Book Travel

Individual Travel

Most travel falls under the individual travel category, and is is defined as anywhere from 1 traveler to up to 10 travelers. (Jump to Group Travel or Athletic Travel)

Individual Travel Booking Methods

Below are the procedures and methods that UW travelers must follow to ensure alignment with UW Travel Policies.

Air Travel

In accordance with Policy 410, all air travel must be booked by the methods below. Air travel that is booked outside of these methods (i.e. directly on airline website or through a third party booking tool) is not allowed to be reimbursed or paid with university funds.

• Online within Concur
• With a designated agent

Rental Vehicles

Best Practice

• Online within Concur
• With a designated agent

Other Options

• Directly with the preferred rental agency using the UW System Enterprise or Hertz Contract.
• If no rental is available to the preferred agency use another rental agency, with proof (screenshot, agency email) that primary vendors were not available.

Lodging

Note: For lodging associated with a conference, see Conference Travel

Best Practice

• Online booking within Concur
• With a designated agent

• Directly with the lodging provider, ensuring your rate is below the rate maximum
  • Use the Rate Calculator to determine the rate maximum for your dates of stay and location

Airbnb:

• Airbnb rentals may be utilized, and booking is done directly on airbnb.com. Other third party vendors such as VRBO are not allowed.

Other (Rail, Uber, Lyft, etc.)

• Book directly with the provider.

Group travel

Group travel arrangements differ from individual reservations in the way they are reserved/purchased and how they are paid for.  Group travel arrangements typically fit one or more of the following criteria:

• 10 or more travelers, traveling on the same flight to and from the same destination
• Require 10 or more rooms (lodging)

Air Travel

In order to be reimbursed, air travel must be booked with Fox World Travel. Use the group request form to begin the request.

Ground Transportation

Book With a Fox World Travel agent, if book in conjunction with air travel. If not booking air travel, book directly with the ground transportation company,

Alternative Options

• Directly with the ground company. If a contract is provided, it must be submitted to the institution’s purchasing office for review and signature.

Lodging

Best Practice

Book with a Fox World Travel agent.

Alternative Options

• Directly with the lodging provider, ensuring your rate is below the rate maximum per person.
  • Use the Rate Calculator to determine the rate maximum for your dates of stay and location.
  • If a contract is provided, it must be provided to the institution’s purchasing office for review and signature.

Athletic Travel

Air

In order to be reimbursed, must be booked with Shorts. Use the Shorts Travel Portal to begin the request.

Ground Transportation

Best Practice

Book With a Shorts agent.

Alternative Options

• Directly with the ground company. If a contract is provided, it must be submitted to the institution’s purchasing office for review and signature.

Lodging

Best Practice

Book with a Shorts agent. Shorts can book hotel and Airbnb.

• Directly with the lodging provider, ensuring your rate is below the rate maximum per person.
  • Use the Rate Calculator to determine the rate maximum for your dates of stay and location.
  • If a contract is provided, it must be provided to the institution’s purchasing office for review and signature.