FACULTY AND ADMINISTRATIVE RESOURCE FOR AIR TRAVEL
COMMONLY ASKED QUESTIONS
Companion Travel - Understanding that business travelers often take a travel companion along on a business trip the following options exist for booking travel companion tickets:
· Employees can contact a Fox World Travel agent and book both tickets with the agent. The Fox agent has access to immediate flight availability, pricing, and seating. The agent will facilitate a personal form of payment for the companion ticket and charge the UW full service airfare reservation fee for both tickets ($24.00 for domestic and $31.00 for international).
· Employees can book their own ticket in Concur and then enter a message requesting that a Fox agent book a companion ticket. An agent will contact the employee within the hour to complete the companion booking, arrange seats together and obtain a personal form of payment for the companion ticket. Fox will charge the UW agent assisted airfare reservation fee for the employee ($17.25 for Domestic, $27.25 for International) and the UW full service airfare reservation fee for the companion’s ticket ($24.00 for domestic and $31.00 for international).
Frequent Flyer Programs – Use of Frequent Flyer/Frequent Traveler programs are permitted for UW business related travel.
· Frequent Flyer/Frequent Traveler program information can be entered into the traveler’s profile in Concur. Applicable frequent flyer/frequent traveler programs will be credited for reservations made through either Concur or directly with a Fox agent.
· Frequent Flyer status will be recognized for preferred seat assignment. In Concur the traveler should select seat assignments after selecting the flight.
· Please note the following UW-Madison policy has not changed:
o 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.
January 5 - July 1 “Grace Period” – There is a misconception employees do not have to use Concur/Fox World Travel to reserve airfare until after July 1, 2015.
· The new airfare policy requiring the use of Concur/Fox World travel became effective January 5, 2015.
· The referred to “grace period” from Jan 5 to July 1 is to protect anyone who may have missed the communication of the new policy or otherwise not been informed of the new policy.
· The “grace period” is not intended to allow continued non-compliance for those aware of the new airfare policy.
24/7/365 Access – Fox World Travel provides our travelers 24/7/365 support not only for emergency situations but also for travel reservations and support.
· Fox’s business hours are Monday-Friday, 7:00AM – 7:30 PM CST.
· After 7:30PM M-F and on weekends Fox can be contacted for travel reservations and travel support at the following numbers:
o Toll free: 800-388-9085 (access code 2D09)
o From a country that does not support toll free calling: 920-738-5808 (access code 2D09)
o $15.00 after hours call fee applies.
ADMINISTRATIVE RESOURCE FOR AIR TRAVEL
UW TravelWIse Booking Matrix – A new feature has been added to the UW TravelWIse site to guide travelers to the Fox World Travel services available to meet their travel booking needs. The booking options and associated procedures are offered as guidance based on the following three criteria:
· I am an employee traveler booking for myself or an arranger booking for another employee
· I am booking travel for an Individual student traveler, non-employee guest, job interview candidate, etc.
· I am booking travel for a group of people
Service Fee Allocation – Effective January 5, 2015, all Fox World Travel service fees are being billed to and paid by UW-System. The applicable fees are then charged to UW-Madison as follows:
· For two years starting Jan 5, 2015, 50% of the total UW-Madison incurred service fees will be charged to UW-Madison
· The 50% will be allocated by Accounting Services to the UW-Madison Divisions
· The service fee allocation will take place June 30, 2015
Administrative Groups – Unlike regular group travel involving groups of 10 or more travelers, Administrative Groups can be set up to control job candidate, graduate student candidate, guest speakers, and other Departmental travel needs where there are less than 10 travelers. With Administrative Groups you can:
· Establish a Purchasing Card as a single form of payment for future reservations
· Set approval requirements to be met prior to booking airfare
· Provide a list of authorized users and the list nay be modified as needed
· Fox will provide a group code for travelers to use when calling Fox to make airfare reservations under the established administrative group
· Administrative Groups are set up using the UW Group Reservation Request Form accessible from the UW TravelWIse site
· Plan ahead – It takes 48 business hours to set up an Administrative Group