Travel Training
All students are required to create a Concur profile when they start in the HSRP program. When using school funds, you must have a Concur profile to book a flight to travel to your conference. The exception to this is if you are using Wiederholt funds. If you have not yet created a profile in Concur, do so immediately. To create a Concur profile, fill out this online form. Once that is completed, you will get two follow-up emails from UW System Administration:
- Confirmation of Concur access
- Login ID and initial password. Follow any instructions provided in these emails.
If your abstract is selected for a conference, forward the notification email to the SAS Administrator. If your acceptance email does not include the title and type of presentation, please include it in the email. The SAS Administrator will help provide guidance on best steps forward when booking travel. If using Wiederholt funds for this travel, they will facilitate the payment of those funds. Once your profile is created, use this link and follow the instructions provided to assign the SAS Admin as your travel arranger.
Contact the SAS Admin for ALL conference flights, registrations, and membership renewals. This is important information that will prevent hassle and financial issues. Consult the UW TravelWise site. It is the student’s responsibility to understand and follow the travel rules. If you purchase something incorrectly, it will not and cannot be reimbursed.
Flights: Identify the which flight, then STOP, and give the flight information to the SAS Admin, who will book it on behalf of the division. Flights must be booked through Concur or the UW travel agent for them to be paid for by the school. NO flights will be reimbursed if bought from the airline or a third-party vendor like Expedia.com. The only exception to this is when you are using Wiederholt funds for these travel expenses. See further information under the “Funding for Conference” section.
Conference registration: Contact the SAS Admin to purchase registration for the conference. Registrations for the conference itself will be covered by the division, if using Wiederholt funding. If you already have a membership for the organization for the conference at which you are presenting, and your membership and conference registration is cheaper than the registration for a non-member, then you can use these funds to renew your membership. If you do not already have a membership with this organization, you cannot use these funds to buy a new membership.
Hotel: Students are responsible for booking a hotel. Book all hotel reservations through the conference website directly or through Concur. If in doubt, ask the SAS Admin. There is NO BOOKING THROUGH A THIRD-PARTY .COM WEBSITE, unless using Wiederholt funding. Lodging rate limits for that city apply, except in the case of a conference hotel. This information is available in the per diem calculator. To share a room with other students, each student must get a folio in their name with their individual portion paid to submit for reimbursement.
Reimbursement: The UW TravelWise website has links to the e-Reimbursement portal. There are 90 days to recover expenses.
Fleet Certified / Authorized Driver
Any student with a drivers license (US or international) is encouraged to get Fleet certified as soon as possible upon the start of the first semester of their first year. Any UW representative who drives a car, theirs or UWs as part of their responsibilities is required to get Fleet certified. You cannot reserve or drive a Fleet car or get reimbursed for driving your own car without Fleet certification. It is recommended to do this early because it can take weeks for the certification to come through. Students will need to renew this certification annually. Driver authorization requires a NetID and password, your driver’s license number, your supervisors name and email address, the School of Pharmacy UDDS code (UA561000), and additional information if your driver’s license is out-of-state. The driver authorization page contains all of the information and instructions you need to become certified. The Fleet homepage contains links for making reservations and logging in to the Wisconsin Fleet Management System. A fleet reservation will require a T-number information which can be obtained from the division.