How to book and pay for a flight, and what air travel-related expenses are allowed.
How to Book
All airfare must be booked through the Concur online booking tool or directly with an agent at the University’s contracted travel agency. Use of a third party online travel booking site (e.g. Travelocity, Orbitz) or booking directly with an airline is prohibited.
Concur travel guides are available on the UW TravelWIse page.
Note: New Concur users must first register for a Concur profile.
The University’s contracted travel agency for individual travel is Travel, Inc. Call (877) 811-9898 for individual travel reservations.
The University’s contracted travel agency for group travel – defined by the airlines as 10 or more individuals traveling together – is Fox World Travel. Call (920) 933-4180 for group travel reservations.
Arranging Travel for Other Employees, Guests and Groups
Designated Travel Arrangers have the ability to book airfare on behalf of employees and non-employees. The employee will need to assign a Travel Arranger in Concur.
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Assign a Travel arranger
Assign a Travel arranger
Travel for non-employees/guests
To allow a Travel Arranger to make travel arrangements on behalf of a non-employee/guest, contact the UW-Madison Travel Manager.
Group Air Travel
If you are making airline reservations for 10 or more people, contact Fox World Travel.
Administrative groups, which allow travelers to book their own flights with oversight from Administrative Group leaders, can be setup with Fox World Travel for many different purposes, including guest travel for speakers, job candidates, and other visitors. Contact the UW-Madison Travel Manager.
Administrative groups, which allow travelers to book their own flights with oversight from Administrative Group leaders, can be setup with Travel, Inc. for many different purposes, including guest travel for speakers, job candidates, and other visitors. Contact the UW-Madison Travel Manager.
What to book
Airfare is limited to the lowest-cost, logical, non-refundable, coach/economy class fare available, unless:
- The traveler has been granted an ADA exemption through the Employee Disability Resources Office, or,
- It is an international flight with 8 hours or more of total flight time, including domestic segments (allowable upgrade to Premium Economy class only).
Allowable Air Travel-Related Expenses
University funds may be used to pay/reimburse for some air travel-related expenses incurred in association with University business travel, such as:
- Baggage fees
- Fees for aisle/exit row seats
- Fees for flight changes/cancellations
- Agency fees
- Transportation to/from airport
- Parking at airport
Airfare purchases/reimbursement requests must be supported by an e-Receipt from the University’s contracted travel agency. For other related expenses, please review expense reimbursement policy 320.
Personal Travel and Promotions
Combining Business and Personal Travel
If personal travel is combined with business travel, a 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.
Rewards accumulated while traveling on UW business (ex: airline rewards miles) belong to the University and must be used for future business-related travel.
Travel booked using personal airline miles or credit card points will not be reimbursed.
Use Travel, Inc. or Concur to change or cancel an existing reservation.
Provided the circumstances were outside of the traveler’s control, fees for changing/cancelling flights are payable/reimbursable by the University (e.g. meeting dates changed).
Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.
Divisional Business Offices may e-mail firstname.lastname@example.org with questions.