Travel Training
All students are automatically granted Concur access based on HR and payroll status. To activate your profile, log in to the Universities of Wisconsin Booking via Concur page using your university credentials. Navigate to your Profile Settings, select Personal Information, and ensure your legal name matches your government ID exactly. When using school funds, you must have a Concur profile to book a flight to travel to your conference.
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 LinkUW, who will book it on behalf of the HSRP graduate program. You may also chose to book the flight directly in accordance with UW policy and get reimbursed. 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. See further information under the “Funding for Conference” section.
Conference registration: It is recommended that the LinkUW website be utilized to purchase registration for the conference. Registrations for the conference itself will be covered by the HSRP graduate program or it may be covered by your faculty advisor, or another UW faculty member. When making the request through LinkUW, you will need to provide a description of how conference attendance and the presentation will benefit your career, include a copy of the presentation acceptance, and provide the associated WorkTag for the account to be utilized to cover conference registration.
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 SOP Business Office. There is NO BOOKING THROUGH A THIRD-PARTY .COM WEBSITE. 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.
UW Student Reimbursement: The official UW policy related to student payment guideline is available at https://businessservices.wisc.edu/wp-content/uploads/sites/546/2022/02/Student-Payment-Guidelines-02.21.pdf.
Reimbursement: The LinkUW website should be utilized for conference registration, flights, and hotel as well as all travel reimbursement. There are 90 days to recover expenses.
Fleet Certified / Authorized Driver
Any student with a driver’s 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 UW’s, 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 supervisor’s 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 SoP Business Office.