{"id":257,"date":"2023-08-23T02:27:32","date_gmt":"2023-08-22T20:27:32","guid":{"rendered":"https:\/\/www.ssec.wisc.edu\/researchsupport\/?page_id=257"},"modified":"2025-07-15T02:17:11","modified_gmt":"2025-07-14T20:17:11","slug":"ssec-travel-information","status":"publish","type":"page","link":"https:\/\/www.ssec.wisc.edu\/researchsupport\/ssec-travel-information\/","title":{"rendered":"SSEC Travel & Expense Reimbursement"},"content":{"rendered":"\n

The SSEC Travel Office, located in room 349, is here to assist with the travel and expense reimbursement process and ensure compliance with all applicable state, University, and sponsor rules (see University Travel Policy – UW-3015<\/a>).<\/p>\n\n\n\n

Pre-Travel Preparation<\/h2>\n\n\n\n

Travel Request Form (TRF)<\/h3>\n\n\n\n

Prior to booking any travel arrangements, the SSEC Travel Request Form<\/a> should be completed, with PI\/PM signatures and emailed to travel@ssec.wisc.edu as early as possible. The project funding must be reviewed to ensure the traveler has appropriate funding budgeted and available to cover the trip. Even if there\u2019s a chance the exact travel dates may change slightly, it\u2019s better to plan ahead and ensure the funding is approved \u2013we can make some adjustments to the actual travel dates, if needed.<\/em> Please allow 7-10 days for approval as we receive a large number of requests.<\/strong><\/p>\n\n\n\n

Concur Registration and Profile<\/h3>\n\n\n\n
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  • All UW travelers must create a Concur profile Concur Account Administration<\/a>. Initial account creation can take 24 – 48 hours. <\/li>\n\n\n\n
  • You must have a current unexpired credit card added to your profile.<\/li>\n\n\n\n
  • You should add Elise (Primary) and Melissa as Travel Arrangers<\/li>\n\n\n\n
  • You can add your travel accounts and preferences.\n
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    • Frequent Flier Numbers<\/li>\n\n\n\n
    • Flight, Hotel, and Rental Car preferences.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

      Concur is the online booking portal administered by Fox World Travel so the agents also use your profile to book, as well as the SSEC Travel office. Go to the Concur website at https:\/\/www.concursolutions.com\/<\/a> to create an account or sign in. Concur\/Fox World Travel must be used in order to be reimbursed for your flights.<\/strong><\/p>\n\n\n\n

      International Travel<\/h3>\n\n\n\n

      To help determine which foreign-travel expenses are reimbursable to UW\u2013Madison travelers and what preparations need to be made for a business trip overseas, please review the UW international travel information: Planning a Trip – Traveling to a Foreign Country<\/a><\/p>\n\n\n\n

      Booking Travel<\/h2>\n\n\n\n

      Plan your business-related trips with up-to-date information on travel contracts, booking methods, and recommended best practices: Travel Planning and Booking<\/a><\/p>\n\n\n