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COVID-19 Updates See our coronavirus information page.

Travel

Important

If you have emergency travel needs, please call Travel Inc at 877-811-9898 for individual travel; Fox World Travel at 866-230-8787 for group travel, or Shorts Travel at 844-814-3936 for Athletics travel.
Timely filing is everything!
 In order to be reimbursed, you must submit your travel expense reimbursement no later than 90 days from the last date of travel. We recommend starting the reimbursement process as soon as you return. Contact us for assistance at 465-2227 or travel@uwgb.edu; we're happy to help. 
All flights must be booked through Travel Inc or their booking tool, Concur. Flights for groups over 10 must be booked through Fox world travel. Flights for athletics must be booked through Shorts Travel. For all travel policies and procedures, Concur travel booking tool, and E-reimbursement filing, please visit the UW system wide travel portal:

Following are the changes to the travel policies and travel agencies effective July 1, 2020:

 

UW-Green Bay COVID Travel Policy:
The UW-Green Bay COVID 19 policy to restrict travel has been extended to December 31, 2020: 
·    All domestic travelers, including those traveling within Wisconsin, must have a Travel Authorization form approved prior to booking any travel. The Travel Authorization form must be approved by the Area Leader (for example, all faculty travel must be approved by the Provost). This form is automatically routed to the appropriate approvers when processed through the E-reimbursement System. The E-reimbursement system log in is available at https://www.wisconsin.edu/travel/.  Reimbursements will not be processed without an approved Travel Authorization attached to the reimbursement requests. Travel between UWGB campuses will not require a travel authorization. 
·    All international travel is prohibited until further notice.

UW System Approved Travel Agencies:
As of July 1, 2020 the UW System contracted travel agencies are:

Individual Travel for employees and guests(most common): 
Travel Incorporated
Toll Free: (877) 811-9898
Concur Support: (866) 738-6444
Email: UWTravel@travelinc.com

Group travel of 10 or more:
Fox World Travel
Direct dial: (920) 933-4180
Email: foxgroupblock@foxworldtravel.com

All NCAA Athletics travel:
Short’s Travel
Direct dial: (844) 814-3936
Email: uwathletics@shortstravel.com

Trainings and webinars for the transition are available at: https://www.wisconsin.edu/travel/support/july-travel-services-transition-support/. You can register for future trainings, or watch recorded trainings at any time.

UW System Travel Policy Changes:

The following changes to the UW-System travel policies are effective July 1, 2020:
·    Airbnb will be allowed, but only if booked through Travel Inc (or Shorts for Athletics). Any Airbnb bookings outside of the UW System approved travel agencies will not be reimbursed. VRBO and Home Away are not allowed.
·    Prepayment of lodging is allowed if required by the hotel. No third party bookings are allowed (i.e. Hotels.com, Reservations.com, Expedia, etc.)
·    Passports are eligible for reimbursement, if the travel has a business purpose and is approved by supervisor (i.e. upcoming University Sponsored international travel)
·    Vehicle rentals of up to a mid-size SUV are allowed. This allows for the possibility of four wheel drive vehicle rental in the winter months.
·    When an e-reimbursement request is returned by an approver or an auditor for changes, employees must resubmit the reimbursement within 90 days of the send back date.
·    Day trip meal allowance of $15 is allowed, even if a meal was provided that day.
All reimbursement expenses are still subject to department approval and funding.

New UW TravelWIse website:

UW TravelWIse website has a new web address: https://www.wisconsin.edu/travel/.  Please change your bookmarks to this new website.  TravelWIse is the website to log into the E-reimbursement system, contains the UW System travel policies and practices, and the Lodging and Meal per diem calculator.


UW Travel Vendors Change

July 01, 2020
As of July 1st, 2020, the UW travel services will be divided into three groups for better customer service and greater expertise.
Employee Services will use Travel Incorporated
University Group Block (10 travelers or more) will use Fox World Travel
NCAA Athletics will use Short’s Travel Management

What Will Change:
■ Travel rate calculator has moved. Visit UW TravelWise for the new calculator.
■ Rollout of Concur app and Travel Inc. app
■ Travel agency and travel agent team

What Remains the Same:
■ 24/7 agency coverage, with a dedicated UW team during core business hours
■ Concur
■ Corporate card policy and vendor
 

Year End Deadline FY2020

June 15, 2020
All reimbursements must be submitted to the UW System final auditor by June 15, 2020 to ensure they are processed on Fiscal Year 2020. This means the reimbursement must be through all campus approvers prior to this date. Please submit your reimbursements 7-10 days in advance of the deadline to ensure enough time for approvals.

UW TravelWIse Website Change

May 01, 2020
We’ve launched a new website to make it easier to navigate and find policies. Check it out at: wisconsin.edu/travel
 

REAL ID Deadline Extended

May 01, 2020
The REAL ID Deadline has been extended to October 1, 2021. REAL ID or a passport will be required to board any domestic flights starting October 1, 2021. Compliant driver's licenses have a star in the upper right corner. For more information, see the FAQ


Mileage Reimbursement Rate Change

January 01, 2020
The IRS has decreased the standard mileage rate for automobiles from $0.58 to $0.575. This change is effective January 1st, 2020. The E-Reimbursement system has been automatically updated with the new rate. 
 

Green Bay Lodging Maximum Rate Increase

October 01, 2019
The GSA has increased the maximum per person per night rate for lodging in Green Bay from $94 to $96. This change is effective October 1st, 2019. The E-Reimbursement system and lodging calculator has been automatically updated with the new rate. Lodging rates for other cities may have changed as well. Always refer to the Lodging and Per Diem calculator for the correct rates. 


Changes to Enterprise/National Personal Rentals

August 10, 2018
Effective 8/1/18, the Big Ten Contract with Enterprise and National will have important changes regarding personal rentals. These changes are:

  • All rentals that are strictly for personal use will no longer include Collision Damage Waiver (CDW) or Limited Liability Coverages. These coverages will be available for purchase through Enterprise and National at an additional cost.
  • All rentals that are strictly for personal use will have a separate contract ID and will be made through a separate booking link. The booking link is located below and should be used for personal rentals starting on 8/1/2018. This link will also be made available on TravelWIse.
  • There is no change to combination business and personal car rentals (i.e. adding additional days at the end or beginning of a business trip for personal car rental use) through the Enterprise/National Big Ten Agreement.
    • Rentals that are a combination of business and personal will still have included Damage Waiver and Limited Liability protection included in the contracted rental price.
    • Combination rentals will still be made through Concur or with a Fox World Travel agent.
  • There is no change to the rental rate for business or personal rentals.

Personal Use Enterprise/National Booking Link


Reimbursement Auditor Email

July 18, 2018

The UW-System Auditors will take questions at expenseauditing@uwsa.edu. This email should be used by the institution travelers for all questions on their expense reports. General Travel questions should still come through the UWGB Travel Office email at travel@uwgb.edu.

UW System 2018 Lodging Program

February 2, 2018

The UWS 2018 Lodging Program is ready for use with 150 UW System hotel contracts available for locations throughout Wisconsin and in our 30 top domestic destinations.  With the addition of 3 national chain-wide agreements and partnerships with 3 consortium organizations, UW travelers will also find government based rates and quality accommodations in over 3000 locations!

These hotels are designated as Most Preferred or Preferred within Concur and have specific rate code names to identify the negotiated rates apart from other published rates available.

Click here to find out more information https://www.wisconsin.edu/travel/policies/lodging/uw-system-hotel-directory/

 

FAQs
 

COVID19 Travel FAQ

REAL ID FAQ

Travel Vendor and Policy Change FAQ

Unused Ticket Guide for Cancelled Flights

UW System Travel Agencies

Individual Travel for employees and guests(most common): 
Travel Incorporated
Toll Free: (877) 811-9898
Concur Support: (866) 738-6444
Email: UWTravel@travelinc.com

Group travel of 10 or more:
Fox World Travel
Direct dial: (920) 933-4180
Email: foxgroupblock@foxworldtravel.com

All NCAA Athletics travel:
Short’s Travel
Direct dial: (844) 814-3936
Email: uwathletics@shortstravel.com


Before You Travel

UW Travel Policy Quick Guide 

Travel Authorization Manual

Driver Authorization - Includes business use of personal vehicles

Request for Use of UWGB Airfare Credit Card

Lodging and Per Diem Calculator

Mileage vs. Rental Car/ Rental Car Tips

Wisconsin Winter Road Conditions
 

Getting Started

 

How to Set Up a Concur Profile

Corporate Card Application

Tax Exempt Card Request

Request for Travel Training
 

Reimbursement

 

Reimbursement Policy Exception Request

E-Reimbursement Manual

E-Reimbursement Approver Manual

Non-Employee Reimbursement Set Up Form

UW System Auditor Email - Make sure to include your TER #

Where is My Reimbursement?

Misc.

 

Interview Expenses FAQ

Hosted Meal Policy

Paper Travel Authorization - Use only if travel has past

Rental Car Personal Use Booking Link