How to book and pay for a flight, and what air travel-related expenses are allowed.
How to book airfare
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 and group (10+ individuals) travel is Fox World Travel.
- Individual travel reservations: Call (608) 710-4172 or (844) 630-3853 or email UWtravel@foxworldtravel.com.
- Group travel reservations: Call (920) 933-4180 or email foxgroupblock@foxworldtravel.com.
Booking travel for other employees, non-employees/guests, and groups
All profiled Concur users can book airfare on behalf of employees and non-employees (guests). Employee travelers must assign a travel assistant in Concur for another employee to make travel arrangements on their behalf.
Concur Online Booking
Find helpful resources in the UW Administration Guide: Concur support and user guides.
Employee
Bookings on behalf of another employee (traveler) can be done in Concur. The traveler must have a Concur profile set up and grant booking permissions to the travel coordinator.
- UW Administration Guide: Booking for another employee in Concur
Non-employee/guest (including students)
All profiled Concur users have access to book for a guest in Concur. Only use this functionality if booking a non-employee guest. In advance, obtain the legal name (must match identification), date of birth and gender from the guest. Employee Travel cannot be booked using this function.
Fox Agent Booking
All profiled Concur users may contact a Fox agent to book on behalf of another traveler. The dedicated agent team can be reached at (608) 710-4172.
One-Time Individual Booking Request Form
Traveler books directly with the agency after a coordinator initiates a request via the Fox Portal. See the Job Aid: One Time Individual Booking Request Form.
Custom Booking Solution
A booking product that may be requested for 20 or more travelers, allowing each traveler to book their tickets individually, while adhering to a custom policy. Typically utilized for travel coordinators who handle complex travel within a defined start and end date (maximum duration of one year). $120 set-up fee. Fox will contact the coordinator after completing the Custom Booking Solution request form on the Fox Portal. See the Job Aid: Custom Booking Solution.
Group Block Services Travel
Travel that requires 10 or more airline tickets on the same flights or hotel rooms per night. Fox will contact the coordinator after completing the Group Block Services request form on the Fox Portal. See the reference page: UW TravelWIse Group Block Travel.
Booking and payment
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)
How to pay
Travelers can use the following to pay for lodging and allowable air travel-related expenses:
Travel booked using personal airlines miles or credit card points will not be reimbursed.
Allowable 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
Required documentation
Airfare purchases/reimbursement requests must be supported by an e-Receipt from the University’s contracted travel agency. See other related expenses information in UW-3024 Expense Reimbursement Policy.
Personal travel and promotions
Combining business and personal travel
If personal travel is combined with business travel, a cost comparison is required. The University will not incur additional expense for personal travel. Acceptable cost comparisons include Concur screenshots or designated agency documentation (such as emailed quotes). Due to airfare pricing and availability fluctuation, accurate cost comparison must be done at the time of booking to be valid.
When traveling with a companion (non-business-related traveler), contact a contracted travel agent to reserve flights for both the business traveler and companion.
Airline promotions
All airfare purchasing decisions should be made based on business needs and policy compliance. Employees will be reimbursed based on fare paid and will not be compensated for business use of any vouchers, or certificates of frequent flyer miles redeemed.
Vouchers, certificates, or frequent flier miles received as a result of University business travel belong to the individual and may be used for future business travel or personal travel.
Flight changes and cancellations
Use a contracted travel agent or Concur to change or cancel an existing reservation.
- UW Administration: Change or Cancellation Reservation Guide (PDF)
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).
Forms and Policies
Policies and procedures
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.