Planning Travel
Resources for planning your next trip
Make sure to plan your travel in advance. Please follow the Travel Checklists below for help in your planning stages.
Rental Vehicle Availability
Due to an industry-wide fleet reduction due to the COVID-19 pandemic and a surge in rental vehicle demand, supply may be very limited into the year 2022. UW System Ground Transportation Policy has two mandatory business use contracts: Enterprise and National- Big 10 (primary) and Hertz - State Contract (secondary). Travelers are to book through these mandatory contracts before seeking rental vehicles directly from other vendors. If you cannot obtain a rental through the primary or secondary contract, an alternate rental company may be used and insurance must be purchased through the rental company
The U.S. State Department is experiencing significantly longer than usual passport processing times.
Currently, standard passport processing time is 18 weeks; expedited processing of 12 weeks is available at additional cost. Any U.S. passport holder aspiring to do international travel during 2021-22 should check their passport expiration date and apply early for renewal or a first-time passport. Passport timing should be planned around visa application submission requirements rather than travel departure date. For additional information and updates, visit the U.S. State Department website.
Preparing to Pay
There are three different ways to pay for travel expenses:
Procurement Travel (PT) Card
This is a university issued credit card in which the university is liable.
- Allowable expenses on PT cards are:
- Airfare, Registration, Lodging, Vehicle rental, Gas for rental vehicle.
- Make sure to save receipts.
- Requirement to complete a PT log.
- Procurement Travel Card Application.
See Credit Cards (Procurement + Travel Cards) for additional information.
US Bank Corporate Card
This is a university issued card that has personal liability, meaning that the cardholder is responsible for making the statement payments.
- Allowable expenses on the corporate card are:
- All travel expenses or any business-related expenses.
- Requirement to complete a Travel Expense Report (TER) in order to be reimbursed.
- Corporate Travel Card Application.
See Credit Cards (Procurement + Travel Cards) for additional information.
Personal Funds
Personal card with personal liability.
- Non-reimbursable expenses can be found on UW System’s webpage, Expense Reimbursement Requirements.
- Requirement to complete a Travel Expense Report (TER) in order to be reimbursed.