COVID-19 Travel Related FAQ's
University of Wisconsin Parkside faculty, staff, and students may travel on university business. The University of Wisconsin System has a managed travel program with a variety of carefully selected contracted vendors. Use of these vendors is required for reimbursement. All institutions follow the same general policies.
Whether you are booking individual travel for one to ten individuals or group travel for more than ten, you can find great information on the newly updated UW TravelWise website.
If you have travel questions, please contact the travel manager.
TRAVEL WITHIN WISCONSIN
When you travel within Wisconsin, whether it is for a conference, training, or for a school visit, you will need the following:
You must complete the driver authorization request to drive for university business. This document is managed by Safety and Risk Management. Review the webpage for information about non-Wisconsin Drivers licenses including international drivers. Please ensure you submit this form at least two weeks prior to driving on university business.
Discuss the use of your personal vehicle versus a rental car with your supervisor. If you are going to be renting vehicles for university business, you will probably need a travel card. (link to Travel card information)
After your travel, you will need to submit an expense report within 30 days. UW System expense reports are submitted through the e-reimbursment system. This page has great information including videos at the bottom of the page.
All travel meals are reimbursed using per diem based on the Travel Calculator.
U.S. DOMESTIC TRAVEL OUTSIDE WISCONSIN
When traveling outside of Wisconsin, you must start with approval from your supervisor. In some cases, you may need official travel authorization through the e-reimbursement module. check with your supervisor for your department policy.
If you are driving, you must complete the driver authorization request to drive for university business.
Discuss the use of your personal vehicle versus a rental car with your supervisor. If you are going to be renting vehicles for university business, you will probably need a travel card.
If you are flying instead of driving, you will use the UW Travel Wise system to book airfare.
After your travel, you will need to submit an expense report within 90 days. UW System expense reports are submitted through the e-reimbursment system. This page has great information including videos at the bottom of the page.
All travel meals are reimbursed using per diem and the Travel Calculator.
The Airfare Purchase Policy
You can book through Concur or using a travel agent. Suppliers will change as of July 1, 2020.
For airfare purchases: Domestic Tickets are classified as destinations including North America, Canada, Mexico, and Caribbean
International Tickets are classified as all destinations outside of domestic classification.
When you use the UW System reservation site to book airfare, your airfare is charged to UW Parkside through a "ghost card". These charges must be reconciled to the appropriate funding string each month. You cannot use a UW Parkside Travel card or Purchasing card for airfare. Your airfare must be re-allocated form the Ghost Card to a funding string.
Your airfare may be paid through your department, through a professional development grant, through grant funding, from the foundation, etc., or you may need to split your airfare between multiple funding strings.
If you book through a travel agent, have your funding string(s) to give to the agent.
If your funding string(s) was not added in the previous steps, a Business Services staff member will reach out to you when reconciling the Ghost Card report at the end of the month. You will be asked to provide the funding string for your travel.
When you travel internationally, there are resources in UW Travel Wise to ensure you book travel correctly and prepare you for other issues specific to international travel.
1. Permission for travel: This can be in an email, other university correspondence, or an official travel authorization. You will need this for your e-reimbursement as well as an agenda or schedule.
2. Travel Card: If you don't already have one, this is a good time to apply.
3. Book airfare: Use the UW Travelwise resources to book airfare. If on a group trip, check the resources for booking group travel.
4. Cash Advance: If you need a cash advance for your trip, review the information on how to apply for one. Remember, you must reconcile your cash advance within 30 days of the end of the trip.
5. Medical coverage: Connect with the ISS office for medical insurance.
6. Safety: Comply with all policies regarding safety while traveling, including registering with the U.S. Department of State STEP program.
7. Receipts: Make sure you keep all of your receipts for your travel e-reimbursement.
8. E-reimbursement: Your e-reimbursement must be completed 90 days after the end of your trip. If you had a cash advance, your cash advance reconciliation must be completed 30 days after the end of the trip.
The Corporate Travel Card and the Purchasing Card are two different methods for payments. Generally, if you travel at least once per year on university business, using a corporate travel card is an expedient way to manage your expenses.
900 Wood Rd.
Kenosha, WI 53144
Tallent Hall 245
Parking: Lot T
- MON7:45 am to 11:45 pm
- WED7:45 am to 11:45 pm
- FRI7:45 am to 11:45 pm
During the campus closure, our staff will be working remotely from 7:45 am to 4:30 pm. Please reach out to staff by phone, email, Skype, or Jabber.
Please note that documents you would send via intercampus mail can be scanned and emailed to firstname.lastname@example.org