TRAVEL OFFICE- a unit of Accounting Services

The State of Wisconsin is mandating the use of state charge cards and contracted car rental companies and in-state hotels.

These regulations apply to all cases where the travel is arranged by one or more UW employees and where the travel is paid through UW accounts, even when the costs are being reimbursed in whole or in part by third party organizations or where a portion of the travel is self-funded by the traveler, whether that traveler is an employee, student, or non-employee.

For specifics on implementation of these policies as they affect your School/College/Division, please contact your Unit Business Representative (UBR).

The following are key points of the new program:

Effective immediately: use of the state�s contract hotels is required whenever a contract hotel is accessible and meets the business needs of the traveler.
For a searchable listing of the contract hotels, click here.
For frequently asked questions about hotels, click here.

Effective immediately: whenever possible, use of the state�s contract car rental vendors is required.
The contract car rental companies have not changed. For car rental policies, click here.
For frequently asked questions about car rentals, click here.

Effective immediately: it is required that an institutional liability purchasing card (PCard) be used for all reimbursable airline tickets.

If they so choose, employees have the option of utilizing the state-provided personal liability travel card (TCard) to purchase airline tickets, but reimbursement for these tickets may not be made until the trip has been completed.

Please contact your Unit Business Representative for the procedures specific to your School/College/Division.
For a summary of allowable payment methods, click here.
For more information on the TCard, click here.
For more information on the PCard, click here.
For frequently asked questions about the charge cards, click here.

Effective immediately: it is required that a state-provided USBank Visa Travel Card (TCard) or an institutional liability purchasing card (PCard) be used for all reimbursable
    travel agency service fees,
    hotel room rates, and
    car rental costs.

Please contact your Unit Business Representative for the procedures specific to your School/College/Division.
For a summary of allowable payment methods, click here.
For more information on the TCard, click here.
For more information on the PCard, click here.
For frequently asked questions about the charge cards, click here.

Currently, no travel agency contract for individual travel exists.  Until further notice, you may book airfare through any agency or website as you see fit, as long as you make the effort to find the most economical fare, and as long as you do NOT use Orbitz or any affiliate thereof.

The Pocket Travel Guide and the Travel section of the Administrative Services Manual (ASM) have been updated to reflect these changes.

The new program also includes contracted travel agencies for athletic team travel and student study abroad travel.  These contracts are still in effect. Anyone included in these two types of travel will be required to use separate designated travel agencies. Contact the Travel Office (x6651) for more information.