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International Travel Information
In light of the recent laws and procedures implemented for national security the international traveler has experienced significant delays in both departing from and arriving in the United States and countries abroad. World events have often caused trip delays and trips abroad are sometimes cancelled.
In order to avoid problems and unnecessary costs to the University, please follow these suggestions.
Airfare
Use a travel agent whenever possible to plan and book international travel. Prior to purchasing airfare, discuss the following with the travel agent and/or airline:
- Different types of airfares that are available.
- Ticket change rules and cancellation policies for the different airfares.
- Potential of using that airfare for another traveler (i.e. someone in your department or division) at a future date.
- Fees for changes and/or transfers.
- Compare different types of airfares considering these potential costs. In some cases, a more expensive initial flight may have fewer additional costs in relation to changes and/or cancellation and in the end may be the more reasonable flight to obtain.
Hotels
- Request late check in when making your reservations. This allows extra time, if needed, to claim your accommodations.
- Most hotels have a 24 hour cancellation policy. Try to advise the hotel prior to their deadline.
- Use a credit card whenever possible to charge accommodations. The credit card provider can often mitigate losses on behalf of the cardholder.
Foreign Travel Reimbursement/Payment Policy
Just like domestic travel, reimbursement for travel by common carrier shall be limited to the lowest cost means of travel unless it is impractical or not available. The additional cost for premium class (classes above coach/economy) travel is not reimbursable/payable. If extenuating circumstances arise where premium class travel is the only alternative available, such travel must have a written justification and approval from the UW Madison Travel Manager prior to booking the flight. When airfare is $500 or more two quotes from a travel agency or an airline are required.
Note: In accordance with the International Air Transportation Fair Competitive Practices Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when travel is between the U.S. and a foreign country or between foreign countries.
For foreign travel, including U.S. possessions, separate dollar maximums for meals and lodging apply.
Meal and Lodging Maximums
Please see the Meal and Lodging Maximums for your destination. Just as with domestic travel, the amount claimed for meal reimbursement must be the actual amount spent up to the maximums.
Documentation supporting the exchange rate used must be attached to the travel expense report (TER) or other payment mechanism. Receipts for services provided in foreign countries and that are in foreign language should be translated prior to submitting for reimbursement/payment.
Meals must be shown on a per meal basis on the TER and the daily maximum shall be prorated as follows:
- Breakfast - 20% Lunch - 30% Dinner - 50%
- For foreign travel, employees may be reimbursed for the purchase of bottled water. The maximum reimbursement is limited to $7.50 per day.
- All receipts supporting your claim are to be numbered, indicating the corresponding number by the claim on the TER.
Tips for International Travelers
- Make sure you have a signed, valid passport (and visas, if required). Also, before you go, fill in the emergency information page of your passport!
- Read the Consular Information Sheets (and Public Announcements or Travel Warnings, if applicable) for the countries you plan to visit (See "Consular Information Program" section for more details.) or call the Office of Overseas Citizens Services at 202-647-5225
- Familiarize yourself with local laws and customs of the countries to which you are traveling. Remember, the U.S. Constitution does not follow you! While in a foreign country, you are subject to its laws.
- Make 2 copies of your passport identification page. This will facilitate replacement if your passport is lost or stolen. Leave one copy at home with friends or relatives. Carry the other with you in a separate place from your passport.
- Leave a copy of your itinerary with family or friends at home so that you can be contacted in case of an emergency.
- Visit an international travel nurse to make sure you have the necessary medicines and vaccinations prior to travel. Leave sufficient time for booster shots.
- Do not leave your luggage unattended in public areas. Do not accept packages from strangers.
- If you plan to stay abroad for more than two weeks, upon arrival you should notify by phone or register in person with the U.S. embassy in the country you are visiting. This will facilitate communication in case someone contacts the embassy looking for you.
- To avoid being a target of crime, try not to wear conspicuous clothing and expensive jewelry and do not carry excessive amounts of money or unnecessary credit cards.
- In order to avoid violating local laws, deal only with authorized agents when you exchange money or purchase art or antiques.
- When overseas, avoid demonstrations and other situations that may become unruly or where anti-American sentiments may be expressed.
- If you get into trouble, contact the nearest U.S. embassy.
UW Links
Study/Travel Abroad Health Insurance
Medex Insurance Information
Wisconsin Travel Agencies by City
Minority Business Travel Agencies
Foreign Travel Resources
Foreign Exchange Rates
Foreign Meal and Loding Maximums
Free Language Translation Service
Foreign Travel Advisories
U.S. State Department Travel Warnings
E-Travel Alerts
Foreign Commonwealth Office
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