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Announcements : UW System Flight Policy - Fox World Travel

Announcement: UW System Flight Policy - Fox World Travel

CONTRACT FOR SERVICES AND RELATED FEES

Effective January 5th, 2015 changes to airfare policy require that Fox World Travel, as the University’s contract travel management company, be used for all University sponsored travel requiring airfare reservations. In addition to commercial air, Fox World Travel can also provide lodging reservations, ground transportation and charter air service.

Fox Meetings & Incentives, Fox World Travel’s groups and meeting division, serves under the University’s contract when group airfare is needed for 10 or more passengers and when you would like to also combine lodging, ground transport or other group accommodations.

WHAT THIS MEANS FOR YOU
Any student traveling on a UWL Faculty-Led, Exchange, or Direct Enroll program MUST book through FWT. Our office will help coordinate this. You will likely be working directly with a FTW representative.

Due to the recent enforcement of UW System wide policy regarding university travel, anyone traveling on a university sponsored program will be required to purchase their flight through FOX WORLD TRAVEL. 

****FOR FACULTY-LED PROGRAMS:

Group Air will likely be used for Summer 2017 program going to Ireland and London.


Group Block will be utilized for Summer 2017 programs going to Italy, China, and Slovakia.


GROUP BLOCK VERSUS GROUP AIR

Group Block and Group Air are the two options when booking commercial airline tickets for your group.
Group Block – Seats are held on an airline without providing names or TSA information with only a small deposit until a later date
  • 10 or more travelers departing from and returning to the same cities on the same dates
  • All travelers will be on the same flights and will share identical itineraries (on one, group block master itinerary)
  • Group Block is typically used when:
    • The qualifications above are met
    • You do not yet have the travelers’ names and TSA information
  • Advantages of group block:
    • Guaranteed pricing for the entire group
    • The airline holds seats for the group, deferring ticketing and full payment until a later date
    • Fox World Travel discount applied to qualifying tickets
    • Due to Fox Meetings & Incentives’ preferred status with some airlines, the deposit is waived
    • For other airlines, minimal deposit required at time of holding space
    • Some airlines allow for name changes at minimal cost
    • Allows group travel coordinators time to finalize number of travelers as the count may fluctuate up until the contract deadline without penalty
Group Air – Tickets are issued immediately using the individual traveler’s name and TSA information
  • 10 or more travelers either traveling from various locations to a common destination or flying out of a common location to various destinations
  • Flights and schedules are individual to the traveler
  • Group Air may be a better option when:
    • All qualifications above are met
    • Traveler names and TSA information have been secured
  • Advantages of group air:
    • No need to commit to the number of seats required
    • Travelers can choose their own itineraries
    • No deposit necessary. Full payment due at time of ticketing
    • UW discount applied to qualifying tickets
Cancellation Penalty
Block Space – Any block space airline contract cancelled after the confirmation date will be charged the applicable service fee per ticket. Tickets cancelled after issuance will be subject to the airline’s standard penalty.
Group Airline tickets – For any airline tickets cancelled after ticketing, the ticket will be at the mercy of the airline cancellation penalty policy. Service fees are non-refundable.

In the Future - Flight costs will be included in the program costs and most likely booked under a Group Block booking. Any questions can be directed to Sami Sonkowsky at: ssonkowsky@uwlax.edu 

NOTE: There is not much flexibility with this policy, as we MUST adhere to UW System Policy.