State of Wisconsin
Employee Traveler/Travel Arranger User Guide
Updated: July 29, 2005
Introduction
This User Guide is designed to provide travelers and travel arrangers with the
information necessary to utilize the new Enterprise Travel Program for official business
travel. It contains hands-on detail for making, changing and canceling travel
reservations for airlines, hotels and car rental companies. It also provides information
on utilizing the state’s Purchasing and/or Travel Cards for certain travel-related
expenses.
Please note the policies stated in the Uniform Travel Schedule Amounts and any more
stringent policies your own agency may have in place must be followed when making
any travel-related decisions.
The Orbitz For Business profile application and reservation site is not ready for
use at this time. Beginning July 18, 2005 and until further notice, you will use
Adelman Travel for your out-of-state travel arrangements when an airline ticket
is needed.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
1
Table of Contents
Page
Introduction……………………………………………………………………………………
1
What is the Enterprise Travel Program?..........................................................
What are the Program Benefits? …………………………………………………………
Guidelines for the Program…………………………………………………………………
3
3
3
Instructions for In-State Travel:
Arranging Meetings, Conferences and Seminars……………………………
Attending Meetings, Conferences and Seminars……………………………
Car Rental……………………………………………………………………………
State-Owned Fleet Vehicles………………………………………………………
Hotels…………………………………………………………………………………
4
4
5
6
7
Instructions for Out-of-State Travel:
Airlines………………………………………………………………………………
Arranging Meetings, Conferences and Seminars…………………………..
Attending Meetings, Conferences and Seminars……………………………
Car Rental……………………………………………………………………………
Hotel……………………………………………………………………………………
State-Owned Fleet Vehicles………………………………………………………
Travel Agencies………………………………………………………………………
10
10
10
11
13
15
15
Emergencies and Last Minute Requests………………………………………………
16
Purchasing Cards………………..…………………………………………………………
Travel Cards…………………………………………………………………………………
16
16
Reservation Information:
In-State Travel………………………………………………………………………
Out-of-State Travel…………………………………………………………………
18
18
Documents and Forms:
Car Rental……………………………………………………………………………
State-Owned Fleet Vehicle....................................................……………
Hotel……………………………………………………………………………………
Purchasing Card……………………………………………………………………
Travel Agencies………………………………………………………………………
Travel Card……………………………………………………………………………
Uniform Travel Schedule Amounts………………………………………………
19
20
20
20
21
22
22
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
2
What is the Enterprise Travel Program?
Components of the program at this time consist of contracted travel agencies, car
rental companies, in-state lodging and the state’s charge cards. The program is in
effect for all state agencies including the University of Wisconsin system. All state
agencies will utilize the program components for their official business-related travel
needs. In FY06 the program may be expanded to include airline(s) and out-of-state
lodging. Other program components such as electronic meetings management and
electronic expense management may be added in the future.
What are the Benefits of the Enterprise Travel Program?
The benefits for the traveler and travel arranger include enhanced services as well as
lower fees, airfares, car rental and lodging costs due to consolidated purchasing and
contracting. Travelers and travel arrangers will benefit from longer hours of operation
and 24/7/365 emergency service from our travel agencies. The travel agencies will
also serve as a single point of contact for out-of-state travel needs. Travelers
/arrangers will now only need to make a single contact to a travel agency for airline,
car rental and lodging needs when making out-of-state travel arrangements. In
addition to calling a travel agency, travelers/arrangers will also now have the option of
using an online travel agency.
The state will benefit from savings through cost avoidance at the time a reservation is
made and through greatly reduced administrative time during the reservation process.
Additionally, the state will now be able to collect and manage travel-related data for
better leverage in future contract negotiations.
General Guidelines for the Enterprise Travel Program
Enterprise Travel Program contracts will be used in all cases when state funds or
funds processed through state/university accounts are used. Additionally, effective
immediately, employees are encouraged to utilize the state’s purchasing card for all
reimbursable airline tickets, travel agency service fees, hotel room rates and car rental
costs. Effective October 17, 2005, employee use of a purchasing card for all
reimbursable airline tickets, travel agency service fees, hotel room rates and car rental
costs will be required. If they so choose, employees have the option of utilizing the
state’s travel card instead of or in addition to the purchasing card for travel-related
expenses incurred while in official travel status. The travel card is an individual
liability card.
Please note the policies stated in the Uniform Travel Schedule Amounts and any more
stringent policies your agency may have in place must be followed when making any
travel-related decisions.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
3
 Instructions for In-State Travel
Please note the policies stated in the Uniform Travel Schedule Amounts and any more
stringent policies your agency may have in place must be followed when making any
travel-related decisions.
Arranging Meetings, Conferences and Seminars:
If you are responsible for making in-state hotel arrangements for a meeting,
conference or seminar, you will contact the hotel directly.
The Uniform Travel Schedule Amounts (Section F of the Compensation Plan) has
specific language on state-sponsored meetings, training and conferences. Please see
6.0: http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Additionally, the State Bureau of Procurement’s request for bid solicited meeting and
conference related sleeping room rates from Wisconsin hotels as well as those for
typical overnight business. The intent of the bidding process was to eliminate the need
for agency’s purchasing staff to perform bid procedures for meetings and conferences.
As a result, most of the approximately 325 contracted hotels offer meeting room rates
and meeting facilities. Therefore, your agency should use a public facility (defined as
facilities owned, leased or operated by the state) or a contracted hotel whenever
possible for its meeting and conference needs. Your agency’s purchasing staff may still
need to sign a letter of agreement with the hotel for meals or audio/visual, but the
bidding work is eliminated when using a state-contracted hotel.
It is important to utilize facilities owned, leased or operated by the state whenever
possible or to use statewide contracts. Bypassing contracts dilutes the state’s
leveraged purchasing power and causes increased costs in future procurements.
Therefore, agencies must make every attempt to use the contracted hotels when
making arrangements for meetings, conferences and seminars.
For further direction, please see the Uniform Travel Schedule Amounts, 6.0:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Also, Section V, Subsection 17 of the State Accounting Manual has policies on meeting
and break expenses.
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=378#Expenditures
Attending Meetings, Conferences and Seminars:
If you are attending an in-state meeting, conference or seminar, you will contact the
hotel directly.
State employees traveling on official state business will follow the policy in the Uniform
Travel Schedule Amounts and any more stringent policy your agency may have in
place. For further direction, please see the Uniform Travel Schedule Amounts, 5.00:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
4
Car Rental:
Enterprise Car Rental is the state’s contracted vendor for all vehicle rentals
originating in the State of Wisconsin. However, state employees traveling on official
state business shall use a state-owned vehicle whenever feasible and will follow the
policy in the Uniform Travel Schedule Amounts and any more stringent policy your
agency may have in place.
For further direction, please see the Uniform Travel Schedule Amounts, 3.05:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
The state’s Fleet Driver and Management Policies and Procedures apply to
all vehicles driven for official state business including rental cars. For further
direction, follow the policy in the Fleet Driver and Management Policies and
Procedures document.
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
The size of the vehicle rented is determined by the number of travelers and amount of
equipment to be carried. For further direction, follow the policy in the Uniform Travel
Schedule Amounts, 3.05 (4):
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Personal use of contracted car rental rates is not allowed. Employees will not
use the state’s contract rates for personal use. For further clarification, please refer to
the state’s Fleet Driver and Management Policies and Procedures above.
State identification must be displayed by employees when signing the rental
agreement to secure the state rate. State identification may consist of a state-issued
photo ID, a letter on official state letterhead designating you as a state employee or the
state’s purchasing card or travel card. You will also be asked for the name of your
agency and/or your agency’s booking code at the time of the rental agreement
completion. The booking code for state agencies always begins with either WISC or WI
and is followed by a three to five digit number. You will find a listing of all agency
codes in the Documents and Forms section at the end of this User Guide.
Non-employees conducting official business for the state, where state funds or
state/university accounts are used to pay for the rental car, may use contracted rates.
A supervisor must sign a letter on official state letterhead designating the nonemployee as a traveler for state business. The non-employee must present the letter to
the car rental company at the time of the rental agreement completion.
To reserve an Enterprise Rental Car, call 1 888 947-3722 or go online at
www.enterprise.com. The state’s contract with Enterprise Car Rental includes all
insurance. Therefore, you will decline insurance if asked by Enterprise Car Rental
personnel when completing the rental agreement. Rates, car size, locations and other
information about Enterprise Car Rental can be found at:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=972
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
5
Should you experience difficulties with the Enterprise Car Rental contract or have any
questions on the travel program, please contact the Enterprise Travel Program
Manager in the Department of Administration, State Bureau of Procurement. Amy
Schroeder can be reached at 608 266-3827 or at amy.schroeder@doa.state.wi.us.
Do not call the travel agency to make a car rental reservation for you unless you
also need an airline ticket. Contact the car rental company directly.
A Purchasing Card will be used to charge the cost of the rental car effective October
17, 2005. Or, if they choose, employees have the option of using the travel card
instead of or in addition to the purchasing card for travel-related expenses incurred
while in official travel status. The travel card is an individual liability card. Effective
October 17, 2005, purchase orders, direct bills and personal credit cards will not be
used to charge the cost of car rentals when state funds or funds processed through
state/university accounts are used.
The purchasing card offers the ability to set-up a central account for car rental use.
This works much the same way as a purchase order or direct bill in that a single
cardholder can make arrangements for multiple travelers. To learn more about the
details of this program, please contact your agency’s Purchasing Card Program
Administrator. S/he can provide you with program details and help you set-up a
central account. You will find a listing of all agency Purchasing Card Program
Administrators in the Documents and Forms section at the end of this User Guide.
Reservations:
Enterprise Car Rental: www.enterprise.com or 1-888 947-3722
More Information:
Enterprise Car Rental:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=972
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
State-Owned Fleet Vehicles
State-owned fleet vehicles are used for employee travel within the state and other outof-state locations to conduct official state business. The policy for fleet vehicles was
updated in November 2004 and remains in effect. Should you have specific questions
on fleet policy and/or procedures, please review the state’s Fleet Driver and
Management Policies and Procedures and/or contact your agency’s fleet manager.
More information:
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
6
State Agency Fleet Manager List:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=20
(Scroll down to information for State Agencies)
Lodging:
The state has contracted room rates with approximately 325 hotels in Wisconsin.
State employees traveling on official state business will stay in contracted hotels
whenever possible and follow the policy in the Uniform Travel Schedule Amounts and
any more stringent policy your agency may have in place. For further direction, please
see the Uniform Travel Schedule Amounts section 5.00:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
The state’s lodging allowance as specified in the Uniform Travel Schedule
Amounts has not changed. However in many cases the rates at the state’s contracted
hotels are less than the allowance. Should you experience difficulties in securing a
contracted rate or have any questions on the travel program, please contact the
Enterprise Travel Program Manager in the Department of Administration, State
Bureau of Procurement. Amy Schroeder can be reached at 608 266-3827 or via email
at amy.schroeder@doa.state.wi.us .
Note: The state’s lodging allowance may never be exceeded unless the provisions
for exceeding maximums in the Uniform Travel Schedule Amounts are met. The
maximum permitted allowance is $62 for all in-state counties other than
Milwaukee, Racine and Waukesha. The maximum permitted allowance in
Milwaukee, Racine and Waukesha counties is $72. You will only be reimbursed
for the state’s allowance if you qualify under section F-5.01 or F-5.03 of the
Uniform Travel Schedule Amounts to exceed lodging maximums. Please see the
Uniform Travel Schedule Amounts for complete information and guidance on the
state’s travel policies.
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Also, please follow any more stringent policies your agency may have in place.
Contracts with the Wisconsin hotels also guarantee last room availability within 48
hours of arrival. This means if a state employee contacts a contracted hotel within 48
hours of arrival and the hotel has a standard room available, it must reserve it for the
employee. In last minute travel situations, this will save state employees hours of time
often spent contacting multiple hotels for a room. Employees should continue to make
hotel reservations as they do today though, as far ahead of their arrival as possible.
However, the last room guarantee is only available for standard rooms and within
48 hours of arrival.
Some contracted hotels have blackout dates. The contracted hotels are not required to
offer rooms at the contract rates during these periods. When a hotel has blackout
dates, you will find “Blackout dates apply” annotated at the bottom of the hotel’s
display on the state’s lodging Web page. You will then need to contact the hotel
directly for the actual blackout dates. Typically, blackout dates apply during periods of
heavy travel for holidays, festivals, sporting events, etc.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
7
Personal use of contracted hotel rates is not allowed. Employees will not use
the state’s contract rates for personal use. Employees must be in official travel status
when using a contracted rate or requesting a non-contracted hotel to honor the state’s
allowance.
State identification must be displayed by employees upon check-in to secure
the state rate and avoid paying the state tax. State identification may consist of a
state-issued photo ID, a letter on official state letterhead designating you as a state
employee or the state’s purchasing card or travel card. Please remember to bring your
agency’s tax exempt number with you to avoid paying the room tax. A template of a
letter designating a traveler as an employee traveling on official state business can be
found in the Documents and Forms section at the end of this User Guide.
Non-employees conducting official business for the state, where state funds or
accounts are used to pay for the hotel, may use contracted rates.
Attending Conferences, Meetings and Seminars: State employees traveling on
official state business will follow the policy in the Uniform Travel Schedule Amounts
and any more stringent policy your agency may have in place. For further direction,
please see the Uniform Travel Schedule Amounts, 5.00:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
To reserve an in-state conference, meeting or seminar room, contact the
hotel directly. Do not call the travel agency to make a hotel reservation for you when
you are driving to the hotel. The travel agencies will only be contacted when your
travel arrangements involve an airline ticket.
A Purchasing Card will be used to charge the cost of the hotel room effective
October 17, 2005. When using a purchasing card, only the room rate and any
applicable taxes may be charged. Other charges for room service, telephone calls,
movies, etc. will not be charged to the purchasing card. No personal charges will be
made to the purchasing card. If they choose, employees have the option of utilizing
the state’s travel card instead of or in addition to the purchasing card for travel-related
expenses incurred while in official travel status. The travel card is an individual
liability card. Effective October 17, 2005, purchase orders, direct bills and personal
credit cards will not be used to charge the cost of lodging when state funds or funds
processed through state/university accounts are used.
The purchasing card does offer the ability to establish central accounts for transient
business or meeting/event cards for meetings, conferences and seminars. These work
much the same way as a purchase order or direct bill in that a single cardholder can
make arrangements for multiple travelers. To learn more about the details of these
programs, please contact your agency’s Purchasing Card Program Administrator. S/he
can provide you with program details and help you set-up central accounts. You will
find a listing of all agency Purchasing Card Program Administrators in the Documents
and Forms section at the end of this User Guide. Additionally, please see the
Purchasing Card User Guide:
http://vendornet.state.wi.us/vendornet/purchcrd/manual6.asp
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
8
The travel card policy allows for other travel-related charges when they are incident to
your trip while you are in official travel status. Here is the applicable language from
the Travel Card Policies and Procedures Manual:
"The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business
related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges
onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will
be reimbursed)."
For more information on the travel card, see the Travel Card Policies and Procedures
Manual:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContractNum
ber=1374
(Scroll down to attachments)
Or, contact your agency’s Travel Card Program Administrator. You will find a listing of
all agency Travel Card Program Administrators in the Documents and Forms section
at the end of this User Guide.
For information on reserving a hotel in the state, click on
http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp
Please note: This link is for information purposes only. You must continue to call the
hotel directly for reservations.
Lodging rates are listed from low to high. After making your selection from the
electronic list, you will make your hotel reservation by calling the hotel with the
telephone number provided. Be sure to stress that you are a state employee and ask
for the contracted rate. A Web address is provided for many hotels. You may use these
links to learn more about the hotels, e.g., meeting room facilities, location, driving
directions, nearest restaurant, etc. However, do not reserve your hotel stay via these
Web site links. You must call the hotel directly to secure the contracted rate.
Note: The state’s lodging allowance may never be exceeded unless the provisions
for exceeding maximums in the Uniform Travel Schedule Amounts are met. The
maximum permitted allowance is $62 for all in-state counties other than
Milwaukee, Racine and Waukesha. The maximum permitted allowance in
Milwaukee, Racine and Waukesha counties is $72. You will only be reimbursed
for the state’s allowance if you qualify under section F-5.01 or F-5.03 of the
Uniform Travel Schedule Amounts to exceed lodging maximums. Please see the
Uniform Travel Schedule Amounts for complete information and guidance on the
state’s travel policies.
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Also, please follow any more stringent policies your agency may have in place.
If you experience less than acceptable conditions or service at any of the state’s
contracted hotels, please contact the Department of Administration’s Travel Program
Manager. Amy Schroeder can be reached at 608 266-3827 or via email at
amy.schroeder@doa.state.wi.us.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
9
Do not call the travel agency to make a hotel reservation for you when you are
driving to the hotel. Contact the hotel directly.
Contact Information:
Hotel Information, electronic:
http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp
Hotel Information, printable:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1796_0.XLS
More Information:
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
 Instructions for Out-of-State Travel
Please note the policies stated in the Uniform Travel Schedule Amounts and any more
stringent policies your agency may have in place must be followed when making any
travel-related decisions.
Airlines:
When an airline ticket is required for your official state business travel, you will use a
contracted travel agency to book your air, car and hotel reservations. (Please see
Travel Agencies below for more information). Due to the low fares in the marketplace
today, the State Bureau of Procurement did not enter into any airline contracts. The
State Bureau of Procurement will watch the airline industry closely and work to secure
contracts as necessary.
Contact Information:
See Travel Agencies below.
Arranging Meetings, Conferences and Seminars:
If you are responsible for coordinating out-of-state arrangements for a meeting,
conference or seminar, you will continue to follow the policy and procedures in PROD-33 in the State Procurement Manual.
http://vendornet.state.wi.us/vendornet/procman/prod33.asp
Attending Meetings, Conferences and Seminars:
If you are attending an out-of-state meeting, conference or seminar, you will contact
either Adelman Travel or Orbitz for Business Travel.
If you contact Adelman Travel, you will need to provide the name of the conference,
the dates, the city, etc. If the conference brochure has a conference code listed, you
will need to provide that to Adelman Travel as well. Adelman will be able to make the
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
10
same reservations for you as the travel agency listed in the literature. Adelman will
make sure airfare and hotel costs are as low or lower than any rates listed in the
brochure. They will also be able to make car rental reservations if you need a car.
If you contact Orbitz for Business Travel, you will make the airline and car rental (if
needed) reservation to attend the conference. You will then contact the conference
hotel directly for the hotel reservations.
The state’s policy for staying at a conference hotel when attending a conference has
not changed. State employees traveling on official state business will follow the policy
in the Uniform Travel Schedule Amounts and any more stringent policy your agency
may have in place. For further direction, please see the Uniform Travel Schedule
Amounts, 5.0: http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Contact Information:
See Travel Agencies below.
Car Rental:
National Car Rental is the state’s contracted vendor for all vehicle rentals originating
outside of the State of Wisconsin. Employees traveling on official state business will
follow the policy in the Uniform Travel Schedule Amounts and any more stringent
policy your agency may have in place. For further direction, please see the Uniform
Travel Schedule Amounts, section 3.05:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
The state’s Fleet Driver and Management Policies and Procedures apply to
all vehicles driven for official state business including rental cars. For further
direction, follow the policy in the Fleet Driver and Management Policies and
Procedures document.
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
The size of the vehicle rented is determined by the number of travelers and amount of
equipment to be carried. For further direction, follow the policy in the Uniform Travel
Schedule Amounts, 3.05 (4):
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Personal use of contracted car rental rates is not allowed. Employees will not
use the state’s contract rates for personal use. For further clarification, please refer to
the state’s Fleet Driver and Management Policies and Procedures above.
Non-employees conducting official business for the state, where state funds or
accounts are used to pay for the rental car, may use contracted rates.
To reserve a National Rental Car when an airline ticket is involved, you will
contact the travel agency. When you need an out-of-state car rental when no airline
ticket is involved, call 1 800 227-7368 or go online at www.nationalcar.com. State
agencies will use contract ID # 5004463 to secure the state’s contract rate. University
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
11
campuses will use contract ID # 5766241 to secure the state’s contract rate. The
state’s contract with National Car Rental includes all insurance therefore, you will
decline insurance if asked by National Car Rental personnel when completing the
rental agreement. Rates, car size, locations and other information about National Car
Rental can be found online at:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=973&linkcatid=280
&linkid
Should you experience difficulties with the National Car Rental contract or have any
questions on the travel program, please contact the Enterprise Travel Program
Manager in the Department of Administration, State Bureau of Procurement. Amy
Schroeder can be reached at 608 266-3827 or at amy.schroeder@doa.state.wi.us.
A Purchasing Card will be used to charge the cost of the rental car effective October
17, 2005. No personal charges will be made to the purchasing card. If they choose,
employees have the option of utilizing the state’s travel card instead of or in addition to
the purchasing card for travel-related expenses incurred while in official travel status.
The travel card is an individual liability card. Effective October 17, 2005, purchase
orders, direct bills and personal credit cards will not be used to charge the cost of car
rentals when state funds or funds processed through state/university accounts are
used.
To learn more about purchasing card policy, contact your agency’s Purchasing Card
Program Administrator. You will find a listing of all agency Purchasing Card Program
Administrators in the Documents and Forms section at the end of this User Guide.
Additionally, please see the Purchasing Card User Guide:
http://vendornet.state.wi.us/vendornet/purchcrd/manual6.asp
When using the travel card, you may charge the cost of the rental car and other travelrelated costs that are incident to your trip while in official travel status. Here is the
applicable language from the Travel Card Policies and Procedures Manual:
"The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business
related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges
onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will
be reimbursed)."
For more information on the travel card, see the Travel Card Policies and Procedures
Manual:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContractNum
ber=1374
(Scroll down to attachments)
Or, contact your agency’s Travel Card Program Administrator. You will find a listing of
all agency Travel Card Program Administrators in the Documents and Forms section
at the end of this User Guide.
Reservations:
National Car Rental: www.nationalcar.com or 1-800 227-7368
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
12
More Information:
National Car Rental Information:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=973&linkcatid=280
&linkid=
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Lodging:
State employees will follow policy established in the Uniform Travel Schedule Amounts
and any more stringent policy your agency may have in place when traveling on official
state business. For further direction, please see the Uniform Travel Schedule
Amounts, 5.0: http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
Should you have any questions on out-of-state lodging or the travel program, please
contact the Enterprise Travel Program Manager in the Department of Administration,
State Bureau of Procurement. Amy Schroeder can be reached at 608 266-3827 or at
amy.schroeder@doa.state.wi.us .
To reserve a hotel outside of the state, contact one of the state’s contracted
travel agencies only when an airline ticket is needed. The travel agency will reserve
your airline ticket, hotel, rental car and other services you may require for your trip.
(See Travel Agencies below.) Do not call the travel agencies if you are driving to your
hotel. You would instead contact the hotel directly.
The state’s lodging allowance for out-of-state hotels as specified in the
Uniform Travel Schedule Amounts has not changed. The allowance is the same as the
in-state allowance with an exception for higher-cost cities. Here is a link to The Higher
Cost Cities Bulletin:
http://vendornet.state.wi.us/vendornet/TravelDocs/Higher%20Cost%20Cities%20Bul
letin.pdf
Personal use of the state’s allowance is not allowed. Employees must be in
official travel status when requesting a hotel to honor the state’s allowance.
A Purchasing Card will be used to charge the cost of the hotel room effective
October 17, 2005. When using a purchasing card, only the room rate and any
applicable taxes may be charged. Other charges for meals, room service, telephone
calls, movies, etc. will not be charged to the purchasing card. No personal charges
may be made to the purchasing card. If they choose, employees have the option of
utilizing the state’s travel card instead of or in addition to the purchasing card for
travel-related expenses incurred while in official travel status. The travel card is an
individual liability card. Effective October 17, 2005, purchase orders, direct bills and
personal credit cards will not be used to charge the cost of lodging when state funds or
funds processed through state/university accounts are used.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
13
The purchasing card does offer the ability to establish central accounts for transient
business or meeting/event cards for meetings, conferences and seminars. These work
much the same way as a purchase order or direct bill in that a single cardholder can
make arrangements for multiple travelers. To learn more about the details of these
programs, please contact your agency’s Purchasing Card Program Administrator. S/he
can provide you with program details and help you set-up central accounts. You will
find a listing of all agency Purchasing Card Program Administrators in the Documents
and Forms section at the end of this User Guide. Additionally, please see the
Purchasing Card User Guide:
http://vendornet.state.wi.us/vendornet/purchcrd/manual6.asp
The travel card policy also allows for other travel-related charges when they are
incident to your trip while you are in official travel status. Here is the applicable
language from the Travel Card Policies and Procedures Manual:
"The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business
related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges
onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will
be reimbursed)."
For more information on the travel card, see the Travel Card Policies and Procedures
Manual:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContractNum
ber=1374
(Scroll down to Attachments)
Or, contact your agency’s Travel Card Program Administrator. You will find a listing of
all agency Travel Card Program Administrators in the Documents and Forms section
at the end of this User Guide.
More Information:
Higher Cost Cities Bulletin:
http://vendornet.state.wi.us/vendornet/TravelDocs/Higher%20Cost%20Cities%20Bul
letin.pdf
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
State-Owned Fleet Vehicles
State-owned fleet vehicles are used for employee travel within the state and other outof-state locations to conduct official state business. The policy for fleet vehicles was
updated in November 2004 and remains in effect. Should you have specific questions
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
14
on fleet policy and/or procedures, please review the state’s Fleet Driver and
Management Policies and Procedures and/or contact your agency’s fleet manager.
More information:
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
State Agency Fleet Manager List:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=20
(Scroll down to Information for State Agencies)
Travel Agencies:
The state contracted with two travel agency vendors for official, out-of-state businessrelated needs when airline arrangements are required. Adelman Travel will be used
when the employee prefers to call a travel agency and speak directly with a travel
agent for arrangements. Employees will use Orbitz For Business Travel when the
employee prefers to make travel arrangements online.
Note: The Orbitz For Business profile application and reservation site is not
ready for use at this time. Beginning July 18, 2005 and until further notice, you
will use Adelman Travel for your out-of-state travel arrangements when an
airline ticket is needed.
Prior to each trip, the traveler and/or travel arranger will choose which travel agency
to contact for that trip. The traveler and/or travel arranger may use either travel
agency however, a profile application must be completed with the travel agency prior
to making reservations. In addition to identifying you as a state employee and
therefore eligible for contract rates, the profile also identifies your preferences for
seating, meals, charge card, etc.
A profile application must be completed with the travel agency prior to making
reservations. Adelman Travel offers two types of profile applications with instructions.
One is to be used when the travel arranger is creating profiles for travelers:
Travel Planner:
http://vendornet.state.wi.us/vendornet/TravelDocs/Travel%20Planner%20Registratio
n%20Guide.pdf
The other is to be used when the traveler completes his/her own profile:
http://vendornet.state.wi.us/vendornet/TravelDocs/Profile%20Registration%20Guide
.pdf
A profile will take approximately ten minutes to complete.
Hours of Operation: Adelman Travel’s regular hours of operation are 7:00 a.m. –
5:30 p.m. central time, Monday through Friday. Emergency service is offered 24 hours
a day, seven days a week, 365 days a year. Orbitz For Business’ regular hours of
operation are 24 hours a day, seven days a week, 365 days a year.
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
15
The state’s contracted fees with travel agencies and any other contract discounts
negotiated by the state will only be used by the state employee for official state-related
travel. When a family member or friend is traveling with the employee, the travel
agencies will use state-contracted rates for the employee’s travel and travel agency
rates for the non-employee. Employees utilizing the contracted travel agencies for
purely personal travel will not receive the state’s contracted rates but instead the
travel agency rates. State contract rate sheet:
http://vendornet.state.wi.us/vendornet/TravelDocs/Travel%20Agency%20Rate%20Sh
eet.xls
Reservations:
Adelman Travel:
 1-800 714-0436 Monday through Friday, 7:00 am – 5:30 pm, Central
 wistate@adelmanmail.com
 1-800 231-3999 Emergencies Occurring After Hours (Provide the travel agent
with the following code: SWD40.)
Orbitz For Business:
 To be provided when the profile application and reservation site is ready.
More Information:
Profile Set-up Questions: Adelman Travel, 1-800 248-5562 (prompt 4)
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
 Emergencies and Last Minute Requests
All online travel reservation Web sites require at least six hours lead time before flight
departure to confirm and issue an electronic airline ticket. If you need an airline
ticket within six hours of your flight, contact Adelman Travel for your arrangements.
Contact either Adelman Travel or Orbitz Travel if you have six hours or more before
flight time.
Contact Information:
Adelman Travel:
 1-800 714-0436 Monday through Friday, 7:00 am – 5:30 pm, Central
 1-800 231-3999 Emergencies Occurring After Hours (Provide the travel agent
with the following code: SWD40.)
Orbitz For Business:
 To be provided when the profile application and reservation site is ready.
More Information:
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
16

Purchasing and Travel Cards
Effective October 17, 2005, a state-issued purchasing card will be used for official
business-related airline tickets, travel agency service fees, hotel room rates and any
applicable taxes and rental car costs. A purchasing card may also be used to charge
car rental fuel (unless utilizing a state-owned bulk fuel station), airport parking and
hotel parking. Charges for any other travel-related expenses incurred while in official
travel status will not be made to the purchasing card without prior approval from the
State Controller’s Office and the State Bureau of Procurement. No personal charges
may be made to the purchasing card.
The purchasing card is a state liability card with central bill/central pay functionality.
Charges for reimbursable airline tickets, travel agency service fees, hotel room rates,
rental car costs including fuel, airport and hotel parking and taxes will be billed
directly to and paid for by the state.
Use of the purchasing card benefits the state and its employees by reducing
administrative time associated with travel arrangements and reimbursement and by
eliminating the need to pay out-of-pocket for airline, lodging and car rental expenses.
How do I obtain a Purchasing Card?
Your participation must be approved by management at the level required by your
agency to grant purchasing approval for transactions $5,000 and under. Please review
the Purchasing Card User Guide at:
http://vendornet.state.wi.us/vendornet/purchcrd/manual6.asp
All participating agencies have a Purchasing Card Program Administrator. Potential
cardholders will be asked to complete a Purchasing Card Application and Use
Agreement. Please contact your agency’s Purchasing Card Program Administrator to
secure these forms. You should keep a copy of these forms for your files. The agency
Program Administrator will keep the originals. A new card will be issued within a week
after the set-up is complete. You may be asked to attend an individual or group
training session.
If your agency does not currently have a Purchasing Card Program in place, policies
and procedures for management of a Purchasing Card Program can be found in the
State Procurement Manual, PRO-E-23:
http://vendornet.state.wi.us/vendornet/procman/proe23.asp
If they choose, employees have the option of obtaining a state travel card for use while
in official travel status. A state travel card may be used for official business-related
airline tickets, travel agency service fees, hotel room rates and any applicable taxes
and rental car costs, car rental fuel (unless utilizing a state-owned bulk fuel station),
airport parking and hotel parking and any other travel-related expenses incurred while
in official travel status that are incident to the trip. Here is the applicable language
from the Travel Card Policies and Procedures Manual:
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
17
"The Travel Card may be used for non-reimbursable expenses that are reasonably incident to business
related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges
onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will
be reimbursed)."
The travel card is a personal liability card meaning the employee is personally
responsible for payment of all charges. However, the state’s policies and procedures
will always be followed when using the travel card. For further direction, see the Travel
Card Policies and Procedures Manual at:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContractNum
ber=1374
(Scroll down to Attachments)
How do I obtain a Travel Card?
All participating agencies have a Travel Card Administrator. Potential cardholders will
be asked to complete a Travel Card Application and a Use Agreement. You should keep
a copy of these forms for your files. The agency Card Administrator will keep the
originals. A new card will be issued within a week after the set-up is complete.
If your agency does not currently have a Travel Card Program in place, policies and
procedures and all forms for management of a Travel Card Program can be found at:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContractNum
ber=1374
(Scroll down to Attachments)
 Reservation Information, In-State Travel:
Enterprise Car Rental: www.enterprise.com or 1-888 947-3722 (Be ready with your
agency’s booking code.)
Hotels, electronic: http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp
Hotel Information, printable:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1796_0.XLS
State-Owned Fleet Vehicle:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=257 or 608 266-8757
 Other Information, In-State Travel:
Enterprise Car Rental:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=972
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
 Reservation Information, Out-of-State Travel:
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
18
Adelman Travel:
 1-800 714-0436 Monday through Friday, 7:00 am – 5:30 pm, Central
 1-800 231-3999 Emergencies Occurring After Hours
 1-800 248-5562 (prompt 4) Profile Set-up Questions
 wistate@adelmanmail.com
National Car Rental: www.nationalcar.com or 1 800 227-7368. State agencies will
use contract ID # 5004463 to secure the state’s contract rate. University campuses
will use contract ID # 5766241.
Orbitz For Business:
 To be provided when the profile application and reservation site is ready.
State-Owned Fleet Vehicle:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=257 or 608 266-8757
Other Information, Out-of-State Travel:
National Car Rental:
http://www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=973
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962
Enterprise Cards Program Manager: cheryl.pond@doa.state.wi.us 608 267-6922
Enterprise Travel Program Manager: amy.schroeder@doa.state.wi.us 608 266-3827
State-Owned Fleet Vehicle:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=257 or 608 266-8757
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1374_14.PDF
 Documents and Forms:
 Car Rental –

Enterprise Car Rental - Booking Codes for State Agencies

State Letter for Identification (template)

Frequently Asked Questions, In-State:

Frequently Asked Questions, Out-of-State:
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
19
 Fleet Vehicle 
Fleet Driver and Management Policies and Procedures:
http://www.doa.state.wi.us/docs_view2.asp?docid=3962

State Agency Fleet Manager List:
http://www.doa.state.wi.us/section_detail.asp?linkcatid=20
(Scroll down to Information for State Agencies)
 Hotel –
Higher Cost Cities Bulletin:
http://vendornet.state.wi.us/vendornet/TravelDocs/Higher%20Cost%20Cities
%20Bulletin.pdf


State Procurement Manual, PRO-D-32, Conferences, Meetings and
Seminars:
PRO-D-32.DOC

State Letter for Identification (template)

Listing of Wisconsin contracted hotels (Excel Spreadsheet):
http://vendornet.state.wi.us/vendornet/wais/bulldocs/1796_0.XLS

Frequently Asked Questions, In-State:

Frequently Asked Questions, Out-of-State:
 Purchasing Card –

Purchasing Card Program Administrator List (Agency):
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
20


Purchasing Card Policy:
http://vendornet.state.wi.us/vendornet/procman/proe23.asp
Purchasing Card User Guide:
http://vendornet.state.wi.us/vendornet/purchcrd/manual6.asp

Purchasing Card Application and Use Agreement:
(This is an example only. Your agency may have its own form.)

Frequently Asked Questions, Purchasing/Travel Cards:
 Travel Agencies  Adelman Travel – Contract and Travel Guides:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContra
ctNumber=1782&sCommand=DisplayContract

Travel Arranger Profile: To be used when the travel arranger is creating
profiles for travelers: Travel Planner:
http://vendornet.state.wi.us/vendornet/TravelDocs/Travel%20Planner%20Regi
stration%20Guide.pdf

Traveler Profile: To be used when the traveler completes his/her own profile:
http://vendornet.state.wi.us/vendornet/TravelDocs/Profile%20Registration%2
0Guide.pdf

Orbitz For Business - Contract and User Guide:
To be added when profile application and reservation site are ready.

Traveler/Travel Arranger Profile:
To be added when profile application and reservation site are ready.

Frequently Asked Questions, Travel Agency:
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
21

Frequently Asked Questions, Airlines:
 Travel Card 
Travel Card Application and Use Agreement:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContra
ctNumber=1374
(Scroll down to Attachments)

Travel Card Program Administrators (Agency):

Travel Card Policy:
http://vendornet.state.wi.us/vendornet/asp/ContractDetail.asp?SystemContra
ctNumber=1374 (scroll down to attachments)

Frequently Asked Questions, Purchasing/Travel Cards:
 State Policy 
Uniform Travel Schedule Amounts:
http://vendornet.state.wi.us/vendornet/travel/
____________________________________________________________________
Department of Administration, State Bureau of Procurement
July 18, 2005
22