Planning
Definition
- Guest travel is defined as any non-employee traveling on behalf of the University such as students, consultants, contractors, candidates or speakers.
- All university travel policies that apply for individual travel also apply for guest travel.
How to Book Guests Travelers:
See
Concur Online Booking All profiled Concur users have access to book for a guest in Concur. Only use this functionality if booking a non-university guest. In advance, obtain the legal name (must match identification), date of birth and gender from the guest. Employee Travel cannot be booked using this function.
Fox Agent Booking All profiled Concur users may contact a Fox agent to book on behalf of a guest traveler. The dedicated agent team can be reached at 608-710-4172.
One-Time Individual Booking Request Form Traveler books directly with the agency after a coordinator initiates a request via the Fox Portal. See the
Custom Booking Solution A booking product that may be requested for 20 or more travelers, allowing each traveler to book their tickets individually, while adhering to a custom policy. Typically utilized for travel coordinators who handle complex travel within a defined start and end date (maximum duration of one year). $120 set-up fee. Fox will contact the coordinator after completing the Custom Booking Solution request form on the Fox Portal. See the Job Aid:
How to Pay for Guest Travel
University Payment methods (such as purchasing cards) should be used whenever possible. Below are best practices to make the trip smooth for the guest traveler:
- Hotels typically require a credit card authorization form to be on file in order for the payment method to be pre-defined. This form is unique to each hotel. Contact the hotel directly and inquire about their procedures for storing a card on file for a reservation.
- Car Rentals typically require the renter to provide a form of payment in their name at the time of rental.
- Air bookings are paid at the time of booking. All air bookings are done either through Concur or with the travel agency, and a university payment method must be used.
- Incidentals incurred by the guest such as meals or mileage can be reimbursed to the traveler after the completion of the trip.
Student Travel
- Only student employees who have an active university appointment in the HR system are allowed to create a Concur travel profile and book on their own behalf in Concur or with Travel Inc.
- Students who do not have an active university appointment must work through a university employee to make travel arrangements.
- On each individual Concur booking the traveler/booker must select if the travel is for an employee, guest or student. If the travel is for a student employee, the selection would be for that specific travel that is being booked. i.e., If that trip’s UW business purpose is related to the student’s university appointment, “employee” would be selected. If that trip is related to a student group, or other purpose related to their student responsibilities not related to employment, “student” would be selected.
Student Clubs and Organizations
Student Organizations typically are not classified as university-sponsored travel, except if the student organization represents the university in an academic matter. Students are advised to review UW policy 616, University of Wisconsin Student Drivers Under the State’s Liability Protection for further information.
Car Rentals
Student Organizations must use the Enterprise Student Org Rental Link when reserving a Enterprise car rental. If renting with Hertz, the University of Wisconsin Hertz agreement may be used.