Air Travel

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Policy Number:
UW-3016
Old Policy Number:
311
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

Definitions:
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Concur
Web-based travel booking tool utilized by the University of Wisconsin System for purchasing airfare and reserving lodging and/or rental vehicles.
Flight Cost Comparison
The lowest-cost flight option on allowable business travel dates to/from the business destination. The cost comparison is used to determine the basis for payment/reimbursement when personal preferences and/or travel are included with business travel.
Lowest, Logical, Non-Refundable, Coach/Economy Class Fare Available
Least expensive fare offered by the university’s contracted travel agency that fits the traveler’s business travel schedule.
Managed Travel Program
Established policies, procedures, and best practices—universally applied to all travelers—designed to protect travelers, reduce costs, and allow for effective reporting while minimizing administrative burdens on travelers, travel arrangers, and travel approvers.
Non-Employee
An individual traveling on behalf of the University who does not have a current employee appointment (e.g., contractors, volunteers, former employees, students). Generally, travel policies apply to non-employees the same as employees.
Supporting Documentation
Any materials required to support a specific purchase as outlined in UW-Madison policies and procedures.
Traveler
An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business.
University-Sponsored Travel
Travel that is any of the following:
  • Paid for in full or in part by the university
  • Paid directly or indirectly by the university
  • Organized by the university with participants or sponsors paying
  • Organized by others outside the university and paid for by the university
  • Sponsored by the university in the form of name, organization, communication, management, staffing, transportation, or space provision.
Scope:

This policy applies to faculty, staff, students, and non-employees traveling on or arranging university-sponsored travel.

This policy excludes:

  • NCAA-funded travel which is governed by NCAA policy.
  • Sponsored projects which are subject to the terms and conditions of the specific awards, as well as applicable program guidelines that may restrict the use of funds for certain types of expenses.
Policy:
  1. Standards for Air Travel
    1. Employees are prohibited from piloting or leasing aircraft on university business travel
    2. Individuals who participate in university sponsored air travel and those who make university sponsored air travel arrangements must:
      1. Understand and comply with university travel procurement and payment policies.
      2. Secure pre-trip approval or authorization prior to incurring travel expenses.
      3. Utilize contracted suppliers and the managed travel program as required.
      4. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
  2. Airfare
    1. Travel by air must be limited to the lowest, logical, non-refundable, coach/economy class fare available and must not take into consideration personal travel preferences or personal schedule conflicts. 
    2. All airfare must be non-refundable.
    3. Any additional cost for premium class or seat assignment fees for premium class (e.g., first class, business class, or premium economy) travel is not payable/reimbursable unless:
      1. The traveler has been granted an ADA exemption through the Employee Disability Resources Office, or,
      2. The traveler must take an international flight with eight hours or more of total flight time, including domestic segments in which case an upgrade to Premium Economy class is allowable.
  3. Cost Comparison
    1. Travelers must obtain a cost comparison when:
      1. Travel arrangements include indirect routing or extra stops for personal reasons
      2. Using transportation methods that are not the most efficient or cost-effective (i.e., electing to drive/take a train versus fly when flying is the most efficient and cost-effective option).
      3. 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).  
        1. If departing from/returning to any airport in Wisconsin or within 100 miles from the Wisconsin border (e.g., Chicago, Minneapolis), no cost comparison is required
        2. UW-Madison employees headquartered in Madison, Wisconsin are expected to depart from/return to the Dane County Regional Airport (MSN).
    2. The traveler’s actual flight or the lowest-cost comparison flight, whichever is less expensive, is payable/reimbursable. 
    3. Acceptable cost comparisons include Concur screenshots or designated agency documentation (e.g., emailed quotes) of the business-only itinerary and cost.
    4. Due to airfare pricing and availability fluctuation, accurate cost comparisons must be made at the time of booking to be valid.
    5. 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.
    6. Cost comparisons are not required for non-employees.
  4. Booking Methods
    1. 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. 
    2. UW-Madison Athletics is contracted to use a separate on-site travel agency to provide services, processes, and requirements. 
    3. Exceptions requiring supporting documentation include:
      1. Flights that cannot be booked with the contracted travel agency
        1. Some airline tickets cannot be purchased by the contracted travel agency or are available through the agency at significantly higher rate. 
        2. Documentation (e.g., an email from the contracted travel agency) stating they cannot purchase the requested itinerary is required.  
        3. Flights purchased under this exception must be booked directly with the airline.
      2. International flights purchased outside of the United States. 
        1. Airfare from some remote international carriers must be purchased in-country. 
        2. If purchasing airfare abroad, the origin and destination must both be international locations. 
        3. Flights purchased under this exception must be booked directly with the airline.
      3. Flights for UW–Madison students traveling on independent study abroad programs provided wholly by non-domestic institutions of higher education or third-party affiliates.
      4. Flights for UW–Madison students traveling for the primary purpose of participating in a university-organized or faculty-led program.
        1. Students are allowed to purchase travel on their own and meet as a group at an international location. 
        2. Applicable university-organized or faculty-led programs are reviewed and approved by the University International Travel Committee (UITC) and the IAP Faculty Advisory Committee.
      5. Flights for international student recruitment tours, international collaborative projects, and diplomatic/trade missions organized by a third-party or by another state or federal agency.
  5. Associated Fees
    1. Baggage
      1. The first piece of baggage within the airline's weight and size limits is payable/reimbursable. 
      2. Costs for additional baggage beyond the first piece and overweight or oversized baggage may be payable/reimbursable with a business justification.
    2. Upgrade Fees
      1. Additional fees associated with booking a coach/economy aisle, window, or exit row seat are payable/reimbursable. 
      2. Additional costs for fare class upgrades and/or priority boarding, are not payable/reimbursable.
    3. Change/Cancellation Fees
      Fees charged for changing a non-refundable ticket are payable/reimbursable if justified by circumstances outside of the traveler’s control (e.g., cancelled conference/meeting, cancelled flight, immediate family or traveler illness/emergency).
    4. Booking Fees
      Travel agency and online booking fees are payable/reimbursable.
    5. Federal Excise Taxes
      Federal excise taxes are payable/reimbursable.
    6. Flight Travel Insurance
      Flight/travel insurance is not payable/reimbursable, unless required by Risk Management
    7. Memberships
      Memberships and/or entry fees to airline clubs/lounges are not payable/reimbursable
    8. Trusted Traveler Programs
      Participation in TSA PreCheck, Clear, or Global Entry programs are not payable/reimbursable.
  6. Airline Benefits and Promotions
    1. Payable or reimbursable expenses are based on net fare paid. 
    2. Use of any vouchers, certificates or frequent flyer miles are not payable/reimbursable. 
    3. Any vouchers, certificates, or frequent flier miles received during university business travel belong to the individual and may be used at their discretion.
  7. Consequences for Noncompliance
    Any airfare purchase that is not made in accordance with this policy will be deemed unauthorized and will not be paid or reimbursed by the university.

 

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Travel Manager
Contact:
Travel and Card Manager -- Travel and Card Manager, uwtravel@bussvc.wisc.edu
Effective Date:
10-10-2015
Revised Dates:

07-01-2020; 03-09-2022; 07-01-2022, 10-28-2022, 06-27-2023, 10-04-2023, 07-05-2024, 10-01-2024, 07-01-2025

Reviewed Dates:

07-17-2020, 07-01-2025

Retrieved:
07-27-2025 20:48:12