Airfare on the P-Card
Revised March 3, 2008
Out of State Travel
Restrictions
Effective immediately because of the current State financial condition
which projects a $655 million deficit for the 2007-09 biennium, the
Governor is imposing restrictions on out of state travel. Until further notice, all out of state travel must be
pre-approved by the Provost in Academic Affairs or the Vice Chancellor
in Student Affairs or Business Affairs, for personnel in those
respective Divisions. This requirement applies to any out of state
travel that has not yet taken place, including events where
registrations and airline commitments have already been made.
Restrictions apply regardless of the funding source. Pre-approval is
also required for Fleet Vehicle use for out of state travel.
Click here for more information and required forms. You are required to attach a copy of the completed, signed form to your p-card statement.
Luggage Fee Policy
Some airlines have begun to charge for any checked luggage. In response UW System has implemented a luggage fee policy. If reimbursable, these charges are allowed on a p-card. See Luggage Fee Policy letter.
How to use a P-card for airfare
You may use our P-card to pay for 100% reimbursable airfare and other commercial transportation including trains (Amtrak, buses, taxis and shuttles as well as travel agency service fees.
The Department of Administration (DOA) has awarded a contract for on line booking of airfare to Fox World Travel. The contract is mandatory meaning that all UW business-related air travel booked online must utilize Fox World's online booking product called Travelport.
Contract Jean Sukow, Travel Coordinator, extension 2255 for more information on accessing Travelport.
Required documentation:
- Travel Itinerary/ticket which usually includes:
- Passenger name
- Destination
- Travel dates
- Price paid
- A completed and
appropriately signed Travel Expense Report (TER) including:
- Travelers name
- Dates of travel
- Purpose of trip
Links to assist you: