Travel

UW-Whitewater recognizes the importance of travel in advancing its mission, supporting research, and strengthening its nationally recognized brand. Travel conducted on behalf of UW-Whitewater is governed by UW System Administrative Policy 405: Travel and Expense Policy.

Below are resources and guidance for common travel scenarios, along with a Frequently Asked Questions section to help travelers understand institutional and UW System travel requirements.

Frequently Asked Questions

Who do travel-related policies, whether institution-level or UW System-level, apply to?

Travel-related policies apply to all faculty, staff, visitors, students, guests, and other non-University personnel, including consultants/contractors traveling or using funds and/or resources administered by UW-Whitewater.

Sponsored programs (e.g. grants or contracts)
The terms of the applicable grant or contract will take precedence if more restrictive than UW-Whitewater travel policies.
HIPPA protected research participants
Any associated costs to these participants must not be processed in the Workday Expenses module.
NCAA Championships Travel
Any travel associated with NCAA Championships will follow the requirements that are outlined by the NCAA Championships Travel Policy.
Employee travelers who seek a religious accommodation
Those employees seeking a religious accommodation during their travel must reach out to Human Resources at hr@uww.edu.
Travelers that need reasonable accommodations
UW-Whitewater understands the need to accommodate travelers with health issues or physical limitations. Accommodating these specific needs may result in incurring expenses that are typically outside of policy or rate limitations.

For policy exemptions, travelers who seek a disability-related travel accommodation should contact Connie Putland, ADA Coordinator, at putlandc@uww.edu.

Where can I learn more about procedures for common travel scenarios?

The UW System has developed procedures for the following common travel scenarios:

Are there preferred hotels for travel to another UW System institution?

Yes. The UW System has established a Preferred Hotel Directory, which includes hotels with negotiated rates and/or discounts for university travel. While the use of preferred hotels is not required, it is strongly encouraged when available.

What travel agencies should I use to book air travel?

The UW System uses the following travel agencies for air travel bookings:

Fox World Travel for individual travel (1-9 travelers) booked individually, and group travel involving 10 or more travelers going to the same destination
Shorts Travel Management for athletics-related travel, including NCAA team and individual travel

Is there a training module available to learn more about booking travel?

Yes. The UW System offers a Travel Training: Booking Your Own Travel training module available through Workday.

Is UW-Whitewater exempt from the payment of Wisconsin sales and use tax?

Yes. UW-Whitewater is exempt from paying Wisconsin sales and use tax. Employees are responsible for seeking tax exemption, and should view UW System Administrative Policy 336 for more information about sales and use tax.

What additional resources are available to learn more about travel?

Additional information and resources related to university travel are available through the following: