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Latest travel updates for UW-Whitewater
The travel landscape at UW-Whitewater is constantly evolving, and it’s crucial for travelers to stay informed. Recent updates have been made regarding the One Time Individual Booking Request form, which was experiencing a system-wide error. As of April 29, 2025, this issue has been resolved, allowing users to successfully submit their requests. Fox World Travel is actively working to maintain the system and provide seamless service for all travel-related needs. Travelers are encouraged to remain patient during these transitions and to check for updates frequently.
Key contacts for travel inquiries
If you have questions or need assistance with your travel plans, several key contacts are available to help you navigate the process. You can reach out to Becky Kopidlansky at [email protected], the temporary travel manager, for immediate assistance. For expense report inquiries, the UW System Expense Audit Team can be contacted at [email protected]. Always include your report ID and name to expedite your request.
Travel authorizations play a vital role in ensuring departmental pre-trip approval for overnight travel, according to UW-Whitewater policies. When planning a trip, it’s important to include estimated expenses such as airfare, lodging, and meals. The Lodging/Meal and Incidental Calculator can assist in providing accurate expense estimates. Payment methods include University Shared Liability Cards, Personal Funds, and University Purchasing Cards, which offer flexibility and convenience for travelers.
The University Shared Liability Card is a joint liability credit card, with statements sent directly to the traveler. This option allows for streamlined reimbursement routes through the e-reimbursement system or personal payment. Travelers interested in applying for a corporate travel card can find more information through the US Bank Shared Liability Card page. Understanding the usage and benefits of these cards is essential for managing travel expenses effectively.
Booking travel for NCAA teams
For NCAA athletic team travel, Shorts Travel Agency is the contracted agency for UW-Whitewater. Coaches and athletic personnel can utilize Shorts for individual travel reservations as well. All travelers must create a profile in the Shorts system before requesting travel. This process ensures that your individual purchasing card and frequent flyer numbers are linked, maximizing rewards and simplifying the booking process.
How to create your profile in the Shorts system
To create your profile, follow the provided instructions to ensure smooth transactions. This is crucial as, since July 1, 2020, reservations can only be made through an agent, enhancing personalized service. For any inquiries related to athletics travel, you can contact the dedicated hotline at 844-814-3936 or email [email protected].
International travel guidelines
When planning international travel, various regulations must be considered, including the Fly America Act and the Open Skies Agreement. These require that federal funds be used on U.S. flag carriers with few exceptions. Familiarizing yourself with these guidelines is essential to avoid complications during your journey. For detailed information on international travel, including visas and immunization requirements, visit the UW TravelWIse International booking page.
Understanding per diem rates for international travel
When traveling abroad, knowing the daily meal and incidental expense per diems is vital. These rates vary by location and include all related taxes and tips. If your travel destination is not listed, the ‘Other’ rate applies. Additionally, meals provided by hosts cannot be claimed for reimbursement, so it’s crucial to document these expenses accurately in your e-Reimbursement system.
Useful resources and support
UW-Whitewater travelers can access various resources to assist with their travel needs. The Fox World Travel support team is available for questions regarding travel arrangements and expense reports. You can reach them through the Fox Portal or via phone at 608-710-4172. Additionally, familiarize yourself with the UW Travel website for comprehensive travel guidelines and updates.
Travel training and resources
For those new to the travel process or looking to refresh their knowledge, UW-Whitewater offers training courses and resources. Access the Canvas Travel Training Course for detailed guidance on creating expense reports and understanding travel policies. These tools help ensure that all travelers are well-prepared and informed about the latest procedures.
The travel industry is dynamic and ever-changing, making it essential for UW-Whitewater community members to stay updated on policies and procedures. By utilizing the available resources and support, travelers can navigate their journeys with confidence and ease.