Policy Summary
Travel by air is limited to the lowest, logical, non-refundable, coach/economy class fare available unless otherwise noted. All flights must be booked through Concur or the university’s contracted travel agency. Certain associated fees are payable/reimbursable. Cost comparisons from the university’s contracted travel agency are required for trips including personal travel.
Notes:
- NCAA-funded travel has specific requirements, some of which may be less restrictive than university policies or rates. NCAA-funded travel will be governed by NCAA policy.
- Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict the use of funds for certain types of expenses. Contact the Research and Sponsored Programs (RSP) accountant for your award with any questions.
Policy Detail
- What to Book. Travel by air shall be limited to the lowest, logical, non-refundable, coach/economy class fare available. The additional cost for premium class or seat assignment fees for premium class (first class, business class, or premium economy) travel is not payable/reimbursable unless:
- The traveler has been granted an ADA exemption through the Employee Disability Resources Office, or,
- It is an international flight with eight hours or more of total flight time, including domestic segments (allowable upgrade to Premium Economy class only).
- Booking Methods. Airline reservations—for both employee and non-employee travel—must be made with a university contracted travel agency or via the Concur self-booking tool. Exceptions requiring supporting documentation are:
- Flights That Can Not Be Booked with Designated Travel Management Company: Some airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Documentation (such as an email) from the contracted managed travel company stating they can’t purchase the requested itinerary is required.
- International Flights Purchased Abroad (Outside the United States): Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.
- International Flights That Can Not Be Booked with Designated Travel Management Company or are Purchased Abroad (Outside the United States) for a Lower Cost: Though rare, some international airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.
- Independent Study Abroad: UW–Madison students traveling for programs provided wholly by international institutions of higher education or third-party affiliates.
- University Organized or Faculty-Led Programs: When UW–Madison students are traveling for the primary purpose of participating in a university-organized or faculty-led program, students are allowed to purchase travel on their own and first meet as a group at an international location. Applicable university-organized or faculty-led programs are reviewed and approved by the University International Travel Committee (UITC) and the IAP Faculty Advisory Committee.
- Associated Fees.
- Baggage: The first piece of baggage within the airline's weight and size limits is payable/reimbursable. Costs for additional baggage beyond the first piece and overweight or oversized baggage may be payable/reimbursable with a business justification.
- Aisle, Window, or Exit Row Fees: Additional fees associated with booking a coach/economy aisle, window, or exit row seat are payable/reimbursable. This is not to be confused with fare class upgrades, which are typically not allowed.
- Change/Cancellation Fees: Fees charged for changing a non-refundable ticket are payable/reimbursable if justified by circumstances outside of the traveler’s control (i.e. meeting dates changed).
- Booking Fees: Travel agency and online booking fees are payable/reimbursable.
- Federal Excise Taxes: Federal excise taxes are payable/reimbursable.
- Cost Comparison. Travelers must obtain a cost comparison under the following circumstances:
- Indirect routing or extra stops for personal reasons.
- Using transportation methods that are not the most efficient or cost-effective (i.e., electing to drive/take a train versus fly when flying would be the most efficient and cost-effective option).
- Departing from/returning to an airport outside of Wisconsin or more than 100 miles from the Wisconsin border for personal reasons (including departing from/returning to a voluntary remote work location).
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 or designated agency documentation (such as emailed quotes). For UW employees headquartered in Madison, WI, the comparison flight will generally depart from/return to Dane County Regional Airport (MSN). Due to airfare pricing and availability fluctuation, accurate cost comparisons must be done at the time of booking to be valid. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare.
- Airline promotions. Employees will be reimbursed based on net fare paid. Use of any vouchers, certificates or frequent flyer miles will not be reimbursed. Any vouchers, certificates, or frequent flier miles received during University business travel belong to the individual and may be used at their discretion.
Consequences for Noncompliance
Noncompliant airfare purchases will not be paid or reimbursed by the university.
Responsibilities
- Traveler/Travel Arranger:
- Register for Concur access and create a Concur travel profile.
- Understand and comply with university travel procurement and payment policies.
- Obtain prior travel approval from departmental/divisional authorities, if necessary.
- Obtain a cost comparison, when necessary.
- Retain all required receipts.
