Transition from Travel Incorporated to Fox World Travel

Recording: UW Travel Open House – Transition of Employee Services to Fox World Travel

Frequently Asked Questions 

Q: What is changing? 

A: On July 1st, 2024, UW System Travel Management employee services currently supported by Travel Incorporated will be transitioned to Fox World Travel. 

 

Q: Why is this change being made? 

A: UW Leadership made this decision based on feedback from travelers, arrangers, and administrators. The current vendor did not fulfill the needs the Universities of Wisconsin which impacted service to UW employee, guest and student travelers. 

 

Q: How can I learn more about this change? 

A: There are several opportunities to learn more about this transition. Please join an upcoming Travel Open House webinar in March or April. Additional webinars and topics will be communicated as the transition date gets closer.  

 

Q: What will stay the same and what will change with this transition? 

A: Please join an upcoming Travel Open House webinar and bookmark the UW TravelWIse website for up-to-date information and reference materials.  

 

Q: What can I do right now to prepare for the transition? 

A:

•  Watch for campus communication and bookmark the UW TravelWIse website for up-to-date information.  
•  Retrieve all Travel Incorporated invoices that are required to be filed with payment mechanisms before the July 1st, 2024 transition date. Travel Incorporated Invoice Retrieval Instructions pdf  
• Utilize any open ticket credits on file before the July 1st, 2024, transition. Travel Incorporated will only support unused open ticket credits until October 1st, 2024, at which point there will be no method to recover any funds or apply to a future flight. Review Open Ticket Guidance pdf for assistance.

 

Q: What is the timeline for this change and who should I contact if I have travel booked during this transition period? 

A:  

Wednesday, June 26	Final day of booking in Concur with Travel Inc
Thursday, June 27 – Monday, July 1	Concur Unavailable
Thursday, June 27 – Sunday June 30	Travel Inc. must be contacted for immediate booking needs
Monday, July 1	All live current and future reservations transferred to Fox
Monday, July 1	Fox must be contacted for immediate booking needs
Tuesday, July 2	Concur is available under the new Fox configuration

 

Q: If I book something with Travel Incorporated for after the transition date, will I need to take any action to make sure my reservation is still active? 

A: No. All confirmed bookings will be transferred to Fox World Travel on July 1st. No action is required by the traveler/arranger. If any changes are required, Fox World Travel will have booking visibility and can assist.  

Q: Will this change impact Athletic travel currently serviced through Shorts Travel and Anthony Travel (UW Madison)?

A: No, those agencies will continue to service NCAA athletic travel.

 

Q: Are there any changes to the group block contract and process with Fox World Travel?

A: No, the existing fees, travel agents and group block contact information will remain unchanged.

 

Q: Will there be a change to the fee structure?

A: Yes, with inflation and changes in the travel industry, there will be an increase in the agency fees. In the current travel environment, Fox World Travel provides a good value and will provide a higher level of service, support, and technology to the UW Travel Program.  

Program Enhancements Include:

• Agent support continuity – whenever possible, one agent supports the traveler through the entire booking process.
• Designated Support team for Higher Education clients
• Dedicated International Agents
• Online Chat

Q:  Is the administrative group process changing?

A: Yes, please see details below:

Travel Incorporated Administrative Group Updates

Important Notes:

• As of July 1^st, no further bookings will be made using Administrative Group Codes.
• Existing Administrative Group Codes may still be used for new bookings through June 30^th.
• No NEW Administrative Group Codes will be established after Friday, May 31^st.
  • Employees may, as always, book on behalf of non-employees in Concur, or by calling or emailing Travel Incorporated.

 

Additional Information:

• All Travel Incorporated Administrative Group Codes will be terminated as of June 30^th.
• Fox’s new “One-time Individual Booking Request Form” will be available as of the July 1^st transition date.

High-level overview of new process.

1. Administrators/travel arrangers will complete and submit a new booking request for each new reservation via the Fox Portal.
2. The traveler will receive an email with the individual reservation reference/authorization code and instructions to contact Fox World Travel to complete the booking within 14 days.
3. Requestors and approvers will have new visibility via the Fox Portal dashboard to track their booking requests.

More details will be shared on the May 22^nd and June 6^thwebinars.

• Admin group leaders and back-ups should have previously received communication from UW Administration regarding these webinars.
• If you registered before April 21^st, please re-register. University of Wisconsin System Administration updated their email from @uwsa.com to @wisconsin.com and this action cancelled all the initial webinars.

 

Action Items to be completed by Administrator or Travel Arranger

• Communicate with any travelers they provide their Administrative Group Code to that all bookings must be confirmed by June 30^th.
• Communicate with their travelers that as of July 1^st there will be a new process in place.
  • The traveler will receive booking instructions via email from Fox when the administrator or travel arranger submits a new booking request.
• Share Fox World Travel contact information with travelers prior to the transition date.

 

Transition Considerations

• All active Travel Incorporated bookings, including Administrative Group bookings, for future travel will be transferred to Fox World Travel on July 1^st. No historical/past-date reservations will be transferred.
• If no changes are required on an Administrative Group booking, no action is required by the traveler, administrator, travel arranger or approver. The reservation is confirmed and active with the airline.
  • Travelers will need to reconfirm their reservations with the airline in advance of travel to ensure there were no airline schedule changes.
• If changes are required on an Administrative Group booking, Fox must be contacted via phone.
  • Fox World Travel contact information will be provided in mid-June.
  • The Administrative Group booking will be identified to Fox agents as “Previous Admin Group”.
  • Any changes that are requested will NOT go through any previously required approval processes or policies.
  • A credit card will need to be provided at time of change and the Fox agent will call out to the airline’s travel agency support desk to make the change.