PURCHASING CARD TRAVEL GUIDE

Index

The standard purchasing card is not to be used for travel-related expenses (except for registrations). In order to obtain a Purchasing Travel Card, several requirements must be met. Prior to applying for travel card privileges, the individual must obtain approval from their Department and Dean’s Office. Once the cardholder has completed the necessary forms (See “How to Obtain a Purchasing Travel Card”), Divisional approval must be indicated on the Travel Agreement Form. The cardholder and site manager must attend a Purchasing Card Travel Training session in addition to the standard Purchasing Card Policies and Procedures training session. Once the above requirements have been met, the cardholder will be approved to use the card for travel-related expenses.

WHAT CAN BE PURCHASED WITH THE PURCHASING TRAVEL CARD

A purchasing card approved for travel can be used to make the following purchases:

  • Airfare purchased through the contract vendor
  • Lodging
  • State Contract Car Rental
    • Car Rental Gas
  • Registrations
  • Hotel and Airport Parking
  • Commercial Transportation while in travel status (trains, buses, taxis and shuttles)
  • Supplies (if travel is added to an existing purchasing card)

WHAT CANNOT BE PURCHASED WITH THE PURCHASING TRAVEL CARD

A purchasing card approved for travel cannot be used to make the following purchases:

  • Any items listed on the Cardholder Agreement Form
  • Any items listed on Travel Agreement Form
  • Travel-related services through Orbitz LLC

NOTE: PERSONAL MEALS ARE NOT ALLOWED ON THE PURCHASING CARD OR THE PURCHASING TRAVEL CARD.

BOOKING TRAVEL

  • All travelers should have advanced approval from their travel approving official prior to booking the trip. The purpose of the trip, the full funding that is being used and the signature of the travel official must be included on the airfare documentation or travel documentation if air transportation is not used. A departmental travel authorization form may be attached in lieu of adding this information to the travel invoice.
  • Airline reservations should be booked through the contracted self-booking tool (Concur), if the travel is individual domestic or non-complex international airfare. Fox World Travel, our contracted full service travel agency, should be used for complex international travel and any type of ticketing that requires assistance. Please note that if travelers use an alternative (i.e., purchase tickets through internet sources or other travel agencies), the University will not centrally pre-pay the airfare, therefore the purchasing card cannot be used to make such purchases.
  • Orbitz for Business is not to be used to book business-related travel. Orbitz LLC is on the ineligible vendor list due to non-compliance with the Wisconsin tax laws. See Ineligible Vendors list.

AIRFARE DOCUMENTATION REQUIREMENTS

  • When booking through a travel agency, the original travel agency invoice should be attached. If the original is not attached, an explanation must be given.
  • The name(s) of the traveler(s) must be indicated on the invoice.
  • The complete itinerary indicating the routing of the trip must be attached to the statement. The most direct flight to the destination should be listed. If there is indirect routing and/or extra stops, an explanation is to be included on the invoice. Indirect routing or extra stops are allowable provided there are savings or no extra cost in the airfare. This explanation/cost comparison should appear on the invoice.
  • The departure and return cities must be listed. The traveler needs to provide an explanation if flying out of or returning to a city other than the headquarters city, Milwaukee, or Chicago. It is acceptable to depart and/or return from/to another city if it results in a lower airfare and the travel agency documents that on the travel invoice.
  • The dates of the trip must fall within the grant dates.
  • It is acceptable to depart a day early and/or return a day late if it results in a substantial savings in airfare. The savings must be enough to offset the extra costs of the room, meals, etc. and the cost comparison is documented on the travel invoice by the travel agency.
  • Commercial air travel is limited to the lowest logical fare available.
  • Penalty fares are often cheaper, and should be obtained for conference trips since they are rarely changed or cancelled. Penalties or additional costs assessed for cancellations or charges will be paid by the University, provided a reasonable explanation for the change is documented on the invoice.
  • The tax and service charges indicated on the travel agency invoices must always be paid.
  • In accordance with the International Air Transportation Fair Competitive Practices Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when travel is between the U.S. and a foreign country or between foreign countries.
  • 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.
  • Benefits resulting from voluntary bumping may be retained by the employee provided the alternative travel does not involve any loss of work time or additional travel costs to the UW. An employee may not be compensated for business use of frequent flyer vouchers, vouchers for bumping, discount coupons, or other instruments of value.
  • A prior approval letter is attached to the back of the original travel agency invoice when the payment is for an applicant interviewee. See http://www.bussvc.wisc.edu/acct/policy/travel/interview.html for further information.

LODGING

  • The cost of the room, internet access for business purposes, business phone calls and parking at the hotel are acceptable purchasing travel card charges. All other charges are to be processed on the traveler’s personal credit card. The My Corporate Card is recommended.
  • Reimbursement is limited to the single rate for a standard single room. Employees of the same sex traveling together are encouraged, whenever feasible, to share lodging accommodations.
  • The maximum amount per day for lodging in other than high cost cities shall be $70 or less, excluding tax. The maximum amount reimbursable per day for lodging in Milwaukee, Racine, and Waukesha Counties shall be $80, excluding tax. The allowable high cost city maximums can be obtained from http://www.uwsa.edu/fadmin/fppp/fppp3611.htm.
  • An employee may stay at the conference site even though the lodging exceeds the maximum allowable rate on the basis that it enables the employee to gain professional benefits due to interaction with other attendees. The employee’s selection of a hotel from a menu of properties recommended by the conference organizer is NOT in itself sufficient justification for exceeding the lodging maximum, unless the conference hotel does not have a vacancy.
  • When making hotel reservations with the Purchasing Card, the Hotel Reservation Fax Sheet should be completed and faxed into the hotel in advance. The hotel may require a copy of the front and back of the Purchasing Card in the spaces indicated on the form. In some cases, the hotel may also request some form of identification from the cardholder. The individual’s UW ID can be used for this purpose.
  • Tax-exempt certificates for Wisconsin and other states can be found at http://www.bussvc.wisc.edu/purch/forms.html#tax. The applicable state certificate should be read carefully as not all pertain to lodging. Lodging related certificates should be printed off and faxed into the hotel in advance, along with the Hotel Reservation Fax Sheet, when the reservation is made.
  • If the class code is from the 57XX account code series and/or the traveler(s) is from a non-tax treaty country, you cannot charge the expense on the Purchasing Card. These transactions must be processed on a requisition or paid by the individual and reimbursed on a PIR due to the tax implication.

LODGING DOCUMENTATION REQUIREMENTS

  • Obtain the original hotel folio. Photocopies or faxed copies may be acceptable in exceptional circumstances when properly justified in writing. The folio must contain a breakdown of the nightly charges, taxes, and the name(s) of the traveler(s).
  • Employees sharing rooms must be identified by name on the hotel folio.
  • If exceeding the allowable lodging maximum, justification and documentation must be attached to the folio.
  • If staying at the conference hotel and exceeding the maximum allowable room rate the conference brochure must be attached.

CAR RENTALS

  • State contract vendors are to be used for all car rentals unless there is not a branch within the area or the contract vendor does not have any vehicles on hand.
  • Vehicle Rental Discounts
    A rental vehicle may be used in situations where it is the most cost-efficient means of transportation or when efficiently conducting UW business precludes the use of a less expensive means of transportation.
  • The vehicle rented should be reasonable in terms of size, cost, number of passengers, and cargo to be transported. Up to a mid-sized car may be rented.
  • Collision, theft insurance and unlimited mileage provisions vary per contract.
  • Additional charges incurred for personal reasons are not payable with the purchasing card. A personal credit card must be used for these charges.
  • To reserve a vehicle or obtain further car rental contract and tax-exempt information, logon to the UW TravelWIse Portal.

CAR RENTAL DOCUMENTATION REQUIREMENTS

  • A copy of the car rental contract must be attached.
  • Claims for other than compact, subcompact, or mid-size models for reasons such as three or more passengers, bulky equipment, etc. must be documented in writing. Only State and UW employees shall be included in the count.

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