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 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
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.
Arranging travel for another employee
- UW System Guide: Booking for another employee in Concur
- UW System Guide: Concur support and user guides
Arranging travel for non-employees/guests
Use the “Book for a guest” option in Concur when a arranging travel for a non-employee/guest. Employee travel should not be arranged as “guest” travel; see resources above for employee travel.
Arranging travel for a group
Travel for a group of 10 or more people is arranged through Fox World Travel.
Arranging travel via an administrative group
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.
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).
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 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, ITA matrix 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 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.
Flight changes and cancellations
Use Travel, Inc. or Concur to change or cancel an existing reservation.
- UW System: Change or Cancellation Reservation Guide (PDF)
- Video: How to Cancel a Reservation in the Online Booking Tool
- Video: How to Cancel or Change a Reservation on Behalf of Someone Else
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 email email@example.com with questions.