UW – River Falls Travel

Personal Vehicle Mileage Reimbursement

Reimbursement of business mileage or other vehicle related costs will not be made for normal commuting from home to regularly assigned headquarters. The “Headquarter” location is where your main place of business or work is located, regardless of where you maintain your home. Mileage over 100 miles roundtrip will be reimbursed at the turndown rate. 

Required Driver Authorization 

Employees who are required to drive on university-sponsored business must be an authorized driver. Fill out the Driver Authorization Form and submit it electronically to Risk Management prior to using personal vehicles, rental vehicles, or fleet services. Allow up to seven days for review and approval.

Approved Methods

The approved methods of payment are University Corporate Travel Cards, Personal Credit Cards, and University Travel Purchasing Cards.

CORPORATE TRAVEL CARD

The corporate travel card is a joint liability card. The credit card statement is sent directly to the traveler. Travelers may opt to have their reimbursement routed directly to U.S. Bank through the e-reimbursement system, or pay the statement personally. To apply for a corporate travel card, fill out an online application.

View more information about the travel card on the US Bank Corporate Travel Card page.

PURCHASING CARD (only for guest travelers)

Purchasing cards should not be used for travel unless booking for a guest or job candidate or group travel. For information on obtaining a purchasing card, and restrictions of use, contact your institution’s purchasing card administrator.

To book NCAA Athletic Team Travel, Shorts Travel Agency is the University’s contracted agency. Coaches and other athletic personnel travelling for NCAA reasons may also use Shorts for individual travel reservations.

Getting Started

CREATE YOUR PROFILE IN THE SHORT’S SYSTEM. Click here for instructions on how to create your profile. All travelers/travel arrangers are required to have a profile PRIOR to requesting travel. Make sure to enter your individual p card for any purchases and your frequent program numbers to make sure you get points for your trip! Once you are logged in, you can manage all your personal and team information, as well as view upcoming trips, all in one location. Click here for a detailed guide on the features of the travel portal.

Reservation Options

With the July 1, 2020 launch date – contacting an agent will be the only way to make reservations. There will not be any online booking to ensure top tier, personalized service.

Toll Free (Athletics Travel): 844-814-3936

Email: UWSathletics@shortstravel.com

Business hours: Monday-Friday 8:00am-5:00pm Central Time

RESOURCES 

Shorts Travel Information Page

Type of Travel

Group Blocks are defined as 10 or more tickets with one airline via a special contract, where the travelers are on the same flights round trip and one form of payment is used for all tickets. All the tickets are held at the same price and can be ticketed at a later date.  Group Blocks are serviced by Fox World Travel. 

Reservation Process

To begin the process of booking a group block, please fill out the group block form. A dedicated Fox World Travel group agent will be in contact with you shortly to begin the group block sourcing and contract process.

• Each type of group group must have a primary travel coordinator and a backup. The group travel coordinator and backup will be the sole group contacts with the travel agency regarding their group arrangement.
• Coordinate with your institution’s Purchasing Card Administrator to raise purchasing card transaction limits to cover anticipated group costs well in advance of ticketing deadlines and until transactions are posted.
• Ensure that a UW authorized purchasing agent signs all letters of agreement or contracts when necessary, and the approved documents are sent to the travel agency in accordance with deadlines provided

Group Block Form

See: Fox World Travel - Group Block User Guide

Contact:

Group Block Dedicated Team Business Hours: 7:30am-5 pm CST Monday-Friday, excluding Holiday.
After Hours Emergency Support is available outside these hours, including weekend and Holiday Coverage
Direct phone: (920) 933-4180

Group Block Request Form

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 Travel Incorporated or Fox World Travel for groups, 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).

Tax Exemption Page

Guidelines - Interview Candidate & Employee/Host Bookings 

Interview Candidate

• All travel reservations must be booked via Concur or Travel Incorporated.
• Departments may wish to set up an Administrative Group for Interview Candidate Travel or book travel on their behalf via Concur. Interview Candidates cannot call into Travel Inc without a reference admin group ID.
• Interview candidates are considered non-employees
• 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
  • Date of first purchase for which reimbursement will be requested

Employee/Host

• The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
• No more than two or three staff will be permitted to host a meal with the candidate unless an exception has been granted by the Chancellor's office 
• Meal expenses are limited to Hosted Meal Rates
• The purchase of alcoholic beverages with University administered funds is prohibited

• The department or committee may want to consider having the interview candidate picked up at the airport or hotel by a staff member and using this time as an opportunity for discussion.  This may be a less costly option than a rental car, and provide a more personalized touch to the candidate.

• Itemized receipts are required for hosted meals, hotel, car rental and airfare reimbursements

   

Resources

• Applicant Interview Expenses
• Meal Expenses When Hosting Non-UW/State Employee
• Meal Expenses and Refreshment Breaks 

Employee Relocation

The University may reimburse relocation and/or temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion.  Approval to reimburse employee relocation expenditures must be obtained from the Dean or appropriate Division head.  Details and limitations for relocation expenses are outlined in the appointment agreement initiated by Human Resources. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes. UW Systems recommends a general rule of 30% withholding for stipends and direct moves.

Instructions for Departments

The following circumstances should be considered:

1. Are individuals skills in critically short supply?  If yes, is payment usually available from competing employers?
2. Is the labor market tight for this particular position?
3. Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
4. Will the best qualified individual for the position be unable to accept the institutions offer for financial reasons unless relocation expenses are paid

Conditions for Reimbursement:

• The University may reimburse or pay relocation costs as noted on the Relocation (Household Moves) and Temporary or Indefinite Work Assignments 
• Reimbursement for an employee’s relocation expenses may be allowed if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the approving authority determines that a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable
• Temporary lodging may be granted as part of the overall moving reimbursement total.  It is limited to 45 days, and must be approved by Vice Chancellor for Administrative Affairs.   

Department Responsibility:

• Complete the Moving Pre-Approval Form found below. This form will indicate the total amount to be reimbursed to the new employee (ie. up to $2,500).  The pre-approval form will be part of the support attached to the travel expense report (TER) submitted for reimbursement. 
• The department can offer only a stipend and supplemental stipend. 
• Stipends cover non direct costs and can be paid to the new employee up to 30 days in advance of their move via the reimbursement system. 
• Do not indicate that you will pay “whatever it costs”.  You should have a specific amount in mind, as this cost will be charged to your department, so please plan accordingly.

Approval for reimbursement is delegated to Deans and Division heads

Employee Responsibility:

• Arrange for move.
• Reimbursement 30 days before the move requires a non-employee ID for the reimbursement system. The new employee must work with the department to inform of this request. The department will then create a relocation report on behalf of the new employee and attach a copy of your offer to demonstrate the relocation amount offered. Lastly, add a estimated withholding tax amount see guide under resources. 

Resources

The Shared Financial System (SFS) or E-Reimbursement System is only available to active employees. If you are not an active employee and are expecting to receive a reimbursement from UW-Whitewater for travel expenses please check with your campus contact to determine the status of your expense reimbursement.

For questions regarding submitted expense reports please contact Central Audit expenseauditing@wisconsin.edu

Central Audit Processing Status

Resources

• Sign Into E-Reimbursement 
• Approver responsibilities/checklist
• How to Videos and Guides
• Create Expense Report 
• Create Expense Report as Alternate 
• How to Approve Expense Reports
• Non-Employee Request Form Process pdf

Sustainable Travel