Travel and Reimbursement
Flights
– John Burmaster will book your flights directly in Concur (UW travel portal). HERE is a link to Concur that has information on how to sign-in if it is your first time using Concur. Please make sure your profile is up to date with passport information for international travel.
– Please set John up as a Travel Arranger on your Concur profile if you haven’t already.
Under your profile (upper right), click on Profile Settings. Then on the left-hand side, click on Assistants/Arrangers. Click + Add and Assistant/Arranger, search for me and select Can Book Travel for Me.
– Please submit a Purchasing Intake Form (ticket) and include your preferred flights. This can be a link, screenshot, itinerary details, etc. John will then book your flights directly in Concur.
Hotel
– If attending a conference and staying in one of the conference hotels we do NOT have to worry about price and can book directly through the conference website.
– If not staying in a conference hotel, you need to stay within the lodging rate for that location and book through Concur.
– John can make hotel reservations if you would like. If you make your own reservation, please forward the confirmation to John.
– When reserving a hotel, usually nothing is paid up front at the time of booking. John can contact the hotel and submit credit card authorization to pay for the room. You will still need to put a credit card on file at check-in for incidentals. Or you can pay for your room and be reimbursed.
– Lodging in Wisconsin needs to be tax exempt. Either you or John will contact the hotel and provide the tax-exempt certificate.
Other Travel and Notes
– Keep receipts for ground travel and anything non-food related and submit for reimbursement after your trip via Expense Reimbursement ticket.
– You do not need to keep receipts for food. Per diem is reimbursed at federal rates minus provided meals, which you can enter in the ticket.
– If attending a conference John can pay for your registration directly. Please submit a Purchasing Intake Form and also arrange a time to meet with John to register. If you are presenting, please include the title of your presentation or abstract in the ticket. If you receive an invitation or abstract acceptance letter please forward to John.