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Reminder on UW travel policies

Martha Kerner, Assistant Vice Chancellor for the UW-Madison Division of Business Services, sent the following email communication about UW-Madison travel policies to members of the UW-Madison community on 6/30/2015:

Dear UW-Madison Faculty and Staff,

Earlier this year (January 2015), you were notified of changes to UW-System airfare travel polices applicable to all UW institutions, including UW-Madison. The purpose of this e-mail is to remind you of the changes that will take effect on July 1, 2015.

To recap, Wisconsin Act 32 (2011-2013 Biennial Budget) granted the Board of Regents the flexibility to establish a new travel program for UW institutions apart from the travel guidelines prescribed in the State Compensation Plan. As a result of a competitive bidding process, Fox World Travel (FWT) and the use of its on-line booking tool (Concur) was awarded a direct contract with UW institutions for travel services. UW-System then made changes to the UW airfare travel policies, which included the following:

· Effective January 5, 2015, all airfare reservations initiated by university employees must be made through Fox World Travel (FWT) or Concur. This includes airfare for employees, guests, students, and group travel, both domestic and international.
· Effective July 1, 2015, expenses incurred by university employees for airfare booked outside of Fox World Travel or Concur are non-reimbursable. In other words, airfare expenses incurred by university employees after July 1, 2015 through other travel service providers will not be reimbursed or otherwise paid for by the university.

To implement the changes that are effective July 1, 2015, please be note that airfare expenses through travel services providers other than FWT/Concur will be flagged as non-reimbursable in the E-Reimbursement tool, which will eliminate the expense from the traveler’s total reimbursement request. Additionally, airfare expenses through travel service providers other than FWT/Concur that have been paid directly with a purchasing card (p-card) will be considered non-compliant and addressed similarly to other non-compliant purchases.

UW-System’s managed travel program website UWTravelWIse continues to be available to support all UW travelers. In addition, UW-Madison’s Division of Business Services continues to dedicate concentrated travel management resources in order to trouble-shoot travel issues specifically for UW-Madison travelers and to perform additional data collection and analysis to support the program. Finally, UW-Madison’s airfare policy has been updated to reflect these changes: http://www.bussvc.wisc.edu/acct/policy/travel/airtrav.html.

Should you have questions or concerns, please contact Rusty Haines, Travel Program Manager, or Dan Langer, Controller and Director of Accounting Services. You may also e-mail us at uwtravel@bussvc.wisc.edu for further information or assistance.

Thanks,

Martha Kerner, Assistant Vice Chancellor
UW-Madison Division of Business Services
21 N. Park Street, Room 6136
Madison, WI 53715
Phone: 608-262-0063
Email: mkerner@bussvc.wisc.edu

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