1. Consider safety when making arrangements.
Hotel Security Tips
When making reservations, consider requesting a room between the second and seventh floors above ground level to prevent easy access to your room but low enough for access by fire equipment. Standard fire equipment ladders usually extend only as far as the sixth or seventh floor of most hotels.
When checking in, make sure the desk personnel don't loudly broadcast your room number as they hand you the key, especially when there are people waiting in line behind you. If this happens and you feel uncomfortable, don't hesitate to request another room.
Immediately read the fire and evacuation instructions on your room door. Note the locations of fire exits and count the number of doors between your room and the fire door in case you must escape through a smoke-filled hallway.
Keep your door locked at all times. Never leave your door open when away from your room, even if you're going just a short distance to an ice or vending machine on your floor.
Check closets, bathrooms, and all locks on windows and doors. If anything is broken or there is a problem, report it immediately.
Foreign Travel TipsCheck the State Department Travel Advisories for the country you wish to visit. Other helpful information is also available at this web site.
Check the Foreign Traveler's Clinic at the Medical College of Wisconsin for a wealth of medical information including immunizations.
Check the Virtual Tourist II for a wealth of information including citymaps and tourist info.
Check the State Department Travel Warnings & Consular Information Sheets
GE Capital MasterCard
Assistance available through:
- MasterCard Global Service - 24 hr. Emergency assistance with lost and stolen card reporting, and emergency card replacement.
- MasterTrip Travel Assistance - Information on travel requirements (e.g., Visa, passports, immunications.)
- Master Assit Medical Proection
- Master Road Assist Road Side Service
Overseas Assist: Call collect at 1-314-542-7111
Domestic Assist: Call 1-800-MCASSIST or 1-800-622-7747
2. Develop a strategy for getting good service at low cost.Saving On Commercial Air Flights
Make reservations as early as possible.
Accept lowest fare offered within 2 hours of desired departure time.
Consider the lowest fares which usually require staying over a Saturday night and/or making stops or connections.
Consider fares that have penalties for change or cancellation, weigh the potential savings against the likelihood of cancellation. Costs incurred due to non-emergency cancellation or rescheduling of transportation are generally not reimbursable. The approving authority determines if the emergency warrants reimbursement.
Advise the travel agent to monitor fare changes and provide notification if a lower fare becomes available before ticketing.
Review tickets for accuracy at time of delivery.
The University will not reimburse first class travel. Business class may be reimbursed on flights lasting 8 or more hours. Frequent flyer credits can be used to upgrade to business class only on flights lasting 8 or more hours.
Saving on Rented Vehicles
Vehicles should be rented only when absolutely necessary, or when doing so reduces overall transportation charges to the University. Consider all costs of the rental including gas, and parking fees when determining if rental is cost-efficient.
The University recommends the use of compact cars, except in cases where the number of passengers or the amount of baggage precludes such use.
In order to facilitate economical travel, Travel Services has negotiated a discounted vehicle rental agreement. To take advantage of the discount, the traveler must provide the University corporate account number when reserving a vehicle. See Appendix J.
Before renting, consider other methods of ground transportation which may be less expensive. Airport shuttles to and from hotels may be as low as $7 one way. Check with the travel agent or hotel on the price and availability of shuttles.
When making car rental reservations, ask about current promotional or special rates which may be cheaper than the University's discounted rates. The University's commercial rental vehicle contract also provides for "unlimited mileage" and "free Collision/Loss Damage Waiver (CDW/LDW) coverage" for these promotional and special rates.
If renting for four days or more, check the weekly rates, which may be cheaper.
Don't accept "upgrades" unless the price will remain the same.
Return the car to the same location to avoid drop-off charges.
Fill the gas tank before returning the car. Rental companies levy a charge for refueling, far more than the price of gas.
Look the bill over carefully before signing. The rate of error is high and the average error is about $25.
Saving on Lodging Like airlines, hotels have tiers of rates and the lower rates are available to travelers who qualify for them. University travelers should attempt to secure the lowest rate. Often business travelers may receive a lower rate simply by asking for it.Medium Rates include:See Appendices F and G for negotiated Hotel Contract Rates.a. Corporate rates (available to any business traveler).Low Rates include:
b. Student/Faculty rates (often require a student/staff ID).
c. Conference rate (based on a block of rooms reserved for a conference).
d. Educational rates.a. Government rate (available to Federal government employees and contractors, sometimes offered to state governments and their agencies, including universities).
b. Negotiated rate (a corporation, travel agency, or trade association secures a favorable rate at a particular property by guaranteeing a certain number of room nights to the property).
3. Refer to Policy 3.8.5, Accrual & Use of Frequent Flyer Miles
4. Consider the types of expenses for which the University will reimburse you (see Appendix I).