​​​​​​​​Travel Services

Announcements
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UW-Stevens Point is continually monitoring the coronavirus outbreak.  Please review the UWSP Emergency Management Coronavirus Disease 2019 (COVID-19) webpage for our campus information and resources. 

 For the most current travel warnings, please review the Department of State website and the interactive map of all travel warnings.  Also, the Centers for Disease Control and Prevention has travel guidance and resources for travelers.  Both sites should be reviewed and monitored if you have plans to travel.

As more trips are being cancelled due to the Coronavirus, UW System has compiled a list of Frequently Asked Questions; scroll to "Travel" to see questions related to reimbursement and procedures.:

TravelWise Frequently Asked Questions

Coronavirus Update #33 May 15, 2020Decision on summer events postponed 

While UW-Stevens Point leaders expected to make a decision by May 15 about holding events on campus after July 1, we continue to assess public health information from our counties and the state following the Wisconsin Supreme Court ruling Wednesday. Protecting the health of our campus and communities remains our top priority. We will provide an update by May 22.

University-sponsored travel has been suspended until August 1 as we continue to make plans for the fall. 

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Travel Updates – Concur Down & Travel Policy Updates (updated 6/17/2020)

Concur Down

Concur will be down from June 26th – July 1st. Although most will not be booking, if you have obtained a travel exception and need to urgently book travel, please contact a Fox World Travel agent directly.

Travel Policy Updates

Effective July 1st, the following changes to existing travel policies have been approved:

  • Lodging Policy now allows for usage of Airbnb, and full prepayment on lodging. Third Party Bookings are still restricted (such as Expedia and Orbitz).
    • VRBO and Home Away are also not allowed.
  • Reimbursement is allowed for Passports (must have business purpose).
  • Reimbursement for Real IDs is not an allowable expense.
  • Vehicle Rental Policy now allows up to "mid-size SUV" to be rented without further explanation.
  • Employees must resubmit and return expense report within 90 days.
  • Any expenses that fall outside the 90-day rules will be considered taxable income. This rule applies if employees do not submit or resubmit after 90 days.
  • Day trip meal allowance continues to be at $15/day. However, if meal is provided employees are now still eligible to claim the day trip allowance (to account for many travelers who have more than one meal during a "day trip" scenario).

New Travel Agency Vendors on July 1st

As a reminder, UW System will be switching individual travel from Fox World Travel to Travel Incorporated on July 1st. NCAA related travel will move to Short's Travel and group travel will be serviced by Fox World Travel. Agency contact information will be available on UW TravelWIse after July 1st.

To ensure travelers don't miss any transition information, sign up for the newsletter here!

Note: UW–Stevens Point travel is currently restricted through August 1st.

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Travel Updates – Upcoming Trainings, Unused Tickets & New Agency Vendors on July 1st (updated 6/10/2020) 

Even though travel is currently restricted through August 1st, there are several updates to share so when travel does return, you will be ready to takeoff. To receive monthly email updates about travel, sign up for the newsletter here!

Upcoming Travel Open Houses and Webinars

UW System is hosting a series of open houses as well as webinars in anticipation of our July 1, 2020 travel agency transition. You may register for these open houses on the UW TravelWIse website. Options include:

  • General Travel Open House (hosted by UW System Admin Travel) – review of changes as well as time for open Q&A. We will also be touching on unused tickets and the process moving forward.
  • Travel Incorporated Overview (hosted by Travel Inc.)
  • Administrative Group Overview (hosted by Travel Inc.)
    • Administrative groups are used when a departmental card is to be on file with the travel agency for guests to book under. Popular uses include candidate travel, student travel, guest/speaker travel. With Travel Inc, non-profiled guests will not be able to call in and book with the agency unless part of an administrative group.

Unused Airline Tickets

UW System Travel has been working to determine how to best utilize our $3M in unused tickets that have been generated due to COVID-19 cancellations. This Infographic is a preliminary plan that has been approved by each UW System campus leadership team. A more detailed FAQ is in the works, with more information to come at the end of June as we finalize discussions with our airline partners.

 Read more on UW TravelWIse

 New Travel Agency Vendors on July 1st

UW System will move from a single service provider to three vendors based upon the type of service required:

  • Employee Services, including Group Air and Administrative Groups, will use Travel Incorporated based out of Duluth, GA
  • University Group Block Services (10 or more on same flight and/or hotel) will use Fox World Travel based out of Oshkosh, WI
  • NCAA Athletics (except UW-Madison) will use Short's Travel Management based out of Waterloo, IA               

Visit Project Website

 Have feedback on the New TravelWIse site?

A form has been added to submit any feedback you have on the new TravelWIse site. Find the link on the homepage or submit feedback now.

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In anticipation of our existing contract with Fox World Travel expiring on June 30, 2020, a cross functional team of subject matter experts was formed to develop a new RFP for Travel Management Services and evaluate vendor proposals. The decision was also made to divide these services into specialized categories, awarding business to the agency that would best service the needs of each. The following providers have received a letter of intent to award based on recent RFP results effective on July 1, 2020, pending Board of Regent approval in December:

Employee Services: Travel Incorporated based out of Duluth, GA

University Group Block (10 or more same flight and/or hotel): Fox World Travel based out of Oshkosh, WI

Athletic Services (excluding UW Madison): Short's Travel based out of Waterloo, IA

Several implementation teams in collaboration with the UW System Project Management Office will be working diligently over the next couple of months to ensure a successful transition. Please feel free to reach out to the Campus Travel Manager, Robyn Bolton, with any questions or concerns. Additional communications will be available after Board of Regents' approval and the contracts are executed.

Card Products and eReimbursement Guides

Below is information related to the two travel card products available to UWSP faculty and staff. In some cases graduate students may be eligible for a corporate card. Also available are SFS 9.2 eReimbursement guides designed to walk a traveler through how to enter expenses into eReimbursement. Please note that you may need to provide UWSP credentials in order to access the below content.

 Corporate Card Information

The Corporate card is a state-provided personal liability purchasing card to be used for selected business travel related expenditures. It is the employee’s responsibility to ensure payment in full is received at US Bank upon receipt. (It is possible to have your expense report reimbursement be paid to US bank directly on your behalf)

Corporate Card Guidelines

Corporate Card Application

 Pro-Travel Card Information

The ProTravel card is a state-provided institutional liability purchasing card to be used for selected business travel related expenditures. Charges on this card are paid directly by the University.

Pro-Travel Card Guidelines

Pro-Travel Card Application

2020 Statement Closing Dates

 eReimbursement User Guides

Below are the business process guides provided by UW-System and UWSP. 

Traveler Guides

Getting Started - This guide will summarize most aspects of the Expense Module.

First Time Traveler Guide - This guide will prepare first time travelers for their first business-related trip.

How to Sign Into eReimbursement

Creating an Expense Report - This guide will walk the traveler through creating an expense report.

How to Choose Per Diem Deductions - This guide will show you how to select per diem deductions for first/last day and provided meals.

Per Diem Meal and Lodging Calculator - This guide provides some notes and screen shots on the new Per Diem Meal and Lodging calculator available in SFS.

Expense Type Matrix - This guide lists the expense types in eReimbursement and provides information about when each is appropriate for use.

Business Purpose Matrix - This guide lists the business purposes available in eReimbursement and provides information about when each is appropriate. 

Cash Advances Procedures - This guide walks through the procedures of requesting a cash advance, and reconciling the advance upon return.

Cash Advance Requests - Please read the cash advance procedures prior to completing a cash advance request.


Approver Guides

User Guide for Approver/Auditor - This guide provides details about responsibilities of approvers and auditors.

How to Approve Transactions in the Expense Module - This guide provides details about how to approve reports in the queue.


A comprehensive list of guides provided by UW-System can be found on the UW-System Financial Administration webpage. Training opportunities hosted on campus at UWSP can be found on the UWSP Financial Operations training opportunities page

​Policy and Procedure Quick Guides

Quick guides are designed to walk users through the documentation and steps required to successfully submit for reimbursement for various expenses associated with a certain type of trip. Please note that you may need to provide UWSP credentials in order to access the below content.

 Group Travel/Moving and Relocation

 One-Way Mileage between UWSP Locations

One-Way Mileage Guide between Branch Campuses and UWSP Field Stations


​Main Campus to Wausau -
​34
​Main Campus to Treehaven -
83​
​Main Campus to Marshfield -
​39
​Main Campus to CWES -
​18
​Wausau to Marshfield -
​46
​Main Campus to Montello -
​57

Helpful Links

UW System TravelWIse - TravelWIse is a website maintained by UW-System that houses all current policies. In additional to policies, TravelWIse provides training materials, tax-exempt documents, and other travel related resources.

eReimbursement Log-In - The eReimbursement portal allows travels to complete and submit a Travel Expense Report.

Interim Travel Exception Request Form - In response to COVID-19, UW System has initiated an Interim Travel Exception Request procedure required for use aross all UW institutions that currently only allow for restricted/essential travel. This is in effect until further notice.

Non-Employee Profile Request Form - When reimbursing a student or individual not affiliated with UWSP, a Non-Employee Profile will need to be created. This form allows you to request a profile be created. Please note that the student/non-employee will not be able to log into eReimbursement to complete the report. This will need to be completed by a current UWSP Employee.

US Bank Access Online - Manage your Pro-Travel, Corporate, or Purchasing Card online from US Bank. When logging in, the short name for our organization is 'STWISC'.


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