Plan your business-related trips with up-to-date information on travel contracts, booking methods, and recommended best practices.
Determine the best options for booking and paying for transportation and lodging.
Pre-trip approval
Pre-trip approval requirements vary by Division/Department. Travelers are expected to follow all internal travel approval procedures prior to making trip reservations. Contact your Divisional Business Office for more information on pre-trip approval procedures.
Where to book and how to pay
Using Travel, Inc. and Concur
Travel, Inc. is the University’s contracted travel agency for individual travel. Concur is the online booking portal administered by Travel, Inc. Employees must set up a profile prior to booking travel in Concur.
Payment methods
Payment by UW Purchasing Card or My Corporate Card is preferred for pre-trip expenses (e.g. airfare, registration fees, lodging deposits, rental car guarantees).
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Myth: I am unable to get get assistance or ask questions when planning travel.
Busted: UW–Madison has a Travel Manager who can assist with travel/questions and provide travel training to anyone who is interested. Contact Terry Wilson (terry.wilson@wisc.edu) for help. Check out available travel training sessions
Choosing the best travel plan
While making travel arrangements, employees are expected to be good stewards of the University’s money. It’s important to consider different modes of transportation, departure/arrival locations, travel dates, and accommodations in order to determine the lowest cost means of travel.
Modes of transportation
AirfareCommercial air travel is generally the most economical and practical for longer trips |
VehicleAutomobile travel is generally appropriate for round trips up to 1000 miles. |
Local transportationTravelers can use options like local bus, subway, shuttle, rail, taxis, or rideshares. |
Combining business and personal travel
If personal travel is combined with business travel, an airfare cost comparison is required. The University will not incur additional expense for personal travel. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare, no exceptions.
When traveling with a companion (non-business-related traveler), contact Travel, Inc. to reserve flights for both the business traveler and companion.
Reserving lodging
How to reserve lodging for UW–Madison business travel, including payment/reimbursement, calculating maximum nightly rates, and finding the best rates.
Common Travel Tasks
Meals and incidentals
Determine which meals and incidentals are approved for reimbursement during business-related travel.
Let someone else book
Also called a “travel arranger” or “travel assistant”, allow another UW employee to make travel arrangements for you.
Registration fees
This might include conferences, performances or other business related engagements.
Group traveling
How to plan for group travel for business-related purposes including booking transportation, lodging, and registrations.
Travel to foreign countries
Including visas, passports, foreign exchange rates, insurance and what’s reimbursable.
Once you’re there
Things to remember during travel like changing or canceling flights, using local transportation, and vehicle insurance.
Accessibility accomodations
The University understands the need to accommodate travelers with health issues or physical limitations in accordance with state and federal disability accommodation laws. Please contact your Divisional Disability Representative (DDR) if you need a disability-related accommodation. Travel arrangers can also contact the respective DDR on behalf of the person whose travel is being arranged.
Booking for guests traveling to campus
Arrange travel and lodging for guests coming to, or traveling on behalf of, UW–Madison. Examples include guest speakers, job candidates, or conference attendees.
Remember: guests are always considered non-employees. Employees are never guests.
Travel program and Concur training
This session is designed to introduce UW–Madison’s Managed Travel Program and 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 be provided. Recommended for frequent travelers and travel arrangers.
Register for Travel Program and Concur Training
Policies and procedures
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Contact
Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.
Divisional Business Offices may email uwtravel@bussvc.wisc.edu with questions.