RESEARCH SUPPORT OFFICE Space Science and Engineering Center

All airfare must be booked through the Concur online booking tool or directly with an agent at Fox World Travel. Use of a third-party online travel booking site (e.g. Travelocity, Orbitz) or booking directly with an airline is prohibited. Fox World Travel is the University’s contracted travel agency for individual travel and are able to assist you in addition to the SSEC Travel Office. Higher Education Team hours are from 7am – 7:30pm CST.  Call (608) 710-4172.  Chat is available Monday-Friday 7am-10:30pm (After hours fee applies after 7:30pm).  Live chat with an agent through the Fox Portal or your e-invoice.  For complete information on how to book and pay for a flight, and what air travel-related expenses are allowed, see Planning a Trip – Air Travel

When to call Fox World Travel for booking –

• International Flights
• When traveling with a companion (non-business-related traveler) to reserve flights for both
• Trip that includes multiple locations/legs
• To apply unused credit to a flight
• For help with cost comparisons

All lodging must be reserved through the Concur online system, directly with an agent at Fox World Travel, 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. For complete information on UW lodging policy, see Planning a Trip – Reserving Lodging.

The University has contracts with various lodging suppliers in top travel destinations, including Wisconsin. UW contract rates are only offered within Concur.

Any employee who will operate a vehicle on UW business must be an authorized driver prior to traveling. This includes rental vehicles, fleet vehicles, and personally owned vehicles. No vehicle-related expenses will be paid or reimbursed for unauthorized drivers. For information on using vehicles during UW business travel, see Planning a Trip – Vehicles.

For information on registration fees, see Planning a Trip – Registration Fees.

Local transportation while in travel status is payable/reimbursable to the extent it is supported by a business purpose.

Travel by taxi, shuttle, subway, Uber/Lyft/rideshares, bus, train, or any other necessary means of transportation is allowable.

Travelers should choose the most reasonable, cost-effective means of traveling locally. Payment/reimbursement for tips is limited to 20%.

Costs associated with cancelling or changing a flight are payable/reimbursable provided the reason for the cancel/change is outside of the traveler’s control. Be sure to save documentation to support reimbursement claims. All airfare changes and cancellations must be made with the UW contract travel management companies.

Cancel flights in Concur or by contacting Fox World Travel directly.

Travelers are responsible for retaining their receipts and other supporting documentation in accordance with the UW Reimbursement Requirements.

Reimbursement may be reduced or disallowed if costs are not supported by an itemized receipt and/or other supporting documentation. Example: if a conference’s dates change unexpectedly, save the email correspondence between the conference organizers and the traveler to support the fees for changing the flight.

• Deadline for reimbursements
• What can be reimbursed
• Receipt requirements
• Other supporting documentation
• Non-travel reimbursements

Employees get reimbursed by submitting an expense reimbursement through e-Reimbursement. Once submitted, expense reimbursements are reviewed by at least two levels of approval. Once an expense reimbursement has been fully approved, the reimbursement amount is directly deposited into the employee’s bank account within 5 business days.

In order to process your expense report, please submit a completed TER-Travel-Expense-Report and scanned or .pdf versions of all your receipts to travel@ssec.wisc.edu.

For the SSEC Travel Office or administrative students to enter your E-Reimbursement, you will need to delegate entry authority (see Procedure 3024-2-Assign an Alternate).

1. Sign into Shared Financial System (SFS).
2. Click the Expenses tile.
3. Click the Delegate Entry Authority link in the links panel along the lower right-hand side of the page.
4. Click the plus sign to add an additional row.
5. Click the magnifying glass next to the blank field, then click on Advanced Lookup. Enter the alternate’s last name in the Description field. Locate the alternate and click on their name.
6. The Authorization Level should be “Edit.” If an employee chooses “Edit & Submit”, it will revert to “Edit.”
7. Complete this step for Hollyn Gaffner, Sydney Gray, and Treva Robaidek.
8. Click Save.
9. Sign out in the upper right hand corner.

When your expense report has been entered, you will receive an email letting you know the expense report is ready to be reviewed and submitted.

Reimbursements must be submitted on behalf of non-employees (see Non-employee E-Reimbursement).

1. 1. Always be sure to “Log Out” at the end of your session. If you fail to do so, you will need to clear your cache and cookies before you can log in again.

1. 1. Never use your browser’s back button to navigate within E-Reimbursement; instead use the links to navigate within the system.

Meals are reimbursed on a per-diem basis, not for actual costs (see Meals Policy UW-3018).

Determine which meals and incidentals are approved for reimbursement during business-related travel with the M&IE calculator: Meals and Incidentals

If personal travel is combined with business travel, an airfare cost comparison is required. The University will not incur additional expense for personal travel. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare, no exceptions.

When traveling with a companion (non-business-related traveler), contact Fox World Travel to reserve flights for both the business traveler and companion.

UW System-Combining Personal and Business Travel Webpage

• Traveler User Guides
• Webinars
• Concur Support & User Guides

1. Will the people I set as E-Reimbursement delegates have access to my personal information?   No, they will only have the ability to create TERs on your behalf.
2. Can I enter TERs for myself instead?  Yes, if you have experience with E-Reimbursement and would prefer to submit your own.  Please contact SSEC Travel with questions.
3. I’ve always handled all of my own travel arrangements, can I still do that?  Yes, but if you choose to handle your own bookings you accept the full responsibility of knowing and complying with the University Travel Policy – UW-3015.
4. I see the UW policy requires that I turn in my receipts within 90 days after returning from the trip.  What happens if I miss that deadline?  The 90 day rule is necessary to be in compliance with IRS Accountable Plan Rules.  After 90 days the reimbursement is considered taxable income.  For employee reimbursements, if there are extenuating circumstances an Exception Request Form must be completed and approved through the divisional offices.  For non-employee reimbursements payment will need to be made through a Payment to Individual Report (PIR).  These expense reimbursements are reported as taxable income.