Policy/Procedure: 201.A Air Travel

Statement of Policy

Payment/Reimbursement for travel shall be limited to the lowest cost means of travel unless it is impractical or not available. Travel by air shall be limited to the lowest logical coach class fare available. The additional cost for premium class (first class or business class) travel is not reimbursable. If extenuating circumstances arise where premium class travel is required, such travel must be documented, approved by the respective Divisional office and subsequently approved by the UW-Madison Travel Office prior to booking the flight. Employees who seek a disability-related travel accommodation should see http://www.oed.wisc.edu/disability/employee.html for information on the Americans with Disabilities Act.

The "lowest logical coach class fare" is defined as the least costly fare, including taxes and fees, that:

Uses a regularly scheduled commercial carrier.
Prohibits preference for any airline, type of aircraft and connecting airports.
May require one plane transfer both departing and returning.
Departs from the airport nearest to the employee's headquarters location or, at the discretion of the employee, from an airport offering a fare which is more cost effective for the UW, including parking, mileage or additional overnight stays.
Allows for up to a four-hour leeway in scheduling which may necessitate that the employee arrive up to two hours prior to the start of his/her UW business and may require up to a two-hour wait after the planned business ending time to take advantage of lower air fares.
May be non-refundable.

Associated Fees

Baggage
- The first piece of baggage within the airlines’ weight and size limits is allowable.

Costs for additional baggage beyond the first piece and overweight or oversized baggage may be reimbursed by providing a business justification.

Seat Fees

The costs associated with booking an aisle or exit row seat on a coach class ticket are allowable.

Change/Cancellation Fees

Fees charged for changing a non-refundable ticket are allowable if justified by circumstances outside of the traveler's control (i.e. meeting dates changed).

Booking Fees

Travel agency and online booking fees are allowable.

Note: Any additional fees for traveler conveniences or amenities are not allowable expenses.

Booking Methods

Cliqbook is the preferred vendor for booking airfare online.
Travelers may use the agency of their choice when online purchases are unsuitable. We encourage the use of the Wisconsin Certified Minority Enterprise travel agents.
Orbitz is not in compliance with State of Wisconsin sales tax collection requirements and must not be used for booking business-related travel.

Payment Methods

Whenever possible, travelers should utilize university purchasing cards or the personal-liability My Corporate Card to pay for UW-Madison business-related airfare and allowable associated fees.

Receipt/Documentation Requirements

Note: Required documentation should be retained in the payment mechanism files. When entering University Prepaid Expenses in e-Reimbursement, an additional copy of the expense receipt is not required in the receipt packet.

Airfare: Complete supporting documentation for airfare includes the following:

An approved UW – Madison business purpose

An airline or agency receipt that includes all of the following:

Traveler’s name
Ticket number
Destination
Departure/Return Dates
Amount of fare
Itinerary
Class of travel
Proof of payment

An explanation and a cost comparison obtained at the time of booking are required under the following circumstances:

Indirect routing and/or extra stops for personal reasons: Indirect routing/extra stops for personal reasons are allowable provided there are no additional costs incurred.
Departing from and/or returning to an alternate city: Departing from and/or returning to a city other than Madison, Milwaukee or Chicago is allowable provided the fare is more cost effective for the UW, including parking, mileage, meals, additional overnight stays, etc.
Departing earlier/returning later than business requires: It is acceptable to depart a day early and/or return a day late if it results in a substantial savings in airfare to offset the extra costs of the room, meals, etc.

Associated Fees: A receipt may be required for associated fees depending on the amount and payment method used. For complete receipt requirements, see Policy 201.L Receipt Requirements.

Frequent Flyer Information

The University of Wisconsin System participates in most major airlines’ Corporate Frequent Flyer programs. When an airline reservation is made for a UW employee or guest through one of the booking methods below, frequent flyer miles are awarded to the University as well as the individual traveler.

Cliqbook: UW Corporate Frequent Flyer Account Numbers are embedded behind the scenes in each University traveler’s Cliqbook profile.
http://www.uwsa.edu/fadmin/flyer.htm: When booking with the airline directly, provide the UW's Corporate Frequent Flyer Account number to the reservationist.

Airline Promotions

Benefits from any airline promotion, such as free tickets for frequent fliers, merchandise, etc., that accrue as a result of UW paid travel belong to the UW and must be used for UW related business only; however, benefits that accrue as a result of voluntary bumping may be retained by the employee.

Note: An employee may not be reimbursed or compensated for business use of personally earned frequent flyer vouchers, vouchers for bumping, discount coupons or other instruments of value.

International Travel

For additional requirements pertaining to international travel, see Policy 201.J International Travel.

Contacts

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.
Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.

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