Travel

Exception Request for Business Travel Form

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This form is to be used on a per-trip basis and be completed if the business traveler is requesting an exception from the travel policy (UW-3015) as it pertains to the remote work policy (UW-5087).

This form is to be used on a per-trip basis and be completed if the business traveler is requesting an exception from the travel policy (UW-3015) as it pertains to the remote work policy (UW-5087).

Exception Request for Business Travel Form (PDF)

Travel and Card Policy Updates – July 2024

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The Travel and Card team is pleased to announce several modifications to existing policies. See below for a summary of changes and impacts.

  • Policy UW-3016, Air Travel: Section I. Booking Methods has been updated to reflect four distinct exceptions. Previously, exceptions A. and B. were combined, which led to confusion, as the exceptions are truly separate and unrelated cases. The updated language reflects two separate exception categories: flights that can not be booked with designated travel management company and international flights purchased abroad (outside the United States).
  • Policy UW-3019, Vehicle Use/Rental: Previously, vehicle use/rental policy did not mention the allowability of parking expenses. A section has been added outlining payable and reimbursable parking expenses.
  • Policy UW-3024, Expense Reimbursement: There are two updates to expense reimbursement policy. The first update brings UW-Madison into alignment with the Universities of Wisconsin on accountable plan standards for Universities of Wisconsin students. The second update allows for expanded payment of expenses on behalf of any UW-Madison students, regardless of student type (e.g. undergraduate, graduate or doctoral students).
    • UW-Madison’s accountable plan needed to be updated to match Universities of Wisconsin policy to reflect that UW students who are not employed by the University are exempt from accountable plan requirements. Note that if a UW student is employed by UW-Madison or Universities of Wisconsin, they are considered an employee under the accountable plan and must comply with the 90-day deadlines.
    • Section IV., Claiming Own Expenses, has been updated to state employees may claim travel-related expenses for other travelers who are current UW-Madison students. Previously, this policy restricted the exception to undergraduate student travel only. Efforts should still be made to direct pay for student expenses utilizing Purchasing Cards or other direct methods of payment.
  • Policy UW-3026, Non-Payable/Non-Reimbursable Expenses: Edited to specify that parking costs at the headquarter worksite (office, etc.) are not payable/reimbursable. Previously, the term used was: assigned workplace. This change updates the language to reflect that used by Universities of Wisconsin. Added “early check-in” as a non-payable/non-reimbursable item on lodging folios; however, please be advised early check-in/late checkout may be paid or reimbursed if justified by business need/circumstances.

As always, please let us know if you have any questions.

Thanks,
UW-Madison Travel & Card Team
Travel policy/procedure-related questions – uwtravel@bussvc.wisc.edu
Expense reimbursement-related questions – expensereimbursement@bussvc.wisc.edu

Travel agency transition to Fox World Travel is complete

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As of July 1, 2024, UW Travel Services has transitioned all individual travel arrangements from Travel Incorporated to Fox World Travel. Reference the Universities of Wisconsin TravelWIse agency transition webpage for more details and upcoming webinars.

If you have an upcoming air, car, or hotel reservation booked with Travel Incorporated, it was moved to Fox World Travel on July 1. Travel Incorporated is no longer available for assistance or support for your upcoming booking. No action is required by the traveler or travel administrator. All reservations remain valid and confirmed.

As of July 1, all new reservations should be booked with Fox World Travel or in Concur. All active Concur profiles transferred to Fox World travel. All previous Administrative Group codes have been retired and are no longer available for booking.

Please note: Concur is not available for booking until July 2 due to the transitioning process (unavailable June 27 – July 1).

We recommend you save Fox’s contact information and bookmark the new Concur link.

UW–Madison Travel Manager Terry Wilson is working closely with our UW System Administration partners throughout this process and may be contacted with any immediate questions.

Resources:

Updates on travel agency transition to Fox World Travel

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On July 1, 2024, UW System Administration’s required contracted vendor for individual travel, Travel Incorporated, will be replaced by Fox World Travel.

To prepare for the transition, please review the below time-sensitive tasks.

Utilize open airline ticket credits on file with Travel Incorporated.

  • Reference the Open Ticket Guidance document (PDF) for detailed information and instructions on how to use open ticket credits.
  • Utilize any open ticket credits on file before the July 1, 2024, transition.
  • Travel Incorporated will only support unused open ticket credits (for a higher service fee) until October 1, 2024.
  • After October 1, 2024, there will be no method to recover any funds or apply to a future flight.

Retrieve all Travel Incorporated invoices required to be filed with payment mechanisms before the July 1, 2024, transition date.

Register for Travel WIse’s upcoming webinars:

  • May 22 and June 6 – New non-employee booking webinars reviewing the replacement for the current Administrative Group process.
  • June 18 and June 26 – Traveler readiness webinars reviewing Fox World Travel specific processes, technologies, and changes from current processes.

Reference the Universities of Wisconsin TravelWIse agency transition webpage for more details. UW–Madison Travel Manager Terry Wilson is working closely with our UW System Administration partners throughout this process and may be contacted with any immediate questions.

April 2024 Travel, Expense, and Card Policy Updates

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The Travel and Card team is happy to announce the following policy updates and changes:

  • UW-3022, International Travel: To align with Universities of Wisconsin foreign/international travel policy, two new allowable expenses associated with international travel will be added: international calling/data plans when accompanied by a business justification and required inoculations/vaccinations.
  • UW-3024, Expense Reimbursement: Universities of Wisconsin require receipts regardless of cost for international calling/data plans as well as required inoculations/vaccinations. These have been added to the section “Receipts are always required…”
  • UW-3018, Meals and Incidentals: A note has been added to clarify that individual phone calls are included in the incidental per diem rate, but international calling/data plans are reimbursable for foreign travel if supported by a UW business purpose.
  • UW-3075, Official Functions and Expenses: Several Divisions on campus have reached out regarding whether children/dependent travel expenses may be included as part of an Official Function pre-approval for a UW-Madison job interview trip. Policy language currently limits this to “a spouse/significant other/companion.” The “a” will be removed to allow for more flexibility in arranging job interview travel, where the number of accompanying individuals is not limited to one. The policy will now read: “Travel expenses for spouse/significant other/companions to accompany an applicant on a UW-Madison job interview trip.” The approved Official Function must outline each additional traveler for the job interview trip, the approved travel expenses for additional travelers, and the business benefit for including the additional traveler(s) on the job interview trip.
  • UW-3026, Non-Payable/Non-Reimbursable Expenses: This policy needed to be updated to reflect that dependent travel expenses may be payable/reimbursable if associated with a preapproved Official Function for job applicant travel. Additionally, a provision for rental of graduation regalia was added. Purchase of regalia is neither payable nor reimbursable. Finally, we clarified a point of confusion around manuscript expenses; both article submission fees and article publication fees are payable/reimbursable when purchased using a card product (e.g., debit, credit).

All of these changes are reflected in the UW-Madison Policy Library.

Transition from Travel Incorporated to Fox World Travel

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Please distribute this information as appropriate to impacted travelers, travel arrangers and travel administrators.

On July 1, 2024, UW System Administration’s required contracted vendor for individual travel, Travel Incorporated, will be replaced by Fox World Travel. Leadership made this decision based on feedback from travelers, arrangers, and administrators.

For more information, please reference the Universities of Wisconsin TravelWIse agency transition webpage. The page contains registration links for March and April webinars to review the transition and frequently asked questions. The site will be expanded and updated as the scope of the project is finalized, and the implementation process progresses.

UW–Madison Travel Manager Terry Wilson will work closely with our UW System Administration partners throughout this process and may be contacted with any immediate questions.

Travel Policy Updates – Fall 2023

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Various elements of UW–Madison travel policies and web content needed changing to match UW System policy and other important changes (i.e., vehicle contract changes). The following changes are effective immediately:

  • UW-3015 – University Travel
    • Updated Travel Status definition to 365 days (from 30) to align UW-Madison policy with UWSA policy and IRS regulations.
    • Updated Ethics section to remove “Benefits or services from supplier rewards programs (e.g., airline frequent flier miles, hotel stay programs) earned from University paid travel must be applied toward future University business travel.”  This change brings UW-Madison travel policy in alignment with UWSA travel policy and was implemented because there is no way to audit the former requirement.
  • UW-3016 – Air Travel
    • Updated Airline Promotions section to allow personal use of vouchers, certificates, or frequent flier miles received as a result of University business travel.  This change brings UW-Madison travel policy in alignment with UWSA travel policy and was implemented because there is no way to audit the former requirement.
    • Updated Booking Methods section to remove “Foreign, intra country flights” terminology. This change brings UW-Madison travel policy in alignment with UWSA travel policy. Exception allowed for direct airline purchase when traveler is abroad, origin and destination are international, and flights are a lower cost or not available through the travel management company.
  • UW-3019 – Vehicle Use/Rental
    • Policy and webpage updates required – New Big 10 Alliance contract with EHI (Enterprise/National).
    • Removed mandate to book Enterprise/National as most preferred – Hertz will now be equally preferred and is often less expensive than Enterprise/National.
    • Updates to personal use of car rental contracts – Enterprise and National will no longer offer fixed discounted rates for personal travel. A percentage discount will be offered.
    • Overview of current contracts
  • UW-3026 – Non-Payable/Non-Reimbursable Expenses
    • Added Manuscript Submission Fees: Manuscript submission fees are payable on the purchasing card or reimbursable only if paid with a card product (e.g., credit, debit). Proof of card payment must be submitted with reimbursement claim.

As always, please let us know if you have any questions.

Thanks,
UW-Madison Travel & Card Team
Travel policy/procedure-related questions – uwtravel@bussvc.wisc.edu
Expense reimbursement-related questions – expensereimbursement@bussvc.wisc.edu

Travel and Expense Reimbursement Updates – July 2023

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Several travel and expense policy changes went into effect July 1, 2023.

Policy updates

The modified policies include Air Travel, Vehicle Use/Rental, and Official Functions and Expenses. Please see below for policy changes.

  • UW-3016 Air Travel
    • The cost comparison section of policy has been updated to include the new 80% rule and more detailed requirements regarding when cost comparisons are required. Note: the 80% rule is effective 7/1/23, and applies to airfare purchased 7/1/23 or later.
  • UW-3019 Vehicle Use/Rental
    • Cost comparison language for mileage has been updated to reflect 1000 miles as the distance at which a cost comparison is required. Please note the mileage limit applies to mileage incurred on 7/1/23 or later. Claims for mileage dated prior to 7/1/23 would still require a cost comparison at 800 miles, since that was the policy in effect at the time.
  • UW-3075 Official Functions and Expenses
    • The house-hunting provision has been removed from Official Functions and Expenses policy. House-hunting expenses are no longer payable or reimbursable.
    • If a Department or Division wishes to support a house hunting trip, the only way they may do so is to offer it as part of the relocation stipend (include an amount for house hunting) at/after job acceptance. The stipend is taxable, and as such it will meet tax reporting requirements for house hunting.
    • Job applicant interview travel may include a spouse/significant other/companion with a preapproved Official Function form.

For questions on travel policy, please reach out to UW-Madison Travel Manager Terry Wilson at uwtravel@bussvc.wisc.edu.

Expense reimbursement updates

  • The new student lodging account codes and expense type are now in production and available in Shared Financial Services (SFS).
    Code Type Short description Long description Purpose
    2853 Expense Student Lodging in State Student Lodging in State To track any student lodging expenses for compliance with the Clery Act. This new account code should make Clery Act reporting much more efficient.
    2854 Expense Student Lodging Out of State Student Lodging Out of State
    2855 Expense Student Lodging Foreign Student Lodging Foreign
  • There is only one expense type for student lodging, “Lodging-Student”, and SFS will automatically select the proper account code (in-state, out-of-state, foreign) based on the REFERENCE selection in the header of the expense report (in-state, out-of-state, foreign). As a reminder, be sure to enter the address in the “Description” field.
    Screenshot of the Shared Financial System (SFS) showing an example of Student Lodging selections and where the address of lodging is input.
    Click screenshot above to enlarge.

For expense reimbursement questions, please email Expense Reimbursement Program Manager Allie Watters at expensereimbursement@bussvc.wisc.edu.

New UW-Madison Travel Manager

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The Travel and Card Team is excited to welcome Terry Wilson as our new Travel Manager!  Terry joins us from Fox World Travel where he spent the last nine years in project management and after-hours travel service (including providing service to our UW travelers!). Terry brings extensive travel industry knowledge and experience.  Terry will be the main contact for travel-related policy/procedure questions and will maintain partnerships with the UWSA Travel Office and our contracted travel agencies.

Terry will also be leading a new training session titled “Introduction to UW-Madison’s Managed Travel Program and Concur”.  The 90-minute session is designed to introduce the UW-Madison Managed Travel Program and use of the online booking tool Concur to travelers and travel arrangers.  Its purpose is to make managing profiles and booking in Concur as easy and efficient as possible.  An overview of our contracted agencies, required travel vendors, and administrative group bookings will also be provided.

Registration is available at this link: https://www.talent.wisc.edu/Catalog/Default.aspx?tabid=29&SeriesKey=1867

Terry looks forward to providing these sessions and collaborating with frequent travelers and arrangers.

Terry Wilson

Travel Manager

UW-Madison

uwtravel@bussvc.wisc.edu

terry.wilson@wisc.edu

608/262-0956

Updates to university travel – Nov. 8, 2021

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The following information is taken from the Nov. 3 update to university travel policy. Read the announcement about university travel updates

Effective Nov. 8, 2021, the ban on university-sponsored international travel is no longer restricted to essential activities and an exemption form is no longer needed.

Employees, guests, graduate students, and undergraduates traveling internationally for business purposes should follow existing travel policy. All international travel should follow current campus health protocols as well as CDC International Travel Guidance. It is recommended individuals delay university-sponsored international travel until fully vaccinated for COVID-19. Travelers should pay close attention to country-specific vaccination and testing requirements, as these may vary and are modified regularly.

The university highly recommends employees traveling internationally on university business enroll in the UW System international health, medical, and evacuation insurance through Cultural Insurance Services International (CISI). Starting Jan. 1, 2022, CISI will be required for all employees traveling abroad for university purposes. For more information on this requirement, see the CISI Insurance enrollment and reimbursement memo, issued November 1, 2021.

Enrollment in CISI is already required for all students traveling abroad – undergraduates, graduates, and professional students – regardless of their program of study or academic standing.

Enrollment in CISI is not available for personal travel.

In addition, students must comply with the UW–Madison International Travel Policy. The International Travel Policy applies to students of all levels and programs of study – undergraduate, graduate, and professional.  Students are precluded from travel to any location that remains under a level 3 or 4 U.S. Department of State Travel Advisory or a level 3 or 4 CDC Travel Health Notice. The International Travel Policy offers a process by which waivers can be requested if risks can be mitigated effectively. See the “Policies” tab on the UW–Madison International Safety and Security website for more information about the policy and waiver process.

International travelers on university-related business without approval are subject to personal financial responsibility and potentially individual or group corrective action.