UW-System Updates
Vehicle Rentals
In a small but positive step toward keeping our planet green, we have changed UW System travel policy to allow reimbursement for the additional rental cost of Hybrid vehicles under our contract with Enterprise for in-state rentals. At such time as National increases their fleet of Hybrid vehicles and accurately specifies their rate structure, we may allow reimbursement for out-of-state rentals under that contract as well.
Reimbursement for navigation systems (GPS) is generally not allowed. GPS cost may be reimbursed only with prior approval of the supervisor and with adequate justification such as multiple business locations in a large urban area.
Lodging
The Bureau of Procurement has issued a revised In-State Lodging Contract effective July 1, 2008. The revised contract is similar in scope to the current contract but includes the following revisions:
- The contract will be optional for state employees, not mandatory
- The reimbursement rate will increase to $70 per night, excluding tax ($80 in Milwaukee, Racine and Waukesha counties)
- No bid requirement for interested properties
- Properties are no longer required to submit semi-annual usage reports
- Properties are still allowed to have blackout dates but they are not required to report them to us. Properties are responsible for notifying travelers of blackout dates at the time of reservation
- Open enrollment for properties throughout the contract term
Please continue using the current lodging contract for your travel needs until the new contract takes effect July 1, 2008. As with the current contract, all properties who have agreed to the State’s terms and conditions will be listed on the Excel spreadsheet posted with the contract on VendorNet. In addition, we will continue to maintain the property listing Web page that allows users to search by property name, city, county or zip code.
If you are making reservations now for dates after July 1, 2008 please use the current lodging list available to you but remember that the rates will be $70 for all counties except for Milwaukee, Racine and Waukesha where the rate will be $80.
Red Roof Inns has increased their discount rate from 15% to 20% under our Big 10 contract. Booking code and reservation instructions are on the UW System travel website: http://www.uwsa.edu/fadmin/travel.htm
Air travel
Airlines are now charging for pre-assigned seats and for a second piece of checked luggage. Because our contract with Travelport for online booking automatically monitors and assigns seats that can’t be reserved at the time of booking, that cost will not be reimbursable.
Effective June 15th, American Airlines will charge $15 for the first piece of checked luggage. Most airlines copy their competitors. If this change is moderately well received by the general public, it is likely other airlines will follow suit. Reimbursement of the charge for the first piece of luggage for domestic trips and the first two pieces of luggage for foreign trips will be allowed with no explanation needed. Reimbursement for additional checked luggage (usually $25 per bag) will be handled on a case-by-case basis. Travelers should use good judgment in packing for business trips and try to avoid the additional charge. As with other miscellaneous expense claims, receipts are only required for claims in excess of $25.