January 2026

Fox World Travel Invoices

Coming Soon – Cancellation and Refund Invoices!

In response to traveler feedback, Fox World Travel will soon introduce automatic invoices for airfare refunds, airfare voids, and itinerary cancellations. Instead of requesting these documents manually, travelers will automatically receive an invoice confirming the cancellation, refund, or void after the action is processed by the traveler or airline.

What’s Coming:

• Invoices for refunds, voids, and cancellations delivered automatically.
• Enhanced invoice search features in the Fox World Travel Portal.
• Clear documentation to simplify itinerary reconciliation.

Stay tuned, more details will be shared in TravelWise late January 2026.

IRS Standard Mileage Rates for 2026

Effective January 1, 2026, the Internal Revenue Service (IRS) has announced updated standard mileage rates:

• Business Rate: 72.5 cents per mile (an increase of 2.5 cents from the 2025 rate of 70 cents per mile)

This new rate applies to all business-related travel. Both Workday and our TravelWise website have been updated to reflect the new mileage rate, ensuring accurate reimbursement and compliance.

Best Practice for Applying Sales Tax Exemption When Traveling

• Always provide the tax exemption certificate at the time of reservation, check-in, or purchase.
• Use a University purchasing card whenever possible.
• Reservations and invoices should list both the University and the traveler’s name.
• If paying personally, present your tax exemption wallet card to verify business travel.
• Guests, contractors, and students paying personally are not eligible for tax exemption, unless the University pays for the lodging with a purchasing card and provides the tax exempt certificate at the time of reservation

Please Note:

Vendors are not required by the Department of Revenue to refund any tax if the tax exemption information was not provided at the time of check-in, purchase, or order and may be unwilling to do so.

For Travelers

• Present the Department of Revenue-approved tax exempt wallet card for business lodging, meals, and vehicle rentals. (Obtain your card from your institution’s business office.)
• Employees must return exemption cards when leaving University employment or no longer needing them for travel.
• If you do not have a wallet card or pre-pay travel for others, present the University-issued Wisconsin Sales & Use Tax Exempt Certificate at time of purchase.

Best Practices When Picking up a Rental Vehicle with Hertz or Enterprise

Prevention Checklist

• Walk-Around at Pickup
• Take clear pictures of the vehicle.
• Confirm and document the vehicle’s condition.
• Immediately alert the rental branch of any damage found after pickup.

Safe Driving – Take 5 Before You Drive

1. Check – Tires, warning lights, and buckle up.
2. Adjust – Seat, steering wheel, and mirrors.
3. Avoid Distractions – No phone, earbuds, or eating while driving.
4. Plan Your Route – Enter your destination before you begin driving.
5. Pay Attention – Stay alert to the road and changing conditions.

Return

• Perform a walk-around at rental return to confirm condition and avoid disputes.

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.

Make sure to “Subscribe to changes” on key KB articles!

This ensures you’ll receive notifications whenever important updates are made.

We recommend starting with these two essential KBs:

• Create a Spend Authorization and Cash Advance Request
• Create an Expense Report – Employee

To subscribe:

1. Open the KB article.
2. Scroll to the bottom of the page.
3. Click “Subscribe to changes.”

Stay in the loop and never miss an update that could impact your work!

Role Based Expense Webinar Recordings

Workday Expense & Credit Cards Training Part 1 & 2

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.

Top Documents:

• Create an Expense Report - Employee
• Submitting Expenses on Behalf of Other Employees 
• Create a Spend Authorization and Cash Advance Request
• Entering Personal Expenses in an Expense Report
• Create an external committee member (non-employee)
• Reconciling UW Credit Cards in Workday
• (Video) Card Reconciliation in Workday

Training is available in a variety of formats. Explore Training Resources in workday training.

I had a good idea of the flight I wanted but called in to see if I could get a longer layover on one of the days.  The gentleman I spoke with was SO helpful and while I couldn't get a different flight I know he absolutely tried.  As an employee of UW-Madison I was glad for the change back as I know in the past we'd always had great service.  I appreciated that he asked if any portion of my travel was for personal reasons to make sure I had the documentation if it was needed. - UW Madison Traveler

A reminder that After-Hours support should be limited to emergency situations.

Contact Information for Fox Employee Service/Individual Travel:

• Local: 608-710-4172
• Toll Free: 844-630-3853
• Email: UWtravel@foxworldtravel.com
• Monday-Friday 7am-7:30pm. After Hours 24/7/365.

NOTE: Each call or chat outside normal business hours incurs a $20 after-hours fee.

We welcome feedback and suggestions. Please send us a note at uwstraveloffice@wisconsin.edu