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-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. Prior to booking travel in Concur, employees must set up a profile.
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).
Choosing the best travel plan
While making travel arrangements, employees are expected to be good stewards of the University’s money. To determine the lowest cost means of travel, travelers and travel arrangers should consider different modes of transportation, departure/arrival locations, travel dates and accommodations.
Modes of Transportation
Travelers and Travel Arrangers should consider all forms of transportation when planning a trip.
Airfare
Commercial air travel is generally the most economical and practical for longer trips
Vehicle
Automobile travel is generally appropriate for round trips up to 800 miles.
Local Transportation
How to choose options like local bus, rail, taxis or rideshares.
Combining Business and Personal Travel
If personal travel is combined with business travel, an airfare cost comparison from Travel, Inc. is required. The University will not incur additional expense for personal travel.
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. Travelers who seek a disability-related accommodation should contact their Divisional Disability Representative (DDR).
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.
When booking travel, be mindful, guests are always considered non-employees. Employees are never guests.
Concur Account Administration
Manage your Concur account, including resetting a password, changing profile information, and requesting profile modifications in the event of job transfers.
Policies and Procedures
- 310 University Travel Policy
- 311 Air Travel Policy
- 312 Lodging Policy
- 312.1 Making Lodging Reservations Procedure
- 312.2 Determining Lodging Maximums Procedure
- 313 Meals and Incidentals Policy
- 314 Vehicle Use/Rental Policy
- 315 Long-Distance Ground and Local Transportation Policy
- 316 Registration Fees Policy
- 317 International Travel Policy
- 318 Payment for Services and Travel and Expense Reimbursement for Non-employees
- 322 Non-Payable/Reimbursable Expenses
Contact
Travelers and departmental staff should contact thier respective Divisional Business Office for policy or procedural questions
Divisional Business Offices may email uwtravel@bussvc.wisc.edu with questions.