Before you book, read this info regarding making Travel Arrangements

As business travel resumes, here are a few things to note prior to making any travel arrangements. If you have any regarding travel policy, Concur/Travel Incorporated or reimbursements questions, please reach out to Kelly Layton (kelly.layton@wisc.edu). Kelly will host a ‘DEM Session: Travel Refresher’ in July (date TBD) to provide a refresher on travel policy, the reimbursement process and other tips and tricks.
  • Concur is still used for online bookings. The university’s current contracted agency for individual travel is Travel Incorporated. This contract started on 07/01/2020.
  • Many trips were cancelled in 2020 due to the COVID-19 pandemic.  UW System was able to convert the value of the unused tickets to UATP (Universal Air Travel Plan) prepaid airline cards. This only applied to unused tickets from Delta, United, American, Lufthansa, and Southwest. This process allows UW System to utilize the $3M of unused tickets without expending new funds to purchase new tickets.
    • Airfare booked through Travel Incorporated/Concur with Delta, United, American, Lufthansa and Southwest will automatically be charged to the university’s UATP card.   Travel Incorporated will also charge a service fee of $18.00.  This service fee cannot be applied to the UATP balance, but must be charged to a credit card.  Prior to booking, travelers/travel arrangers must ensure a credit card is entered in the traveler’s Concur profile and that the credit card is designated for airfare purchases (see attached for instructions).
  • All employee, guest, graduate student, and undergraduate international travel remains restricted.
  • Prior to making travel arrangements, employees/travel arrangers are encouraged to review UW Travel Policy as a refresher of the university’s rules related to air travel, lodging, vehicle rentals, etc.
  • You may need to update your credit card information in Concur. Here is a tip sheet to show you how.