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Firstsource + Travel

Firstsource + Travel Support Team

The Firstsource Support Team strives to provide support for the administrative service needs of faculty and staff at UW-Eau Claire. The Firstsource Team assists with questions needs related to Travel, Accounts Payable, Human Resources, Purchasing, Risk Management & Safety and Purchasing.

Travel and COVID-19 - what to do? (Updated 3/30/2020)

Many travelers have concerns about their travel arrangements and reimbursement. Travel disruption is affecting everyone across the nation. UW-Eau Claire has the safety and well-being of our students and employees as a top priority; and, the Firstsource Support Team is here to help!

  • Enterprise is waiving the young driver fee and reducing the age to rent a vehicle to 18 years told. 
  • This will be effective now through the end of May. 
  • More information will be available to students by visiting enterprise.com/studenttravelassistance or by calling (1-844-624-4412). 
  • Travelers are eligible to be reimbursed for University/business related travel.
  • Evidence must be included with the reimbursement request that the flight/lodging/conference is cancelled due to COVID-19.
    •  Include a statement in the Justification section, “Travel cancelled due to COVID-19.”
    • The conference organization email or website announcement or Chancellor's email is helpful to include along with receipts for any expenses.
    • To help the University track COVID-19-affected expenses, please add the project code: AAH7197 to your funding string, even if the funding string already includes a project code.
  • Event organizers are working with participants to refund registration fees.
    • If the organization returns your registration fees which you have already been reimbursed for, please return those registration fees to the University.
    • Please mail your check made out to UW-Eau Claire to the ASK Center, c/o Shawn Seuferer, 105 Garfield Ave, Eau Claire, 54701.
      • Include a note in the memo section, “Registration fees returned.
    • A receipt will be returned to you via mail.
  • Please follow the same guidelines as listed for reimbursement.

  • Please enter the project code AAH7197 in the comment section of the log.

  • In conjunction with the UW-Eau Claire Coronavirus travel restrictions, until April 20, 2020, the online Concur booking tool may only be used for purposes of cancelling airfare, hotels and rental vehicle reservations.
  • Fox World Travel agents are available to book or rebook travel having new departure or check-in dates after April 20, 2020.
  • Airfare booked…
    • via a Fox World Agent: Work with a Fox agent (866-230-8787) to cancel airfare.
      • If you need to cancel a ticket in which travel occurs within the next 48 hours, email uwagents@gofox.com.
    • via the online Concur booking tool: Cancel on Concur.
    • DO NOT CONTACT THE AIRLINES DIRECTLY. Their websites and phone lines are experiencing incredibly high-volume traffic.
    • Most airlines are waiving the change fees.
    • Airfare is …
      • refundable if the airline is unable to provide service; the carrier cancels the flight.
      • credited to the traveler if the traveler cancels travel.
    • The unused airfare will remain in the traveler’s Concur profile to be used for university business travel within 12 months, depending on the specific airlines.
      • Travelers should retain the original flight itinerary which will be referenced when a new ticket is purchased.
  • Lodging booked…
    • via conference-designated hotel: Cancel directly with the hotel.
    • via online Concur booking tool: Cancel on Concur.
    • Abide by the merchant’s cancellation terms to avoid late cancellation charges.
    • Per policy, UW System allows and reimbursed for a one-night required deposit.
    • Travel coordinators holding hotel contracts are to contact Purchasing for assistance.
  • Rental vehicles booked…
    • directly with the store: Cancel directly with the merchant.

As always, the Firstsource Support Team, 715-836-3131, is available to assist with your travel and reimbursement questions.

Travel and Expense Reimbursement Tips:

  • Timely filing is everything! In order to be reimbursed, you must submit your travel expense reimbursement no later than 90 days from the last date of travel. We recommend starting the reimbursement process as soon as you return. Contact us for assistance; we're happy to help.
  • ALL individual airfare, lodging and vehicle rental must be booked through a Fox World Travel UW Team or the Concur on-line booking tool. Refer to the UW System Traveler's Checklist.
  • Attachments: Always attach an agenda or itinerary of some sort and all required receipts.
  • Booking Travel for Others: If you are arranging travel through Concur on behalf of the traveler, you must have “travel coordinator” status. Contact the ASK Center Firstsource, (715) 836-3131, to obtain travel coordinator status.
  • Cash Advances: How to Pull a Cash Advance into an Expense Report 
  • Meals and Incidental Per Diem: In order to claim meals and incidentals, the lodging information (name, location, check in/out dates and method of payment) must be included.
  • Mileage ($0.575/mile as of Jan 1, 2020):
    • You must have approved  driver authorization prior to driving for university-related business.
    • If driving to and from in one day, then list round-trip mileage on one expense line.
    • If reporting mileage with multiple stops in one day, enter the total mileage for the day on one expense line and enter an explanation in the Description box of where you went.
    • To enter several days of mileage expense, such as reporting mileage for student teacher observation over the course of the semester, your report's Date Depart will be the first date of travel and the Date Return will be the last day of travel.
      • In this case you must submit your report for reimbursement within 90 days of your FIRST date of travel.
    • If departing and returning on different days, then enter each day's mileage on separate lines.
  • Vehicle Rental: Renting a vehicle?
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