State of Wisconsin
Employee Traveler/Travel Arranger User Guide
Updated: February 11, 2011
Introduction
This User Guide is designed to provide travelers and travel arrangers with the
information necessary to utilize the Enterprise Travel Program contracts for official
business travel.
It also provides information on using 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.
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Table of Contents
Page
Introduction
1
What is the Enterprise Travel Program?
What are the Program Benefits?
Guidelines for the Program
3
3
3
In-State Travel:
Lodging
Meetings, Conferences and Seminars
Car Rental
State-Owned Fleet Vehicles
4-5
5
5-6
6
Out-of-State Travel:
Travel Agencies
Arranging Meetings, Conferences and Seminars
Attending Meetings, Conferences and Seminars
Emergency/Last Minute Requests
Car Rental
State-Owned Fleet Vehicles
Lodging
6-7
7
7
7-8
8
8
Purchasing Cards
Travel Cards
8-9
9-10
Resources:
Contracts
Policies/Procedures
Contacts
Frequently Asked Questions
11
11
11
11
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What is the Enterprise Travel Program?
The Enterprise Travel Program consists of contracts for on-line booking for air travel,
car rentals, in-state lodging and the state’s charge cards for official business related
travel needs. The program is in effect for all state agencies and the University of
Wisconsin system. Other program components 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, airfare, 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 the state contract with Fox World Travel for online booking travel arrangements. A detailed list of all benefits is posted with the Fox
World Travel contract on VendorNet. The on-line booking contract may also serve as a
single point of reservations for out-of-state travel needs.
The state benefits 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 is 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, employees
are required to utilize the state’s purchasing card for all reimbursable airline tickets,
travel agency service fees, hotel room rates and car rental costs. 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.
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In-State Travel
Lodging
The state has contracted with lodging properties throughout Wisconsin who agree to
extend the state rate or lower to employees traveling on official state business. A full
list of contracted properties can be found at:
VendorNet – Contract Lodging Properties
Or online at:
List of In-State Lodging Contract Properties
Properties are added on an ongoing basis so check back often for updates.
The state’s lodging allowance as specified in the Uniform Travel Schedule
Amounts increased to $70 for all counties except Milwaukee, Racine and Waukesha
where the rate increased to $80 effective July 1, 2008. In some cases the rates at the
state’s contracted lodging properties are less than the allowance. Should you
experience difficulties in securing a contracted rate, please contact Sara Redford in the
Department of Administration, State Bureau of Procurement at 608 267-2706 or via
email at sara.redford@wisconsin.gov.
Note: The state’s lodging allowance may only be exceeded unless the provisions
for exceeding maximums in the Uniform Travel Schedule Amounts (UTSA) are
met. The maximum permitted allowance is $70 for all in-state counties other
than Milwaukee, Racine and Waukesha. The maximum permitted allowance in
Milwaukee, Racine and Waukesha counties is $80. The traveler will only be
reimbursed for the state’s allowance if you qualify under section F-5.01 or F-5.03
of the UTSA to exceed lodging maximums. Please see the UTSA for complete
information and guidance on the state’s travel policies.
Some contracted lodging properties have blackout dates. They are not required to offer
rooms at the contract rates during these periods. Typically, blackout dates apply
during periods of heavy travel for holidays, festivals, sporting events, etc. Contracted
properties are required to notify travelers of blackout dates at the time of reservation.
Personal use of In-State Lodging contract rates is not allowed. Employees
may not use the state’s contract rates for personal use. Employees must be in official
state business when using a contracted rate or requesting a non-contracted lodging
property 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 note that state
employees are exempt from paying state and local taxes. Each agency/campus has a
tax exempt number embossed on the front of the purchasing card.
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Non-employees conducting official business for the state, where state funds or
accounts are used to pay for the lodging property, may use contracted rates. A letter
on official state letterhead designating the non-employee is traveling on official state
business will be required to obtain the state contracted rate.
Please note if state funds are used to pay for the lodging property, the traveler would
also be exempt from state and local taxes. Therefore, the letter should also include the
agency/campus tax exempt number.
Attending Conferences, Meetings and Seminars: State employees traveling on
official state business will follow the policy in the UTSA and any more stringent policy
your agency may have in place.
To reserve an in-state conference, meeting or seminar room, contact the
lodging property directly. Do not use the contract travel agency to make a lodging
reservation when you are driving to the lodging property. The travel agency will only be
used when your travel arrangements involve an airline ticket.
Arranging Meetings, Conferences and Seminars
If you are responsible for making in-state lodging arrangements for a meeting,
conference or seminar, you will contact the lodging property directly. Specific
language is available in the UTSA link found on the resource page within this
document.
The State Bureau of Procurement has secured contract pricing for room rates with instate lodging properties throughout Wisconsin. Unless an agency has negotiated a
separate contract room rate for a meeting or conference, the lodging facility will honor
the state contract rate. Agencies should use a public facility (defined as facilities
owned, leased or operated by the state) or a contracted lodging property whenever
possible for its meeting and conference needs. Agency purchasing staff may still need
to sign a letter of agreement with the property for meals or audio/visual, but the
bidding work is eliminated when using the In-State Lodging contract.
It is important to utilize facilities owned, leased or operated by the state whenever
possible or to use statewide contracts.
Car Rental (In-State)
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.
The state’s Fleet Driver and Management Policies and Procedures apply to
all vehicles driven for official state business including rental cars.
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.
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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. You will find a listing of all agency codes within the state car rental
contract that is posted on VendorNet.
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.
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.
Out-of-State Travel
Travel Agency
The state has a contract with Fox World Travel for on-line booking reservations for
official state business when airline arrangements are required.
Prior to each trip, the traveler and/or travel arranger determine if on-line booking will
be used for the air travel arrangements. If the on-line contract is used a traveler
profile application must be completed 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.
Fox World Travel offers a Web-based training session for both travelers and travel
arrangers the first Monday of each month. This information is available on the contact
posted on VendorNet (or see your agency/campus Travel Coordinator).
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A profile must be completed with Fox World Travel by following the
agency/campus specific instructions. These instructions may be obtained by your
agency / campus Travel Coordinator. Once the profile is approved by your agency
travel coordinator, travel arrangements may be made using the on-line booking site.
The state’s contracted fee with Fox World Travel 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 employee is
responsible for making separate arrangements for the personal travel. Employees will
not utilize the state contract for personal travel arrangements.
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.
Attending Meetings, Conferences and Seminars
If you are attending an out-of-state meeting, conference or seminar, and decide to
book your airline reservation on-line you will utilize the on-line booking contract with
Fox World Travel. 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 UTSA and any more stringent policy your agency may have in
place.
Emergencies and Last Minute Requests
Fox World Travel on-line travel reservations 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 a travel agency that can make your last
minute travel arrangements.
Car Rental (Out-of-State)
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 UTSA and any more stringent policy your agency may have in
place.
The state’s Fleet Driver and Management Policies and Procedures apply to
all vehicles driven for official state business including rental cars.
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.
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To reserve a National Rental Car when an airline ticket is involved, you may book
on-line with the Fox World Travel contract. All contract rates are included in the online reservations site with Fox World Travel. The state’s contract with National Car
Rental includes all insurance therefore; you will decline insurance when completing
the rental agreement.
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.
Lodging
To reserve a hotel outside of the state, the traveler may use the on-line booking
contract with Fox World Travel only when an airline ticket is also purchased. The
traveler may also elect to contact an out of state hotel directly to make reservations.
Any out of state hotel reservations that do not include an airline ticket will require the
traveler to contact the hotel directly.
The state’s lodging allowance for out-of-state hotels as specified in the UTSA
has not changed. The allowance is the same as the in-state allowance with an
exception for higher-cost cities.
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.
Purchasing Cards
The purchasing card is a Visa charge card issued as a tool for agency employees to
make low-dollar purchases for official agency business needs. The purchasing card is
an individual bill/central payment system. Cardholders receive a bi-weekly account
statement for information and reconciliation purposes but the bill is paid by the
agency.
The 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 for car rental fuel (unless utilizing a state-owned
bulk fuel station), airport and hotel parking and commercial transportation. The
purchasing card may not be used for personal expenses.
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.
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How do I obtain a Purchasing Card?
1. Contact your agency or campus Purchasing Card Program Administrator.
2. Complete a Purchasing Card Application and Use Agreement (DOA-3584). This
form is an example only. Please see your Purchasing Card Program
Administrator for agency/campus-specific form. Your participation must be
approved by management at the level required by your agency to grant
purchasing approval for transactions $5,000 and under.
3. Attend a training session (either group or individual session).
4. Assist your Purchasing Card Program Administrator in completing the Account
Setup Form provided by the card vendor. A card will be issued within a week
after the form is submitted to card provider.
5. Keep a copy of the Purchasing Card Application and Use Agreement. Your
Program Administrator keeps the original application.
Travel Cards
The travel card is a Visa charge card offered as an optional tool to state employees as
an alternate method of payment for official, state business travel expenses. The travel
card is not mandatory. The travel card is an individual bill/ individual payment
system. Cardholders receive a monthly account statement that must be paid in full by
the next billing statement.
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 and hotel parking
and commercial transportation. The travel card may also be used for other travelrelated expenses that are incident to the trip and incurred while in official travel
status.
How do I obtain a Travel Card?
1. Contact your agency or campus Travel Card Program Administrator.
2. Complete a Travel Card-Cardholder Use Agreement Form (DOA-3786). This
form is an example only. Please see your Travel Card Program Administrator for
agency/campus-specific form. Your participation must be approved by your
supervisor, or whoever is responsible for approving your time and leave
reporting.
3. Complete and sign a Cardholder Application.
4. Attend a training session (either group or individual session).
5. Keep a copy of the Travel Card -Cardholder Use Agreement and Cardholder
Application. Your agency/campus Program Administrator will keep the
originals.
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Resources
Contracts
In-State Lodging Contract
In-State Car Rental Contract
Out of State Car Rental Contract
Travel Agency Contract
Purchasing and Travel Cards
Policies and Procedures
Uniform Travel Schedule Amounts
 Information on travel expenses, reimbursement and allowances
State Procurement Manual, PRO-D-32
 Individual and group travel
State Procurement Manual, PRO-D-33
 Conferences, Meetings and Seminars
State Procurement Manual, PRO-E-23
 Purchasing Card Policy
Purchasing Card Information
 Procedures for using the purchasing card
Travel Card Policies and Procedures
 Policy and information for travel card use
Fleet Driver and Management Policies and Procedures
 Information and policy for using fleet vehicles
State Accounting Manual, Section V, Subsection 17
 Policies on meeting and break expenses.
Contacts
Enterprise Cards Program Manager: sara.redford@wisconsin.gov
or (608) 267-2706
Enterprise Car Rental: 1-800-Rent-A-Car or http://www.enterprise.com/StateofWI
National Car Rental: 1-800-227-7368 or www.nationalcar.com
Fox World Travel for State Agencies: http://portals.foxworldtravel.com/state
(You must have a profile prior to using this site)
Fox World Travel for University campuses: http://portals.foxworldtravel.com/university
(You must have a profile prior to using this site)
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