Travel Globally For Free: Uw Madison Tips And Tricks

The University of Wisconsin–Madison offers various resources and opportunities for students, staff, and faculty interested in travelling the world. The university has a comprehensive travel planning and booking process, including the use of the Concur online booking tool and the services of Fox World Travel, the university's contracted travel agency. UW–Madison also provides detailed information on travel reimbursement, including transportation, lodging, and meal expenses. International travel safety and security are prioritised, with mandatory insurance coverage and recommendations for enrolling in the US Department of State's Smart Traveler Enrollment Program. The university also offers cultural landscape tours and virtual tour options for prospective students, providing a glimpse of the vibrant campus and city life.

Getting reimbursed for travel expenses

The University of Wisconsin–Madison has a managed travel program, and its expense reimbursement policy is designed to ensure reimbursement payments comply with Internal Revenue Service (IRS) regulations, state law, and university travel and purchasing policies.

The university uses the web-based e-Reimbursement system to reimburse employees and non-employees for expenses incurred while traveling or conducting business for the university.

How to get reimbursed

Employees get reimbursed by submitting an expense reimbursement through e-Reimbursement. Once submitted, expense reimbursements are reviewed by at least two levels of approval. Once an expense reimbursement has been fully approved, the reimbursement amount is directly deposited into the employee’s bank account within 5 business days.

Deadlines for reimbursement

Expense reimbursements must be submitted within 90 days of:

• The end of the trip (for travel-related expense reimbursements)
• The date of the purchase (for non-travel-related expense reimbursements)
• The end date of the course (for tuition or job training expense reimbursements)

What can be reimbursed

All reimbursable expenses must comply with UW–Madison travel policies and procedures. Meals are reimbursed on a per-diem basis, not for actual costs.

Accommodations for required overnight business-travel stays can be reimbursed. Moving expenses can be reimbursed as permitted by the appropriate approving authority.

Airfare, rental vehicles, personal vehicle mileage, train, bus, taxi, or any other necessary means of transportation can be reimbursed.

International travel expenses including visa/passport fees, vaccinations/inoculations, currency exchange fees, and foreign transaction fees can also be reimbursed.

Receipt requirements

All required supporting documentation must be attached electronically to the expense reimbursement. Electronic receipts must be clear and legible. Efforts must be made to redact any sensitive information from receipts in order to comply with HIPAA and campus privacy policy.

Receipts are always required for:

• Gasoline for vehicle rentals
• Long-distance train or bus fares
• Required inoculations/vaccines for international travel
• Currency processing/foreign transaction fees
• Internet for business use — while in travel status
• International calling/data plans for business use
• All non-travel purchases

Receipts are required when the expense exceeds $25 for local transportation (taxi, limo, bus, rail, etc.). Receipts are required when the expense exceeds $30 for baggage and seat fees. Receipts are never required for individual meals, which are reimbursed as a meal per diem.

Using Fox World Travel to book flights

Fox World Travel is a dedicated travel agency for the University of Wisconsin–Madison. It is the University's contracted travel agency for individual travel, and it also handles group block bookings.

To book flights using Fox World Travel, you must first set up a Concur online profile. This is an online booking portal that allows you to book travel independently or with a Fox World Travel agent.

Fox World Travel provides assistance with individual, group block, and Concur bookings. For individual travel or Concur booking assistance, you can contact them via phone at 608-710-4172 or toll-free at 844-630-3853, or by email at [email protected]. Their business hours are Monday to Friday, 7 am to 7:30 pm CT.

For group block bookings of 10 or more airline tickets, you can contact them at 920-933-4180 or by email at [email protected].

Fox World Travel also offers a live chat feature through the Fox Portal or your e-invoice. Chat support is available Monday to Friday, 7 am to 10:30 pm CT, with an after-hours fee applying after 7:30 pm.

In addition to booking support, Fox World Travel can provide assistance with travel planning and booking tools. They are recognised as one of the top travel companies in the country, serving over 400 corporations worldwide. With a team of over 280 associates, they are dedicated to guiding travellers to their desired destinations.

Planning a trip with up-to-date information

The University of Wisconsin–Madison provides resources to help you plan your business-related trips with up-to-date information on travel contracts, booking methods, and recommended best practices. It is important to determine the best options for booking and paying for transportation and lodging.

Pre-trip approval requirements vary by division or department, so it is essential to follow the internal travel approval procedures of your specific division or department before making trip reservations. You can contact your Divisional Business Office for more information on pre-trip approval procedures.

The University of Wisconsin–Madison has a Travel Manager, Terry Wilson ([email protected]), who can assist with travel queries and provide travel training. The University also offers travel training sessions that you can attend.

When making travel arrangements, employees are expected to be good stewards of the University's funds. It is important to consider different modes of transportation, departure and arrival locations, travel dates, and accommodations to determine the most cost-effective and logical means of travel. Commercial air travel is generally the most economical and practical for longer trips, while automobile travel is typically suitable for round trips up to 1000 miles.

For air travel, the University's contracted travel agency is Fox World Travel, and all airfare must be booked through the Concur online booking tool or directly with an agent at Fox World Travel. New Concur users must first register for a profile. Fox World Travel provides support for individual and group travel bookings, and their contact details are available on the University website.

It is worth noting that the University has specific guidelines for combining business and personal travel. If personal travel is added to a business trip, a cost comparison is required, and the University will not cover any additional expenses.

Getting travel insurance and staying safe

Getting travel insurance is a crucial step in planning your trip, especially when travelling internationally. While it may be an additional cost, it is worth it in case of any unexpected events or emergencies. Here are some tips to consider when getting travel insurance and staying safe while travelling the world:

Getting Travel Insurance:

• Understand your health insurance coverage: Check with your current health insurance provider to see if you have any international coverage. Even if you do, it is highly recommended to get additional travel insurance to ensure you are fully covered in case of any illness, injury, or other emergencies.
• Insure your belongings: Ensure that your travel insurance covers your belongings in case of theft, loss, or damage. This is especially important when travelling with expensive items such as cameras, laptops, or jewellery.
• Annual travel insurance: If you are a frequent traveller, consider purchasing an annual travel insurance plan. This can often be more cost-effective than purchasing insurance for each individual trip.

Staying Safe:

• Get a check-up and necessary vaccines: Visit your doctor for a physical check-up before your trip to ensure you are in good health. Also, research and understand the specific health concerns and vaccine requirements of your destination country, and make sure you are immunised before you go.
• Make electronic and physical copies of important documents: This includes your passport, ID, travel insurance, visa, and immunisation records. Keep the electronic copies in your email inbox, and store physical copies separately from the originals. Leave a set of copies with a trusted friend or relative as well.
• Be cautious with your valuables: Avoid carrying all your cash, credit cards, and identification together. Keep some locked in a safe place, such as a hotel safe, and carry the rest in different spots on your person. Be vigilant and aware of your surroundings, especially in areas with a high risk of pickpocketing.
• Keep items in front of you: When sitting down, keep your bags in your lap or at your feet, with straps wrapped around your leg. This prevents theft and also reminds you to take them with you when you leave.
• Avoid oversharing online: Refrain from posting real-time updates, photos, or checking in on social media. This advertises that you are not at home and can make you a target for theft or other crimes.
• Be aware of your surroundings and blend in: Know your surroundings and plan your route in advance. Understand how the locals dress and communicate to help you blend in and avoid standing out as a tourist.
• Avoid risky behaviours: Do not carry items in your back pocket, and be cautious when talking to strangers. Do not accept food or drinks from strangers, and be wary of sharing personal information.

Remember to review and follow the safety guidelines and travel advisories provided by official sources, such as government websites, to ensure you have the most up-to-date information for your specific destination.

Booking travel for non-employees/guests

Any travel arrangements for non-employees/guests of the University of Wisconsin–Madison must be made by a University employee with a Concur profile. This includes students, guest speakers, job candidates, and conference attendees. The University's contracted travel agency, Fox World Travel, can also be contacted to make bookings on behalf of another traveller.

To reserve airfare for a guest, the following information must be provided:

• The guest’s name as it must appear on the airline ticket, which must match the identification they present to airport security.
• The guest’s date of birth.
• The guest’s gender.

Airfare for guest travel should be paid for with a University Purchasing Card (P-card). However, guests can pay and be reimbursed for airfare reserved by a travel coordinator in Concur or directly with a contracted travel agent.

Guest car rentals must be reserved through Concur or directly through an agent at the University’s contracted travel agency. Guest travellers do not need to be UW authorised drivers, but they must present a valid driver's license when picking up a rental vehicle. Car rental charges must be paid for by the guest when the car is returned, but they can be reimbursed for rental expenses associated with University business-related travel.

Travel coordinators are expected to research rates and reserve lodging using Concur or by contacting an agent at the University’s contracted travel agency. If more cost-effective rates are available outside of Concur/the contracted agency, travel coordinators may reserve lodging directly with a lodging property or, for conference reservations, with a conference service/site. AirBnB is an allowable lodging option, but the use of other internet-based lodging brokers or third-party sites (e.g. Expedia, Hotels.com, Kayak) is prohibited. Lodging must be within the allowed maximums pursuant to the University’s Lodging Policy. Lodging for guest travel can be paid for with a University Purchasing Card (P-card), but guests can pay and be reimbursed for lodging reserved by a Travel Arranger.

Frequently asked questions