etc.  Please note, with Meals and Incidentals you are unable to select provided meals or the first/last day of travel box.  These last steps will occur when copying your Travel Authorization into an expense report after your trip is completed.