April 2026

In This Issue:

April Expense Office Hours
American Airlines Promotion
Southwest Assigned Seating & Rapid Rewards Promotion
TSA REAL ID Reminder
Special Topics: Conference Travel
FAQ of the Month
Travel Training: Booking Your Own Travel
Workday Expense: Tips, Job Aids & Training
Kudos

You're Invited: April Expense Office Hours

Have questions about expense reports? Drop in to an upcoming Expense Office Hours for Expense Data Entry Specialist (EDES) and EARS.

Open to those who have the EDES or EARS role in Workday, as well as open time for others to discuss questions related to the Expense module in Workday

April 8, 1:00–2:00 PM - Register Here
April 15, 9:00–10:00 AM - Register Here

We hope to see you there!

American Airlines Bonus Loyalty Points Promotion

American Airlines is offering a limited‑time AAdvantage® Loyalty Points promotion for travel completed between March 3 and April 30, 2026. UW travelers may earn additional Loyalty Points when eligible flights are booked through approved university booking channels.

Program details:

1,000 Loyalty Points per flight segment for UW business travel booked in Concur or with a UW‑dedicated travel agent
500 Loyalty Points per segment available through the core promotion (up to 5,000 total points)
Additional bonuses may apply for select destinations
Offers do not stack; the highest eligible bonus per segment will be awarded

Requirements:

Travelers must register for the promotion prior to travel
An AAdvantage® member number must be added to the traveler’s Concur profile
Travel booked outside UW‑approved channels is not eligible for the UW business travel bonus

Additional details and registration information are available on the UW Travel website.

New Southwest Assigned Seating & Rapid Rewards Promotion

Assigned Seating

Southwest Airlines implemented assigned seating for its flights beginning January 27, 2026. This change represents a shift from the airline’s previous open‑seating model. Travelers can review details about assigned seating, fare types, and other service updates on the Southwest

Airlines website: Southwest.com/customer-enhancements

More information: Seat-Selection—One-Sheeter-Job-Aid_SWA-2026.pdf

Rapid Rewards® Promotion Information

Southwest Airlines has announced a limited‑time Rapid Rewards promotion for early 2026. Participation is optional and subject to Southwest Airlines’ terms and conditions.

Eligible travelers who:

Register for the promotion
Book Southwest flights through Concur, Shorts, or Fox World Travel
Complete qualifying flights by April 15, 2026

may earn:

Up to 7,500 Rapid Rewards bonus points, which count toward tier status
A promotional Companion Pass®, allowing a designated companion to fly without airline charges (taxes and fees may apply)

Additional Information

Registration and full promotion details are available at:
Southwest.com/NYLO2026
Travelers must include their Rapid Rewards number in their reservation to receive credit.
Promotional benefits are governed by Southwest Airlines and may change at any time.
View: Southwest Airlines New Year Promo Details

Travelers are encouraged to review airline terms and ensure bookings align with UW travel policies when traveling on university business.

Reminder: REAL ID Requirements and TSA Confirmed ID Process

Effective February 1, 2026, travelers who arrive at the airport without acceptable identification such as a REAL ID‑compliant driver’s license or a passport will be required to use TSA’s Confirmed Identity (Confirmed ID) process.

Key details:

Travelers will be charged a $45 fee to use the Confirmed ID process.
The Universities of Wisconsin will not reimburse the $45 TSA Confirmed ID fee. Travelers are responsible for ensuring they arrive at the airport with acceptable identification.
Identity verification may take 10 to 30 minutes or longer, depending on conditions.
The confirmed identification credential is valid for 10 days only.
Additional screening should be expected.

To avoid delays and additional costs, travelers are strongly encouraged to confirm that their identification is compliant before arriving at the airport.

For more information about REAL ID requirements, please visit the TSA website: https://www.tsa.gov/real-id or Wisconsin Department of Transportation website.

TravelWIse Special Topics: Conference Travel

TravelWIse includes a Special Topics section designed to support travelers who encounter travel scenarios that may require additional planning or approval. One of these resources focuses on Conference Travel, which includes guidance for employees attending conferences, workshops, seminars, and similar events on behalf of the Universities of Wisconsin.

The Conference Travel page outlines key considerations to help travelers and arrangers:

Determine whether a conference meets UW business travel criteria
Understand allowable and non‑allowable expenses
Plan travel and lodging in compliance with UW travel policy and funding requirements
Navigate conference registrations, hosted meals, and per diem impacts
Ensure proper documentation for reimbursement

This resource is especially helpful when conferences include international travel components, or extended stays.

Travelers and arrangers are encouraged to review the Conference Travel guidance before registering or making travel arrangements to reduce the risk of non‑reimbursable expenses and delays in reimbursement.

The Conference Travel Special Topic can be found under Special Topics Header in TravelWise.

Frequently Asked Question

Q. What insurance am I covered by when I travel?

A. There are several different types of insurance available to UW Employees. Please reach out to your Human Resources Representative for more information.

Insurance that is specific to travel –

Vehicle coverage through the Big Ten contract (Enterprise and National) and State of Wisconsin contract (Hertz)
CISI – medical insurance required for students who are traveling internationally. UW-Stout and UW-Madison employees are required to register for CISI insurance when traveling abroad. Contact your campus travel manager for more information.

* The University does not pay for or reimburse trip insurance.

Travel Training: Booking Your Own Travel

This course is recommended for all employees who book their own UW‑sponsored travel. It is informational in nature and intended to be used as a training tool alongside support from your campus travel staff.

Who Should Take This Course?

This training is especially helpful for:

Employees who book UW sponsored travel
Individuals who are new to the Universities of Wisconsin travel program
Anyone who needs a refresher on travel policies and procedures

What You Will Learn

After completing the course, you will be able to:

Summarize the Universities of Wisconsin travel booking policies and procedures
Apply university travel policies to common travel scenarios
Recognize the appropriate steps to take when travel disruptions occur

This course provides a solid foundation for navigating UW travel confidently and in compliance with university policies.

Enroll in Training

Workday Expense

Updated Spend Authorization for Travel Policy & 90 Day Exception

The new Travel Policy Exception Spend Authorization is now live in Workday. Employees are now able to select multiple policies when requesting an exception. Additionally, a questionnaire is required when selecting the Business Purpose of Policy Exception or the 90‑Day Exception.

KB: Spend Authorization - Policy and 90-Day Accountable Plan Exceptions

Workday Expenses

Workday Expenses is your go‑to tool for creating and submitting expense reports, tracking approvals, and reconciling University credit card transactions. Whether you're filing your own expenses or managing them for others. Workday keeps everything organized and easy to access.

Role Based Expense Webinar Recordings

Webinar Recordings

Workday Expense & Credit Cards Training Part 1 & 2

Enroll in Training

Workday Job Aid Library Knowledge Base

This Workday Knowledgebase site is your resource for finding job aids, how-to videos, and more to help you work with Workday.

Kudos

"Easy to use web booking system, including emailing me documentation related to confirming my request. Staff is always responsive." - UW Parkside | March 2026