Booking Travel

Travel Planning and Booking

• The Division of Business Services provides information on pre-approval, where to book and how to pay, payment methods, reserving lodging, and calculating reimbursements.

Air Travel

• Air travel policy
• Airfare is limited to the “Lowest, Logical, Non-Refundable, Coach/Economy Class Fare Available.” International flights with more than 8 hours of flight time may be upgraded to premium. Cost comparisons must be obtained by Travel, Inc. for any flights that include personal days.
• All airfare must be booked through the Concur online booking tool or directly with an agent at the University’s contracted travel agency.
• Use of a third party online travel booking site or booking directly with an airline is prohibited.
• Book online with Concur.
• To allow a Travel Arranger to make travel arrangements on behalf of a non-employee/guest, contact the UW-Madison Travel Manager.

Lodging Policy & Allowable Costs

• Lodging Policy
• Allowable and included in the maximum rate: Room Fee, occupancy tax, non-avoidable fees, non-exempt sales tax
• Unallowable: Sales Tax from WI or a treaty state, security deposits, amenities, meals, avoidable fees

Reservations

• All lodging must be reserved through the Concur online system, directly with an Agent at Travel, Inc.,  by booking directly with the lodging facility, or by booking through AirBnB. Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.
• To allow a Travel Arranger to make travel arrangements on behalf of a non-employee/guest, contact the UW-Madison Travel Manager.
• Travelers can use a Purchasing Card, a My Corporate Card or a personal credit card to pay for lodging and related expenses.
• Travelers are limited to the daily rate for the location. Use the UW TravelWIse Lodging and Per Diem Calculator to see the daily rates for the dates and location of your trip.

Meals & Incidentals

• Meals and Incidentals Policy
• When determining the cost to host the visiting scholar, make sure to use the Per Diem Allowance Calculator from Business Services.
• All meals and hotel rates should follow the pricing for Madison during the time of stay.
• First & last day per diems are reduced by 25%, and any meals provided to the traveler by UW or conferences will reduce the day by 50% for dinner, 30% for lunch, and 20% for breakfast.
• The M&IE per diem allowance includes an amount to cover otherwise non-reimbursable costs (e.g. personal phone calls, laundry, hotel maid tips, porterage tips, bottled water).
• Travelers will not receive additional reimbursement for these items.