Frequently Asked Questions

Concur is an online booking tool that University of Wisconsin System employees can use to book university-sponsored individual air, car or hotel reservations. Our contracted travel agency, Travel Incorporated, licenses Concur for University Travelers to use. Travelers can manage their itinerary, view changes, and research pricing by using Concur.

To register for Concur, users can log into Concur via the SSO link (https://services.travelinc.com/ui/eprofile/cf/sso/adv/uwisc/index_concur.cfm). New users will be directed to the Concur registration page. Registrations are reviewed and approved within 48 hours.

Please review this file: Can I Book A State Rate In Concur (1) docx

 Concur cannot be used for personal travel reservations, unless purchasing business travel combined with personal travel. Cost comparisons must be obtained when booking air travel.

• UW Travel Arrangers can establish an Administrative Group code so students and guests can contact Travel Inc to book on their own.
• Guests and students can work through University employees who have active profiles in Concur to book airfare, lodging and vehicle rentals.

Yes, the university’s contracted travel agencies can assist with companion/family travel.  However, please keep in mind their primary responsibility is to service university sponsored/business-related travel.  The consultants do not specialize in vacation travel. If your request exceeds their capacity, you will be referred to a vacation/leisure consultant. Also, keep in mind, service fees will apply to personal travel/companions.

It is the responsibility of the hosting department to ensure that all guests of the University are aware of UW Travel Policies. Guests should be provided a copy of the University’s Visitor Travel Guide prior to scheduling travel.  If the guest books outside of policy, please reach out to your campus travel manager to inquire about obtaining an approved Travel Policy Exception.

There are several different types of insurance available to UW Employees.  Please reach out to your Human Resources Representative for more information.

Insurance that is specific to travel –

• Vehicle coverage through the Big Ten contract (Enterprise and National) and State of Wisconsin contract (Hertz)
• CISI – medical insurance required for students who are traveling internationally. UW-Stout and UW-Madison employees are required to register for CISI insurance when traveling abroad. Contact your campus travel manager for more information.

* The University does not pay for or reimburse trip insurance.

We have created a Group Travel Resource page to identify the different needs of groups. Most likely, you will have to work with an agent, as agents are best to assist your group needs. Information on groups can be found in Group Travel under Planning in TravelWIse.

No. Because of our commitment to duty of care and our relationship with vendors, UW will still require the use of our contracted travel agency partners for all airfare purchases.

No, UW air contract cannot be used for travel that is 100% personal in nature.   However, when combining personal travel with business travel, UW air contracts can be used.

Yes, travelers can combine personal and business travel and book individual tickets through Travel Incorporated. When a traveler elects to combine personal travel days with business travel, cost comparisons must also be obtained to ensure that the University is paying for the business trip dates only. A cost comparison must be provided to show the cost of the lowest appropriate airfare for the business travel dates only and another with the added personal dates. The lower of the two comparisons will be paid or reimbursed by the University.

Valid Cost Comparisons: Concur or agents from one of the university’s contracted travel agencies must be used for cost comparisons. Because of pricing and availability fluctuations, accurate cost comparisons must be done immediately, in succession, to be valid.

No, companions/family members are not eligible to receive UW contracted airline discounts.

No. All agencies have access to the same airline/car/hotel information in their GDS system and through airline group desks. If you get a quote from one agency, they may hold space with the carrier and tie up inventory that the other agency would then not have access to. This is highly discouraged and not an efficient use of time or resources.

If you have spent time with Fox, beyond intake, continue working with Fox

Work with Travel Incorporated as the ‘group’ portion is less than 10.

The travel agencies will help you determine what type of group you need.  As a general rule, if you have 10 or more travelers, who will all be traveling together on the same flight, non-NCAA travel - you will work with Fox World Travel. If you have a group of 10 or more who will all be booking individually (i.e. traveling on different flights or paying with different credit cards), book with Travel Incorporated.

National/Enterprise and Hertz are the contracted suppliers for UW.

Personal use may be added in conjunction with a business trip, either at the beginning of the end of your reservation. . Please note additional coverage such as CDW or LDW are not included when reserving a strictly personal rental. The coverage can be added for additional fees. 

View the Personal Use Contracts page for more information.

Users are highly encouraged to book all vehicle rentals through Concur or our contracted travel agency partners as contract details are built into the booking channels.  However, booking directly with a vehicle rental agency is allowed.  When booking outside of Concur/contracted travel agencies, it is the responsibility of the traveler/arranger to make sure the contracted vendors are being used (Enterprise/National and Hertz). 

Verify hours of operation at the Enterprise location you are renting from.  It is possible that the location is closed at the time you are entering into Concur. 

Note: pick-up and/or drop-off hours may need to be modified to accommodate the location hours of operation.

If you have determined that Enterprise does not have any cars available, explore other options.  Look into renting from National or Hertz, and if none of our preferred partners have availability you may want to condenser driving your personal vehicle or work with our travel agency to use another vendor.

Contact your campus travel manager for assistance in determining the best alternative.

Yes. 

Note: Most Airport locations are open on weekends.

Yes. While we highly recommend using Concur or our contracted travel agencies, policy does allow you to contact the hotel directly (either by phone or on the hotel website) to book your lodging reservation.

No. Third party booking websites are prohibited under the travel policy

Yes.

Third Party bookings are still restricted (such as Expedia and Orbitz).

Please visit our Airbnb page for more information.

Conference lodging should be booked using the link provided with your conference registration or by contacting the conference hotel directly.

Note: Users are highly encouraged to search Concur for the conference hotel(s) as often rates found within Concur are less costly than the conference rate.

We highly encourage you to use UW preferred properties whenever possible. Booking with a preferred property allows the UW System to act as a liaison in the event there is an issue with your stay, and to ensure rates are below the maximum. However, bookings with non-preferred properties will still be reimbursed.

If you are unable to find lodging within a reasonable distance from your location, you are required to provide documentation (i.e. screenshots from Concur) that a lower rate was not available.