Business Services
Travel Updates
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New Lodging and Meal Per Diem Rates Effective October 1, 2024
September 20, 2024
The U.S. General Services Administration (GSA) has finalized their annual market review of lodging maximums & meal/incidental per diem rates and have released new domestic lodging maximums for travel that […]
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Concur Trip Details and Open Ticket Memo
July 9, 2024
Trip details for reservations booked prior to the transition to Fox World Travel on July 1, 2024, are no longer visible in Concur. Changes to these bookings can be made […]
Resources
Travel Guidance
Top Ten Things to Know Before You Travel
- Airfare:
- Reservations for University-sponsored travel are required to be made with Fox World Travel, either within Concur, the online self-booking tool, or with a Fox World Travel agent. Use of online brokers or search sites such as Expedia, Travelocity, Kayak, etc. are prohibited and will not be reimbursed by the University.
- All employees should have a Concur profile. If you do not have a profile, please register for Concur prior to booking travel.
- Please visit the UW TravelWIse Concur page for more information about the online booking tool.
- Lodging:
- All non-conference site lodging reservations should be made through Concur , with a Fox World Travel agent, or by contacting the hotel directly.
- Effective with a policy change on July 1, 2020 – UW System employees may be reimbursed for bookings done on Airbnb. *Prior to booking, please review all cancellation policies, and check with your department to ensure compliance with departmental policies. Ultimate approval of reimbursement of Airbnb costs, including any forfeited deposits, is dependent on the University or Departmental policies. Please click here for more information on booking with Airbnb.
- Use of any other online brokers or third-party sites such as hotels.com, VRBO, etc. are prohibited and will not be reimbursed by the University.
- Prior to reserving conference site lodging, search Concur for the conference site hotel to determine if there is a lower rate available. If so, make your reservation within Concur.
- Concur displays available room types and rates directly from hotel suppliers. Room types and rates available are not specific to UW System and may be above what UW policy allows. Travelers must adhere to the location rate maximums and only reserve single/standard rooms.
- To find the location rate maximums use the Lodging/Meal and Incidental Calculator.
- Please consult the UW System Hotel Directory for a complete list of contracted properties by location.
- Meals & Incidentals:
- Receipts are not required for Meals and Incidentals Expenses.
- If the trip does not include an overnight stay, the traveler is limited to a $15 tax reportable day trip meal allowance. This meal allowance can be claimed even if a meal was provided.
- Hosted Meals
- Hosted meal information can be found here.
- Amounts per person must stay within meal maximums, require itemized receipts, and an approved Food Expense Approval Form. Purchases made in Wisconsin should be tax exempt. Meal maximums are inclusive of gratuity and service fees.
- Rental Vehicles:
- Rental vehicles are required to be reserved through Enterprise, National, or Hertz using the designated contracts. Local reservations can be made directly with Enterprise (La Crosse Downtown 608-785-7400 prompt 4 or La Crosse Airport 608-781-5094) or National (La Crosse Airport 608-781-5678). However, out-of-state rentals must be made through Concur or through a Fox World Travel agent to ensure correct contracted pricing.
- Eligible renters are classified as all University-authorized drivers age 18 and over. Authorized drivers 18-20 are restricted to domestic rentals only. Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require larger classes of vehicles. Claims for reimbursement beyond standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained on the expense report.
- Any person (employee, student, volunteer) who will be driving a vehicle (personally owned or rented) on University business must be authorized to drive. To become an authorized driver, review the Driver Authorization Policy and complete a Vehicle Use Agreement (VUA). Employees and students must complete an electronic VUA by logging into the Wisconsin Department of Administration VUA Sign-up Portal. Volunteers must complete a paper VUA and submit it to Business Services. Drivers with out‐of‐state driver licenses must attach the Notarized Statement of Driving Record form to their VUA. Learn more about UW La Crosse Driver Authorizations here.
- Drivers are responsible for refueling vehicles prior to return with the same level of fuel that they received at the time of rental. The University will not reimburse vendor refueling or prepay fuel packages. Receipts are required for reimbursement of fuel purchased. Any add-ons such as GPS, car seats, etc. are not reimbursable.
- Enterprise, National, and Hertz for domestic rentals include Collision (CWD) and Liability (LDW) in their contract rates. Extra types of insurance are not reimbursable.
- Personal Vehicle:
- When driving your personal vehicle for University-sponsored business, you will be reimbursed for mileage. MapQuest or Google Maps are the official tools for determining the most direct route. The following rates apply:
- Less than 100 miles roundtrip - Standard Rate
- On/after 7/1/22: $0.67 per mile
- More than 100 miles roundtrip - Turndown Rate
- On/after 7/1/22: $0.43 per mile
- Any Non-Employee - Standard Rate
- On/after 7/1/22: $0.67 per mile
- Receipt Requirements can be found here.
- Tax Exemption:
- University purchases are generally exempt from Wisconsin Sales and Use Tax.
- Travelers are expected to request and receive Wisconsin sales tax exemption for travel related purchases.
- The University also has sales tax exemption in other states. Travelers should make a reasonable attempt to obtain sales tax exemption according to the tax authority's requirements.
- Travelers who requested a cash advance must return any unused cash upon returning to campus after their trip and must complete an e-Reimbursement within 30 days after the trip completion date.
- All travel related expenses for a trip must be submitted on one e-Reimbursement within 90 days after the trip completion date or will not be reimbursed by the University.
Helpful Links:
Fox World Travel Contact Information
University employees, while on business travel, are expected to exercise good judgment when incurring travel costs. An employee may be reimbursed for reasonable and necessary travel expenses actually incurred in the performance and conduct of UW business. An employee shall not seek reimbursement for goods or services provided free of charge, not personally incurred, reimbursed by another source, or which will be paid or reimbursed from another source. Faculty and staff traveling together pay their own way and complete their own Expense Report (ER).
For UW travel policies, best business practices, and process standards, please refer to UW TravelWIse.
TRAVEL TIPS
Meals:
- Meals and incidentals are reimbursed based on per diem allowances. Per diems are calculated based upon location, first/last day of travel, and provided meals adjustments.
- For trip planning and rate determination, M&IE rates can be determined using the Lodging/Meal & Incidental Calculator available in the UW TravelWIse portal.
- If an employee is buying a meal for someone else, the UW Sponsored Event policy and Hosted Meal Rates apply. The following must be included:
- An itemized receipt
- A roster or list of individuals who attended
- An approved Food Approval Form
- Fox World Travel is the University's contracted travel provider.
- All airline reservations must be made with Fox World Travel, either with a consultant or within the Concur self-booking tool.
- Purchased airfare must be the lowest appropriate fare, which is defined as non-refundable, coach/economy class.
- The use of online brokers or search sites, such as Expedia, Travelocity, Kayak, etc. are prohibited and will not be reimbursed by the University.
- Domestic Lodging Rate Maximums can be determined by using the Lodging & Meal Per Diem Calculator.
- All individual non-conference site lodging reservations must be made within the Concur self-booking tool, by contacting Fox World Travel or by contacting the hotel directly.
- Conference site lodging reservations can be made directly with the conference or host site; however, travelers are strongly encouraged to check Concur as often times a lower rate can be obtained. A conference or host site is defined as a lodging facility identified by the sponsor and must be included on the conference brochure, program, or registration information provided.
- The use of lodging brokers, like Hotels.com, Expedia, Travelocity, Priceline, etc., is prohibited and will not be reimbursed by the University.
- Employees can use a University/Prepaid Purchasing Card (PCard) to pay for lodging that is within the per diem allowance or for conference site lodging.
- If sharing a room with another employee, one employee may pick up the entire room cost, but both must indicate this on their respective e-Reimbursements.
- Employees are expected to use rental vehicles when vehicle transportation is determined to be the most appropriate mode of transportation. Vehicle transportation is generally most appropriate for round trips less than 400 miles.
- All out-of-state vehicle reservations must be made through Concur utilizing the Big Ten contract with Enterprise and National. Hertz is also available within Concur when Enterprise and National do not have necessary availability. Utilizing Concur for reservations enables the contract booking ID to automatically apply ensuring that all reservations are under contract and appropriately insured.
- All employees and students who are required to drive on University-sponsored business must be authorized to drive in accordance with Risk Management’s Drivers Authorization.
- If an employee chooses to use their personal vehicles, reimbursement will be made based on the following:
- Less than 100 miles roundtrip - Standard Rate
- On/after 1/1/21: $0.67 per mile
- More than 100 miles roundtrip - Turndown Rate
- On/after 1/1/21: $0.43 per mile
- Less than 100 miles roundtrip - Standard Rate
Additional information regarding International travel such as passports, travel visas, immunization requirements, foreign currency, and insurances may be found on UW TravelWIse International booking page.
International - MEAL AND LODGING MAXIMUMS
Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) can be found using the Lodging/Meal and Incidental Calculator. If the location of travel is not listed, the 'Other' rate will apply.
Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement and should be noted as such within your e-Reimbursement Meals & Incidentals Per Diem expenses.
For foreign travel, the incidental portion of the per diem varies by location. The incidental portion includes the following expenses:
- Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
- Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
- Phone calls
- Laundry, dry cleaning, etc.
- Bottled water
INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT
Make your reservations through our contract with Fox World Travel and take full advantage of expert international reservation services.
Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government (federal funds = grants) utilize a U.S. flag carrier, with few exceptions.
Exceptions:
- When there is no nonstop or direct service offered by a U.S. carrier
- When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
- When the passenger’s travel time is extended by at least 6 hours
- When the connecting time is 4 hours or more at an overseas interchange point
Additional information on the Fly America Act and Open Skies Agreement can be found here and at the U.S. General Services Administration (GSA).
Interview candidates
Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-La Crosse. Candidates are subject to same UW travel policies, best business practices, and process standards as employees. Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.
Guidelines - Interview Candidate & Employee/Host
Reservations
- Reservations for Interview Candidates should be made in Concur or with Fox World Travel.
- If the department wishes to make the reservations on the candidate's behalf, this can be done in Concur using the Book for a Guest tool or by calling Fox World Travel and booking for a guest. The employee making the reservations must have an active Concur profile.
- If the department wishes the candidate to make their own reservations, the department must complete the One-Time Individual Booking Request Form found in the Fox World Portal. This will generate an email to the candidate with a code. The candidate then can call Fox World Travel, provide the code, and make the reservation. The employee completing the One-Time Individual Booking Request Form must have an active Concur profile.
- Booking options and job aids can be found on the UW Student and Guest Travel page.
Payment of Expenses
- The department may utilize a P-Card to reserve and pay for travel arrangements or the candidate can pay out-of-pocket for expenses.
- Any out-of-pocket expenses must be reimbursed using the e-reimbursement system.
- Interview candidates who do not have an active UW appointment are considered a non-employee. A non-employee ID is required to reimburse.
- Non-Employee ID Request Form Instructions
- Once completed, the employee contact can enter an e-Reimbursement on behalf of the non-employee/interview candidate
- Necessary information to complete the form:
- Non-employee full legal name and mailing address
- University funding string
- Initial Expense Date (earliest date expenses occurred, may be before travel)
Hosted Meals
- The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
- Meal expenses are limited to Hosted Meal Rates
- The purchase of alcoholic beverages with University administered funds is prohibited
- Rates, applicable approval forms, and other UW La Crosse Food Information can be found here
Students & non-employees
Travel arrangements for UWL students and non-employees can be coordinated through a department Travel Coordinator. Student and non-employee travel arrangements are subject to the same UW travel policies, best business practices, and process standards as University employees.
Driving Personal Vehicle
Students who are required to drive on University-sponsored business must be authorized to drive in accordance with UWSA Policy 615-Vehicle Use and Driver Authorization and follow university guidelines prior to using personal vehicles, rental vehicles, or fleet services.
- UW La Crosse Driver Authorization page
- Note: In addition to receiving driver authorization, successful completion and certification of Van Training is required prior to renting 12-15 passenger vans. Certification is required to be presented when renting a 12-15 passenger van.
Business mileage will be reimbursed at the IRS-authorized mileage rate in effect on the date of travel using the most direct route.
Standard Rate
- $0.67 per mile
UW TRAVEL POLICY - RELOCATION
Relocation stipends at UW La Crosse are paid via E-Reimbursement. Stipends can be paid up to 30 days in advance of the employee's move date. Stipends paid prior to employee's start date require a non-employee ID.
Creating the Relocation Expense Report
Ensure the report is created under the new employee's name (or non-employee profile if needed). Follow the guidelines below to create a consistent report:
- *IMPORTANT* Business Purpose: Must select RELOCATION
- Description: Use your discretion. Common descriptions include employee last name and the word Relocation
- Default Location: Location from which employee is relocating
- Reference: Choose based on location from which employee is relocating
- Date of Departure/Date of Return: can be same day
- Attachments: Include Authorization Letter from HR with signatures(REQUIRED)
- Justification: Ex. Relocation costs for JANE DOE, relocating to La Crosse, WI from CITY, ST. Start date is MM/DD/YYYY.
- Add an expense line.
- Expense Type: Relocation-Stipend
- Description: Use your discretion
- Payment Type: Personal Funds
- Amount: Total amount before withholding
- Add another expense line.
- Expense Type: E-Re Estimated Withholding
- Description: can leave blank
- Payment Type: Personal Funds
- Amount: Enter as negative
- Click Save. You will be prompted for a reason. For more information regarding entering a withholding expense. See help guide below.
- Review and Submit
Meal & incidental expense per diem allowance
Individual University business travelers are eligible to receive a meal & incidental expense (M&IE) per diem allowance whenever travel requires an overnight stay. The M&IE per diem allowance covers individual, out-of-pocket meals and incidental expenses.
The M&IE per diem allowance includes all meals as well as incidental expenses defined as:
- Fees and tips given to restaurant wait staff, bell hops, porters, baggage handlers, hotel housekeeping, valet, service staff on trains or ships.
- Transportation between places of lodging or business and places where meals are taken.
- Laundry, dry cleaning, and pressing of clothing
- Mailing and other expenses associated with filing expense reports
- Bottled water (for international travel needs)
Day trip travel without an overnight stay does not qualify for the M&IE per diem allowance. If your day travel requires you to spend money for a meal(s), the approving authority may authorize a $15 day trip meal allowance. This allowance is tax reportable to you.
The M&IE per diem allowance does not require receipts for payment. Do not submit receipts to the University for M&IE per diem. The I.R.S. does recommend that all business travelers retain receipts for any business travel expenses incurred for personal tax filing purposes.
No. A M&IE per diem allowance is only allowed for individual travelers that incur meal and incidentals expenses as a result of over-night travel, pay out-of-pocket and file for their own reimbursement. If a student traveler does the above, they would file for their own M&IE per diem reimbursement. If you continue to provide this for the student, they cannot.
When a University group leader provides money to students (or members of a team) for purchase of their own meal the expense limits fall under the same limit structure as Headquarter City and UW Sponsored Events. The amount of meal money given should be reasonable and in keeping to the type of student activity/travel and meals being provided.
All meal expenses must be supported by itemized receipts. In cases where meal money is given to students to purchase a meal on their own, the standard signature form, signed by the student to acknowledge the receipt of meal money, will be used in lieu of the restaurant receipt.
The maximum rates, including gratuity and tax, by location and meal expense type are:
Expense | Within Wisconsin | Outside Wisconsin |
Breakfast | $12 | $15 |
Lunch | $18 | $23 |
Dinner | $30 | $37 |
Refreshments/Break | $10 | $10 |
An individual traveler’s personal meal & incidental expense (M&IE) per diem allowance cannot be used to pay for items related to University Sponsored Events or any other related business entertainment activity that includes meals, food or beverages whether the expense is incurred in travel status or at the headquarter location.
Meal limits, receipt requirements and other documentation for hosting expenses is part of the UW Headquarter City & Sponsored Events policy. Please review the requirements.
Yes, the M&IE per diem allowance is applicable to all individuals that travel for University purposes.
Headquarter city & UW sponsored events
No. When making food and beverage arrangements you do not have to spend the maximum amount per meal. Let the food and beverage staff know what your budget is and request food and beverage options that align with your budget. If you are accustomed to using a hotel’s “state rate menu” to stay within your budget, you can continue to request that.
These type of meal expenditures are considered “hosted meals”. Meal maximums and policy requirements for hosting a meal are the same as what is contained within the Headquarter City and UW Sponsored Events Policy.
All hosted meal expenses must be supported by a business purpose, itemized receipts and a list of attendees. The meal purchase(s) should be reasonable, need not be at the maximum amount, and in keeping with the type of student activity/travel and meals being provided.
The maximum rates, including gratuity and tax, by location and meal expense type are:
Expense | Within Wisconsin | Outside Wisconsin |
Breakfast | $12 | $15 |
Lunch | $18 | $23 |
Dinner | $30 | $37 |
Refreshments/Break | $10 | $10 |
Travel Policy
The university will pay for the most economical form of transportation to reach your business destination and return. That will often be by air for out of state business. If you elect to travel by car, that’s a personal choice and your reimbursement will be limited to the lowest cost. You will have to provide a cost comparison which includes airfare and all related air expenses (airport parking, taxi from airport to hotel and back, and mileage from home to airport and return), and car mileage and related costs (including additional work hours for travel time) for the travel to the destination and return. This cost comparison, including the additional work hours for travel time, must be discussed and approved by your supervisor prior to travel.
Note: The comparisons will need to be attached to your expense report to support the elective to drive vs. fly and expedite your reimbursement.
For more information see the process guidelines: Determining the Appropriate Mode of Transportation and 1201 Purchase & Payment of Business Air Travel
There are a number of things to consider in this situation, for instance, can you pay to ship the equipment and travel by the lowest cost transportation option? Is it less costly to drive your personal vehicle and carry the equipment with you? Can you rent a car for less than the mileage cost for driving your own vehicle? The university will pay for the most economical form of transportation to reach your business destination and return, including the need to transport the equipment.
You will need to prepare a comparison of the various possible methods of transportation that will meet the need in determining lowest cost. You should then discuss options and cost with your supervisor as the approving authority has responsibility for determining the most appropriate mode of transportation.
For more information see the procedure: Determining the Appropriate Mode of Transportation
UW System Travel FAQs
Training
Topics: Receipts and Invoices | General Booking | Travel Policy | Air | Car | Lodging |
General Booking
Concur
Concur is an online booking tool that University of Wisconsin System employees can use to book university-sponsored individual air, car or hotel reservations. Our contracted travel agency, Fox World Travel, licenses Concur for University Travelers to use. Travelers can manage their itinerary, view changes, and research pricing by using Concur.
To register for Concur, users can log into Concur via Single Sign On. New users will be directed to the Concur registration page. Registrations are reviewed and approved within 48 hours.
Please review this file:
Concur cannot be used for personal travel reservations, unless purchasing business travel combined with personal travel. Cost comparisons must be obtained when booking air travel.
Training
Fox World Travel Concur Support Desk
Fox World Travel is available to support your Concur questions. Contact support via phone at 608-710-4172 or via chat in the Concur application.
Forgot Password?
Submit a request to Concur for a password reset. Your username is your current institutional email address.
New User Registration
Concur registration for new users. Registration is limited to employees. The use of a university e-mail address is required for user name.
Additional Support
Contact your institution’s travel manager for additional support questions.
Personalized SAP Concur Open Updates
Personalized up-to-the-minute service availability and performance information
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OPI-5960257 : US2 : Expense | Travel | Invoice | Request | Imaging | Analysis/Intelligence : Issue Resolved
20 December 2024 | 3:12 pm
In the US2 Data Center, logins through the SAP Concur website app and SAP Concur mobile app was below expected levels. Affected users may have experienced intermittent login errors, stating, "Sorry, something went wrong," "Sorry, Concur is currently unavailable." or "502 bad gateway error" when attempting to log in. A possible workaround was identified. Users may have been able to successfully login after refreshing the page. The Incident Response Team (IRT) performed a configuration change to restore service. We have verified that service performance is stable and will now resolve the incident. An investigation into the root cause of this incident will now be conducted, and a root cause analysis report provided when that investigation is complete.
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OPI-5960257 : US2 : Expense | Travel | Invoice | Request | Imaging | Analysis/Intelligence : Issue Status Update
20 December 2024 | 2:43 pm
In the US2 Data Center, logins through the SAP Concur website app and SAP Concur mobile app was below expected levels. Affected users may have experienced intermittent login errors, stating, "Sorry, something went wrong," "Sorry, Concur is currently unavailable." or "502 bad gateway error" when attempting to log in. A possible workaround was identified. Users may have been able to successfully login after refreshing the page. Services have returned to normal operating levels. We will continue monitoring performance for the next 15-30 minutes to verify stability. Once verified as stable the incident will be resolved.
Please see Student and Guest Travel
Yes, the university’s contracted travel agencies can assist with companion/family travel. However, please keep in mind their primary responsibility is to service university sponsored/business-related travel. The consultants do not specialize in vacation travel. If your request exceeds their capacity, you will be referred to a vacation/leisure consultant. Also, keep in mind, service fees will apply to personal travel/companions.
It is the responsibility of the hosting department to ensure that all guests of the University are aware of UW Travel Policies. Guests should be provided a copy of the University’s Visitor Travel Guide prior to scheduling travel. If the guest books outside of policy, please reach out to your campus travel manager to inquire about obtaining an approved Travel Policy Exception.
There are several different types of insurance available to UW Employees. Please reach out to your Human Resources Representative for more information.
Insurance that is specific to travel –
- Vehicle coverage through the Big Ten contract (Enterprise and National) and State of Wisconsin contract (Hertz)
- CISI – medical insurance required for students who are traveling internationally. UW-Stout and UW-Madison employees are required to register for CISI insurance when traveling abroad. Contact your campus travel manager for more information.
* The University does not pay for or reimburse trip insurance.
We have created a Group Travel Resource page to identify the different needs of groups. Most likely, you will have to work with an agent, as agents are best to assist your group needs. Information on groups can be found in Group Travel under Planning in TravelWIse.
No. Because of our commitment to duty of care and our relationship with vendors, UW will still require the use of our contracted travel agency partners for all airfare purchases.
No, UW air contract cannot be used for travel that is 100% personal in nature. However, when combining personal travel with business travel, UW air contracts can be used.
Yes, travelers can combine personal and business travel and book individual tickets through Fox World Travel. When a traveler elects to combine personal travel days with business travel, cost comparisons must also be obtained to ensure that the University is paying for the business trip dates only. A cost comparison must be provided to show the cost of the lowest appropriate airfare for the business travel dates only and another with the added personal dates. The lower of the two comparisons will be paid or reimbursed by the University.
Valid Cost Comparisons: Concur or agents from one of the university’s contracted travel agencies must be used for cost comparisons. Because of pricing and availability fluctuations, accurate cost comparisons must be done immediately, in succession, to be valid.
No, companions/family members are not eligible to receive UW contracted airline discounts.
National/Enterprise and Hertz are the contracted suppliers for UW.
Personal use may be added in conjunction with a business trip, either at the beginning of the end of your reservation. . Please note additional coverage such as CDW or LDW are not included when reserving a strictly personal rental. The coverage can be added for additional fees.
View the Personal Use Contracts page for more information.
Users are highly encouraged to book all vehicle rentals through Concur or our contracted travel agency partners as contract details are built into the booking channels. However, booking directly with a vehicle rental agency is allowed. When booking outside of Concur/contracted travel agencies, it is the responsibility of the traveler/arranger to make sure the contracted vendors are being used (Enterprise/National and Hertz).
Verify hours of operation at the Enterprise location you are renting from. It is possible that the location is closed at the time you are entering into Concur.
Note: pick-up and/or drop-off hours may need to be modified to accommodate the location hours of operation.
If you have determined that Enterprise does not have any cars available, explore other options. Look into renting from National or Hertz, and if none of our preferred partners have availability you may want to condenser driving your personal vehicle or work with our travel agency to use another vendor.
Contact your campus travel manager for assistance in determining the best alternative.
Yes.
Note: Most Airport locations are open on weekends.
Yes. While we highly recommend using Concur or our contracted travel agencies, policy does allow you to contact the hotel directly (either by phone or on the hotel website) to book your lodging reservation.
No. Third party booking websites are prohibited under the travel policy
Yes.
Third Party bookings are still restricted (such as Expedia and Orbitz).
Please visit our Airbnb page for more information.
Conference lodging should be booked using the link provided with your conference registration or by contacting the conference hotel directly.
Note: Users are highly encouraged to search Concur for the conference hotel(s) as often rates found within Concur are less costly than the conference rate.
We highly encourage you to use UW preferred properties whenever possible. Booking with a preferred property allows the UW System to act as a liaison in the event there is an issue with your stay, and to ensure rates are below the maximum. However, bookings with non-preferred properties will still be reimbursed.
If you are unable to find lodging within a reasonable distance from your location, you are required to provide documentation (i.e. screenshots from Concur) that a lower rate was not available.
UW System Travel Policy can be found here.
If you will be booking travel for 10 or more travelers, utilize the Group Block service with Fox World Travel.
Contact Information
UW-La Crosse Travel Manager:
Emily Stoffel
emily.stoffel@wisconsin.edu
608.263.1040
Training Recordings
Travel Training – Reimbursement
October 15, 2024
Recording Link
Travel Training – Policy
October 14, 2024
Recording Link
Guest Booking Training
Sept 17, 2024
Recording Link
Guest Booking.ppt