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Non-Compliance

Airfare, Travel Agency & Lodging Non-Compliance Process

This process will be used for all non-compliance airfare, travel agency, and lodging purchases made by business travelers who utilize other internet booking sites, websites, and travel agencies with their corporate or purchasing travel credit card.  NOTE:  All supervisors/chairs will be copied on the communications below sent to the business traveler.

1st Incident -

Corporate & PT Card Holders    

Airfare/Travel Agency:

University Business Traveler,

When reviewing your recent airfare purchase, we noted you purchased airfare through an internet source/travel agency other than the contract self-booking tool/travel agency (Fox World Travel). This is outside of UW System Policy 1201 Travel & Expense – Purchase & Payment of Business Air Travel, which became effective on July 1, 2013.   This notice serves as a reminder to make future purchases for airfare that are policy compliant. Please review the policy and other requirements within the UW TravelWIse Portal (Access requires log in with University ID and password).  Non-compliance within policy could result in limited credit card access or prevent advance payment requests for any future trips.


Lodging:

University Business Traveler,

When reviewing your recent lodging purchase, we noted you purchased lodging through an internet source that is outside of UW System Policy F36 – Travel Regulations – Lodging.   A one-night lodging deposit can be charged when required, and documented by the lodging property. No other pre-payment for lodging is allowed including the use of lodging brokers (i.e. expedia.com, hotwire.com, hotels.com, etc.).  Itemized receipts/folios from the lodging establishment are always required. This notice serves as a reminder to make future purchases for lodging that are policy compliant (contacting the hotel direct, utilizing conference lodging reservation options [if available], or the contracted self-booking tool).   Please review the policy and other requirements within the UW TravelWIse Portal (Access requires log in with University ID and password).  Non-compliance within policy could result in limited credit card access or denial of advance payment requests for any future trips.

2nd Incident

PT CardHolders

Airfare/ Travel Agency:

University Business Traveler,

Effective July 1, 2013, use of the contracted airfare booking tool and/or the travel management company is required for all individual, domestic, and non-complex international travel airfare purchases. Your recent airfare purchase did not comply with UW System Policy 1201 Travel & Expense – Purchase & Payment of Business Air Travel. Please review the policy and other requirements within the UW TravelWIse Portal (Access requires log in with University ID and password).

It is expected that your future individual domestic and non-complex international air reservations will be made through the contract self-booking tool or a Fox World Travel agent. Continued use of non-contracted vendors will result in your inability to have your airfare directly paid by the University procurement travel (PT) credit card for future travel purchases.


Lodging:

University Business Traveler,

Your recent lodging purchase did not comply with UW System Policy F36 – Travel Regulations – Lodging.  A one-night lodging deposit can be charged when required, and documented by the lodging property. No other pre-payment for lodging is allowed including the use of lodging brokers (i.e. expedia.com, hotwire.com, hotels.com, etc.).  Itemized receipts/folios from the lodging establishment are always required.  Please review the policy and other requirements with-in the UW TravelWIse Portal (Access requires log in with University ID and password).

It is expected that your future lodging reservations will be made within policy (contacting the hotel direct, utilizing conference lodging reservation options [if available], or the contracted self-booking tool).   Continued use of out of policy internet vendors will result in your inability to have your lodging directly paid by the University procurement travel (PT) credit card for future travel purchases.

CorporateCard Holders

Airfare/ Travel Agency:

University Business Traveler,

Effective July 1, 2013, use of the contracted airfare booking tool and/or the travel management company is required for all individual, domestic, and non-complex international travel airfare purchases. Your recent airfare purchase did not comply with UW System Policy 1201 Travel & Expense – Purchase & Payment of Business Air Travel. Please review the policy and other requirements within the UW TravelWIse Portal (Access requires login with University ID and password).

Your request for advance reimbursement of airfare is denied. Any advance airfare reimbursement is contingent on purchasing airfare in compliance within policy. You may submit this reimbursement request after you complete your travel.  Further non-compliance within the policy will result in a hold on your credit card which will prevent you from purchasing future business related travel expenses.

Lodging:

University Business Traveler,

Your recent lodging purchase did not comply with UW System Policy F36 – Travel Regulations – Lodging.  A one-night lodging deposit can be charged when required and documented by the lodging property. No other pre-payment for lodging is allowed including the use of lodging brokers (i.e. expedia.com, hotwire.com, hotels.com, etc.). Itemized receipts/folios from the lodging establishment are always required.  Please review the policy and other requirements within the UW TravelWIse Portal (Access requires log in with University ID and password).

Your request for advance reimbursement of lodging is denied. Any advance lodging reimbursement is contingent on purchasing lodging in compliance within policy (contacting the hotel direct, utilizing conference lodging reservation options [if available], or the contracted self-booking tool).  You may submit this reimbursement request after you complete your travel.  Further non-compliance within the policy will result in a hold on your credit card which will prevent you from purchasing future business related travel expenses. 

3rd Incident

Corporate & PT Card Holders

Airfare/ Travel Agency& Lodging:

Cardholder,

As you have been reminded in the past on <insert dates)>, per UW System policy all individual domestic and non-complex international airfare must be purchased using the UW contract which offers both internet based and full-service reservation options (Lodging - or per UW System policy, lodging must be purchased by contacting the hotel direct, utilizing conference lodging reservation options [if available], or the contracted self-booking tool. A one-night lodging deposit can be charged when required and documented by the lodging property. No other pre-payment for lodging is allowed including the use of lodging brokers (i.e. expedia.com, hotwire.com, hotels.com, etc.).  Itemized receipts/folios from the lodging establishment are always required.)  As a result of your continued non-compliance within this policy, your credit card has been put on hold (all future purchases have been suspended).   In order to reinstate the previous flexibility you were originally granted on your card, you must provide a memo to the credit card program administrator (Penny Odell) stating that all future airline or lodging purchases will be made within policy. The memo must be signed by you and your supervisor.

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