Update Cost Comparison Policy for Flights

On March 14th, 2022, campus released updated guidance about cost comparison requirements. We are now able to conduct cost comparisons using Concur again. Contacting a Travel Inc agent is no longer the only allowable way to obtain a cost comparison. You can continue to reach out to Travel Inc if that is your preferred method of getting a comparison. UW-3016 – Air Travel: This policy was updated to included additional allowable methods for obtaining cost comparisons at the time of booking when business travel arrangements are impacted by personal travel.  The change is effective as of the date of this communication.
  1. Cost Comparison. Travelers must obtain a cost comparison under the following circumstances:
    1. Indirect routing, extra stops, and/or days for personal reasons.
    2. Departing from/returning to a city other than Madison, Milwaukee or Chicago for personal reasons – while it is allowable, travelers must consider potential extra costs for transportation, lodging, meals, tolls, parking, etc. when choosing to travel to/from Milwaukee or Chicago.
    3. Any other situation where the traveler’s itinerary is modified for personal reasons.
    Either the traveler’s actual flight or their comparison flight – whichever is less expensive – is payable/reimbursable. The University will not pay/reimburse excess costs related to personal travel. Cost comparisons are not required for non-employees. 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 comparisons must be done at the time of booking to be valid.
Please note, your reimbursement receipts need to include the trip you booked plus the comparison flight. The comparison must be obtained at the time of booking to be valid.

Comparison flight Flight itinerary obtained when combining business and personal travel. The comparison flight shows what airfare would have cost had no personal travel been included. When a comparison flight is required, the lesser of the comparison flight and the actual flight are payable/reimbursable.

Please reach out to Kelly Layton (kelly.layton@wisc.edu) with questions about this policy.