air travel shall be

UWSA - FPPP 36 - Travel Regulations - Part III. III. AIR TRAVEL Preaudit steps for this section A. Commercial When an airline ticket is required for official UW business travel, the employee must use a contracted travel agency to book airline reservations. (Please see Travel Agencies in this section below for more information.) Reimbursement for commercial air travel shall be limited to the lowest logical fare available. The "lowest logical fare" is defined as the least costly fare that: uses a regularly scheduled commercial carrier; prohibits preference for any airline, type of aircraft and connecting airports; may require one plane transfer both departing and returning; departs from the airport nearest to the employee's headquarters location or, at the discretion of the employee, from an airport offering a fare which is more cost effective for the UW, including parking, mileage or additional overnight stays; allows for up to a four-hour leeway in scheduling which may necessitate that the employee arrive up to two hours prior to the start of his/her UW business and may require up to a two-hour wait after the planned business ending time to take advantage of lower air fares. Note: In accordance with the International Air Transportation Fair Competitive Practices Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when travel is between the U.S. and a foreign country or between foreign countries. The additional cost for premium class (first class or business class) travel is not reimbursable. If a situation should arise where premium class travel is the only alternative available, such travel must be cleared with the Institution Controller through the UW System Travel Office prior to booking the flight. Penalty fares are often cheaper, and their purchase is encouraged because most trips are not cancelled or changed, particularly those involving conferences. Penalties or additional costs assessed for cancellations or changes may be paid from UW-administered funds when a reasonable explanation for the change is documented in the payment voucher. It is the responsibility of the traveler to facilitate refund or credit from the travel agency or airline for any unused tickets. Employees may be held personally responsible for the cost of non-used tickets. Unusual circumstances should be justified in writing. Note: The State of Wisconsin's contract travel agencies have the capability to track unused tickets to prevent non-usage. When a more favorable price can be obtained for airfare by adding additional days to the trip, e.g., staying over a Saturday or flying on a particular day, reasonable expenses for lodging and meals for the minimum necessary additional days may be claimed if the total cost of the reduced fare, plus the additional days' expenses, are less than the lowest available airfare would have been without the additional days of travel. Reimbursement may only be granted under this provision for weekend days and holidays. The weekend for this purpose is considered to run from 4:30 p.m. on Friday to 7:01 p.m. on Sunday. Documentation of the air cost savings must be provided on the Travel Expense Report (TER). Effective October 17, 2005, a State/UW-issued purchasing card must be used for payment of official business-related airline tickets and travel agency service fees. If they so choose, employees have the option of utilizing the state-provided personal liability U.S. Bank travel card for payment. Because of significant administrative costs associated with use of the purchasing card, institutions may strongly encourage their employees to use the U.S. Bank travel card for payment of travel. As a result of electronic ticketing, the form of airline ticket may vary. When seeking reimbursement for the cost of airfare, an employee must provide the highest form of receipt issued by the airline/travel agency. In those instances where an airline ticket is reissued, previously issued documents should be attached for a complete audit trail. Claims for reimbursement of airfare must represent the net amount paid by the traveler after any applicable exchanges, discounts, change fees, etc. When airfare is paid direct by the UW and changes to the ticket are made which result in a refund, the refund must be credited or made payable to the UW. Documentation to support either claimed or direct billed airfare must include: traveler's name, destination, departure/return dates, amount of fare, routing, class of travel and purpose of trip. Regardless of the payment mechanism, airfare charges are a travel expenditure requiring proper approval by either the employee's supervisor, an approving authority (see definition, section II) or the department head. Benefits from any airline promotion, such as free tickets for frequent fliers, merchandise, etc., that accrue as a result of UW-paid travel belong to the UW and must be used for UW-related business. Benefits as a result of voluntary bumping may be retained by the employee provided the alternative travel resulting from the bumping does not involve any loss of work time or additional travel cost to the UW. An employee may not be compensated for business use of frequent flyer vouchers, vouchers for bumping, discount coupons or other instruments of value. Such discount instruments, if earned as a result of personally paid travel, should be used for subsequent personal travel. CONTRACT TRAVEL AGENCIES: The State has contracted with Adelman and Orbitz For Businesss for official, out-of-state business-related needs when airline arrangements are required. Contract details with Adelman and Orbitz are still being worked out. Until further notice, travelers should continue making airline reservations for business travel as they have done in the past. The State has also contracted with STA for student study abroad travel and Worldtek for athletic travel. B. Charter and Personal Airplane Travel Institution department heads may authorize employees to charter or rent an airplane or authorize them to use their personal airplane when such airplane use is the most efficient and economical. The State of Wisconsin has contracted with Wisconsin Air Service for charter air service. All UW institutions are required to utilize their service for charter air travel when it suits their needs. Their telephone number is (608) 246-4328. If they are unable to provide the needed service, an alternative service may be sought. Pilots who are flying aircraft on University business create a liability exposure for the University; therefore, the University requires preapproval in accordance with specific standards. For information on requirements which must be met, refer to Part 8B of the UW System Risk Management Manual or call your campus Risk Management Office or UW System Risk Management at 608/263-4381. Reimbursement rates for personal airplane business mileage shall be 38.5 per mile. The TER must include the names of the passengers transported. Reimbursement for costs directly associated with chartering, renting or use of a personal airplane shall not exceed the lowest logical commercial fare. The cost comparison should be attached to the TER. C. General Airfare discounts are generally available for groups of 8 or more persons traveling from the same origin to the same destination on the same plane (group fares) and for multiple individuals traveling from different origins to a common destination (meeting fares). Contact the contract travel agencies for details and assistance in setting up such travel. Unless it cannot be avoided, it is recommended that not more than five employees from the same business unit travel in the same aircraft. Travel Regulations Table of Contents | Financial and Administrative Policy Index | Financial Administration This information is provided as a service of The University of Wisconsin System Administration Office of Financial Administration. To suggest possible additions or improvements, please contact Financial Administration (608) 262-1313 Last Edited: 09/16/2005

Japan Travel Tips Japanese

Japan Travel Information - World Travel  You are here: About > Travel > Japan for Visitors Travel Go Japan Essentials Clickable Map of Japan Japan Pictures Japan Travel Tips Japanese Geisha Japan 101 - Fact about Japan Articles & Resources Japan Maps Picture of Japan / Web cams Best of Japan / Attractions Hotels/Accommodations Tokyo / Cities / Regions Japanese Translators Japanese Culture Etiquette / Living in Japan Japan Weather / Geography Japan History / Samurai Japanese Penpal / Chat Plan Your Trip to Japan Air Travel / Train Travel Restaurants / Japanese Food Japanese Gift / Japan Books Buyer's Guide Before You Buy Top Picks Japanese Gifts Product Reviews Forums Help FREE Newsletter Sign Up Now for the Japan for Visitors newsletter! See Online Courses   Search Japan for Visitors From Shizuko Mishima , Your Guide to Japan for Visitors . FREE Newsletter. Sign Up Now! Best Japan Photos in 2005 Which Japan photo gallery was viewed the most by visitors to About Japan for Visitor's site? Best Japan Photo Gallery of 2005 Wednesday December 28, 2005 | permalink Japanese New Year's Cards Sending New Year's cards to relatives, friends, teachers, classmates, and co-workers is an important custom in Japan. Send your favorite Japanese new year's cards online! Free Japanese ecards Monday December 26, 2005 | permalink Photo Gallery: Christmas Decorations in Japan Christmas in Tokyo Disneyland, Odaiba, Ebisu Garden Place, and more. Japanese Christmas Pictures Saturday December 24, 2005 | permalink Christmas in Tokyo There are many fun events and beautiful Christmas illuminations to visit in Tokyo. Here is a list of places to go. Tokyo Christmas Pictures of Christmas in Japan Shibuya Photo (c) Shizuko Mishima, licenced to About.com, Inc. Wednesday December 21, 2005 | permalink Japan Holiday Travel Tips Are you planning to visit Japan in December or January? I have some travel tips for you. Japanese Holidays Monday December 19, 2005 | permalink Japanese Railways Japanese railway systems are very advanced. Traveling by trains is very efficient. Plan a trip by trains in Japan. A list of railways in Japan Photo (c) 2005 Shizuko Mishima, licensed to About.com, Inc. Saturday December 17, 2005 | permalink Health Insurances in Japan "I plan on going to Japan in April to study for two years can anyone tell me what is a good insurance company. I hear health care in Japan is very expensive..." Suggestions? Friday December 16, 2005 | permalink Christmas in Japan December 25th is not a Japanese national holiday . How do Japanese people spend Christmas? Read more... Pictures of Christmas in Japan Pictures of Tokyo Ebisu Garden Place, Tokyo - Photo (c) Shizuko Mishima, licenced to About.com Inc. Wednesday December 14, 2005 | permalink Japanese Gift Ideas This is a list of Japanese things which might be good gifts for your loved ones. Japanese Gifts Monday December 12, 2005 | permalink Top 10 Christmas Lights to See in Japan Beautiful Christmas decorations are seen many places. This is a list of popular destinations for Christmas illuminations in Japan. Visit many places near your destinations! Japan Christmas Lights and Decorations Chirstmas in Japan Photo (c) Shizuko Mishima, licenced to About.com, Inc. Saturday December 10, 2005 | permalink Display Latest Headlines | | | Read Archives powered by Movable Type Advertisement Most Popular New Year Cards Japanese Geisha Christmas in Japan Japanese Tattoos Free Japanese postcards - Japanese new year cards - japan fr... What's Hot Japan Postcard - Japanese free email postcards - New Year's ... Japan Map - Nagano Prefecture Map - Map of Japan Universal Studios Japan Odaiba Photos Pictures of Japan - mount fuji picture - mt. fuji Photo Related Topics Japanese Cuisine Japanese Language Asia for Visitors Anime PlayStation Games        Topic Index | Email to a Friend Our Story | Be a Guide | Advertising Info | Work at About | Site Map | Icons | Help User Agreement | Ethics Policy | Patent Info. | Privacy Policy | Kids' Privacy Policy ©2005 About, Inc., A part of the New York Times Company . All rights reserved. Around About New Video iPod - Review POLL: Must-Have Gadgets VIDEO: Portable Gaming VIDEO: Choosing a TV Hugh Hefner's Life What's Hot Japan Postcard - Japanese free email postcards - New Year's ... Japan Map - Nagano Prefecture Map - Map of Japan Universal Studios Japan Odaiba Photos Pictures of Japan - mount fuji picture - mt. fuji Photo Headlines Best Japan Photos in 2005 Which Japan photo gallery was viewed the most by visitors... Japanese New Year's Cards Sending New Year's cards to relatives, friends, teachers, classmates, and... Photo Gallery: Christmas Decorations in Japan Christmas in Tokyo Disneyland, Odaiba, Ebisu Garden Place, and more.... Christmas in Tokyo There are many fun events and beautiful Christmas illuminations to...

Vacation Rentals and Vacation

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Europe Travel

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