March 25, 2020: Cancel your university-related travel plans

Due to the UW–Madison ban on university-related travel through May 15, the Emergency Operations Center is requiring any SMPH employees with upcoming academic travel plans to either cancel their travel or apply for an exemption. Travel arrangers are responsible for coordinating travel cancellations ASAP with the traveler and Fox World Travel. All travel that has not been submitted for an exemption must be cancelled by the end of business day on March 26.

  • Cancel travel by:
    • Calling Fox World Travel at 866-230-8787, or
    • Using the Concur website

Any companion flight reservations will be cancelled. If an airline imposes change fees, under current university policy these fees are payable/reimbursable if the reason for the change is outside of the traveler’s control.

UW-Fleet vehicles booked to provide transportation to events between now and May 15 must also be cancelled.

Limited exceptions may be granted for essential travel. Essential travel is defined as “activities that support, further, or execute research or clinical operations specific to human health and medical outcomes, cannot be rescheduled, and must be done in person.” A need for face to face presence must be fully documented, and those seeking exceptions must address why virtual participation through teleconferencing would be inadequate. Exemption requests must be submitted using the Essential Travel Exemption Form. Obtain the appropriate signatures (see How to add a signature to a PDF) and email the form to Ken Mount ( Dean Mount will submit the request to Business Services for approval.

For additional UW–Madison information regarding travel cancellations, please visit this page.

Please note that the university’s travel restriction does not impact travel that is needed to fulfill clinical duties. Refer to U-Connect for UW Health travel guidelines and policies.