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

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European Vacation Planning Map

European Vacation Planning and Preparation - Planning your Trip to Europe  You are here: About > Travel > Europe for Visitors > Europe Travel Planning Travel Go Europe Essentials European Vacation Planning Map Europe Travel 101 - Before you Go European Distances The Best of Europe European Photo Gallery Articles & Resources Europe Travel Planning What to do In Europe Lodging - Hotels and More European Travel Maps Sex and Nudism Travel Photography Transportation Benelux Countries France Germany Austria Switzerland Greece Italy and Malta Travel Info Scandinavian Travel Spain and Portugal United Kingdom and Ireland Buyer's Guide Before You Buy Top Picks Italy Travel Guidebooks Europe Travel Guidebooks German Travel Guidebooks Product Reviews Forums Help FREE Newsletter Sign Up Now for the Europe for Visitors newsletter! See Online Courses   Search Europe for Visitors > Europe Travel Planning European Vacation Planning - Planning your Trip to Europe Planning a Europe trip? You'll have to do some travel planning before you go on that European vacation. Find information on obtaining a passport, staying healthy, making sure your electronics will work in Europe, language help, currency, and how to save money planning your Europe vacation. Subtopics Canadian Travelers (2) Passports (11) Climate (24) Solo Travel (7) Electricity in Europe (8) Staying Connected (28) Festivals in Europe @ Travel Blogs (17) Languages (3) Travel Health (15) Money Matters (18) Travel Safety (8) Packing Tips (14) Travel with Pets (7) Articles & Resources Sort By : Guide Picks | Alphabetical | Recent Deep Travel - Taking time to get to know a place Deep Travel is a way for the tourist to try to blend in with the locals, making travel an enjoyable way to take part in a culture. The Best of Europe The best of Europe, including best cities, best off the beaten track places, best nude beaches, best walks. Some of my favorite destinations in Europe Medieval Walled Cities - The Best European Walled Cities to Visit Like your medieval walled cities nice and tidy? Here are the best walled cities in Europe--featuring complete walls from the Medieval times. Europe off the beaten track - My favorite European Vacation Spots Off the beaten track destinations aren't as undiscovered as they used to be. Still, here are my picks for spectacular European destinations overlooked by most tourists. Off Season Travel In Europe - Tips and Tools for Off-Season Vacations Off season vacations in Europe can be very rewarding if you plan right. We feaure tools and tips for off-season travel. Europe's Best Cities - My Favorite Vacation Cities in Europe So you're planning your European trip and the big question is "what are the best cities for tourists in Europe?" Well, here are my selections for Europe's best cities. European Travel 101 - Before You Go Timeline A timeline for planning your vacation, starting from the initial destination planning to when you need to get that passport to packing to making copies of important documentation. Great resource for travelers planning that first trip to Europe. Footloose Travel - Planning Tips for Flexible European Travel How much Europe trip planning is enough? Too Much? Here's what I suggest for destination planning, hotel planning, and transportation planning. How to ask a travel question You'll get a lot of good ideas for your vacation from our forum or from travel newsgroups, or even from using a search engine. But asking the right questions in a detailed manner can increase your chances of getting an answer that'll help you. Read all about how to ask a travel question. Your European Vacation: What will it Cost? While I can't tell you how much your vacation will cost you, I can tell you what mine cost. I've broken down the cost of transportation, lodging, and food from last year's summer vacation, and I give you some frugal travel tips as well. Saving money on your vacation Sure, you can skimp on your vacation. But why not save money without much sacrifice? Here I'll guide you toward good food, accommodations, and transportation that'll save you money so you can travel longer and better. Tips on choosing a European vacation destination You may be amazed at how people choose a destination for their next trip. Ever just see an amazing picture and immediately want to go there? Well, it's as good a way as any to jump into European travel. We have tips and resources on Europe for Visitors for both visual and kinesthetic learners. The Grand Tour of Europe Revisited Don't have a lot of time for European vacation planning? Here are some tips for hitting the European highlights. Top European Guidebooks Websites can help you find a destination and get your paperwork in order, but you'll still need a good guidebook to have on hand to use while you're at your destination. Here are some short reviews and links to help you buy a guidebook at a reasonable price. A View Beyond - A Travel Adventure for Dreamers - A Year in Europe - Review A view Beyond is a couple's chronicles of a year abroad in Europe.        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 Power Adapters Noord-Holland - Delights of North Holland Travel Visiting Pompeii Italy Guidebooks Naples - Getting There Headlines Antwerp Pictures Antwerp is a fashion and diamond center for Belgium and... Like to Travel Well? Follow the CIA! I really should have paid attention when the CIA came... Tapas from Cans? Ok, so you wander into one of Barcelona's most celebrated... North Holland: Noah's Ark Redux A pious north Holland businessman took out a 300 000...

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