June 2024

Please note, if at all feasible, we recommend waiting to make any reservations until July 1, 2024 on Go live with Fox World Travel

Utilize Open Airline Ticket Credits on file with Travel Incorporated.

• Reference the Open Ticket Guidance PDF for detailed information and instructions on how to use open ticket credits.
• Utilize any open ticket credits on file before the July 1st, 2024, transition.
• Travel Incorporated will only support unused open ticket credits from July 1st to Sept. 30th, for a higher service fee of $30.
• As of October 1st, 2024, there will be no method to recover any funds or apply to a future flight. 

Most of the University’s open ticket credits are on the four main US carriers: Delta, United, Southwest, and American. The University of Wisconsin System has contracts with Delta, United, and Southwest that allow for some limited flexibility in open ticket application. International carriers have much more restrictive policies. In general, the open ticket value can only be used by the traveler named on the original ticket.

Specific policies must be verified for each individual international ticket by our contracted travel management company. When in doubt, contact the contracted travel management company that initially issued the ticket to request the rules of the specific open ticket in question or contact your

Campus Travel Manager.

Retrieve Air Invoices

Retrieve all Travel Incorporated invoices that are required to be filed with payment mechanisms before the July 1st, 2024, transition date. 

Travel Incorporated Invoice Retrieval Instructions.

*With the transition to Fox World Travel, single invoicing will be sent to the traveler and booker.

Multiple e-itinerary and invoice emails discontinued.

Traveler Readiness Session

June 18 @ 10:00 am - 11:00 am Register

Traveler Readiness Session

June 26 @ 1:00 pm - 2:00 pm Register

Open Office Hours - Fox Transition Q&A

July 11 @ 1:00 pm - 2:00 pm Register

Open Office Hours - Fox Transition Q&A

July 16 @ 11:00 am - 12:00 pm Register

Open Office Hours - Fox Transition Q&A

July 22 @ 3:00 pm - 4:00 pm Register

Open Office Hours - Fox Transition Q&A

July 31 @ 10:00 am - 11:00 am Register

If you are having trouble using Google Chrome to register for one of the webinars, please try registering using another browser such as FireFox or Edge.

Transition of Employee Services to Fox World Travel

Transition Open House Presentation PowerPoint

New Non-Employee Booking Processes | June 6th

Non Employee Booking Webinar PowerPoint

As of July 1st, no further bookings will be made using Administrative Group Codes.

• No NEW Administrative Group Codes will be established after Friday, May 31st.
• All Travel Incorporated Administrative Group Codes will be terminated as of June 30th.
• Existing Administrative Group Codes may still be used for new bookings through June 30th.
• Employees may, as always, book on behalf of non-employees in Concur, or by calling or emailing Travel Incorporated.
• Fox’s new “One-time Individual Booking Request Form” will be available after July 1. 



Action Items to be Completed by Administrator or Travel Arranger:

ADMINISTRATIVE GROUP LEADERS ARE RESPONSIBLE FOR COMMUNICATION WITH TRAVELERS REGISTERED UNDER THEIR ADMINISTRATIVE GROUP CODE

• Communicate with any travelers they provide their Administrative Group Code to that all bookings must be confirmed by June 30th.
• Communicate with their travelers that as of July 1st there will be a new process in place.
• The traveler will receive booking instructions via email from Fox when the administrator or travel arranger submits a new booking request.
• Share Fox World Travel contact information with travelers prior to the transition date.

Overview of New Process:

1. Administrators/travel arrangers will complete and submit a new booking request for each new reservation via the Fox Portal.
2. The traveler will receive an email with the individual reservation reference/authorization code and instructions to contact Fox World Travel to complete the booking within 14 days.
3. Requestors and approvers will have new visibility via the Fox Portal dashboard to track their booking requests. Watch New Non-Employee Booking Processes Webinar for detailed information

After July 1, 2024:

• All active Travel Incorporated bookings, including Administrative Group bookings, for future travel will be transferred to Fox World Travel on July 1st. No historical/past-date reservations will be transferred.
• If no changes are required on an Administrative Group booking, no action is required by the traveler, administrator, travel arranger or approver. The reservation is confirmed and active with the airline.
• Travelers will need to reconfirm their reservations with the airline in advance of travel to ensure there were no airline schedule changes.
• If changes are required on an Administrative Group booking, Fox must be contacted via phone.
• Fox World Travel contact information will be provided in mid-June.
• Any changes that are requested will NOT go through any previously required approval processes or policies.
• A credit card will need to be provided at time of change and the Fox agent will call out to the airline’s travel agency support desk to make the change

Concur: What's Changing vs What's Staying the Same

Changing:

• Concur messaging, Concur Chat, specialized agency support, processing and invoicing

Staying the Same:

• Concur will continue to be the online booking tool
• Profiles will automatically transfer from Travel Inc. to Fox World Travel with all personal information, travel arrangers assigned, frequent traveler numbers, etc.
• UW policy programmed in Concur will continue to match UW policies.
• Booking process will remain the same in Concur, but customized and improved
• Booking for a Guest in Concur will continue to be available

There are approximately 1,000 new incoming reports on a weekly basis. During this peak period for expense report submissions please expect a longer approval time. Expense reports are reviewed in the order they are submitted and the Central Audit Team will continue to work through them as quickly as possible. In the event you need to request an individual report to be expedited please send an email with those details to the email address [email protected]

I would like to give a shout out for Paula Schultz at Fox World Travel.

A student traveler had to back out of an expensive trip at the last minute due to illness, however the ticket was not cancelled, and the traveler was considered a no-show.

Paula quickly advocated on behalf of the student and as a courtesy, United Airlines reinstated the student’s ticket value to be used another time.

Thanks, Paula!

UW Eau Claire

We welcome feedback and suggestions. Please send us a note at [email protected]