[Date]

[Name]

[Address]

Dear Guest Speaker,

Thank you for accepting our invitation to serve as a guest speaker at our [event name]. We are pleased to offer you an honorarium of $[dollar amount].

In order to makeyour UW experience a pleasurable one,[name, title], will be in touch with you soon to make travel arrangements and develop a complete schedule for your visit. Please be aware that booking airfare outside of UW travel coordinators, Fox World Travel (FWT), will not allow for reimbursement so please only work directly with the department for airfare reservations. The guidelines below outline the UW-Madison travel requirements.

Option 1 – FOR DEPARTMENTS NOT USING GROUP CODES

The UW-Madison travel requirements are to have the UW arrange and pay for your airfare and lodging directly with FWT as the required agent. As a reminder, booking airfare outside of FWT will not allow for reimbursement. All other expenses are paid as a reimbursement to you after travel has been completed.

  1. Honorarium will be paid after presentation and requires a W9 form. Please complete the Dec 2014 W9 form and present upon arrival or mail to the department at [name, address] or fax to [fax number]to expedite the honorarium process.
  2. Meals will be reimbursed as a daily per diem – no receipts required.
  3. Taxi to and from airport and conference will require receipts for reimbursement. Please obtain and submit to [name, title] after travel has been completed.
  4. If you have any questions, please contact[name, title, phone, email].

*Travelers will need to provide their full legal name as it appears on their government issued ID or passport for international travelers and date of birth for the UW to purchase and issue airfare tickets.

Option 2 –FOR DEPARTMENTS USING GROUP CODES

Your name has been shared with our UW travel coordinators, Fox World Travel (FWT), and you are granted access to book your flights using the following group code[group code]. By [deadline date] – Please contact FWT to make your flight reservations arriving on[compliant travel dates]. They will ensure that the airfare is directly billed to the UW. As a reminder, booking airfare outside of FWT will not allow for reimbursement. If you have a spouse or travel companion that wishes to travel with you, you will be able to book their flights at the same time and use your personal funds to pay their portion. Here are the communication options with FWT:

  1. Domestic travelers call the UW designated group call line: 866-230-8787 (select option 4) and reference [group code].
  2. International travelers call the UW designated group call line: 920-230-6467 (select option 4) and reference [group code].
  3. Email: – reference [group code] in the subject line.
  4. FWT agent hours of operation during the booking period are Monday-Friday, 7 AM-5 PM CST.

*Travelers will need to provide the FWT air agent with their full legal name as it appears on their government issued ID or passport for international travelers and date of birth for a ticket to be issued.

Option 3 – CAN BE OFFERED OR INCLUDED WITH OPTION 1 OR 2 IF DEPARTMENTS WISH TO MAKE THIS OFFER

You may choose to arrange and pay for your own travel expenses in lieu of following UW travel policies and requirements. If you choose this option, you do not have to collect and submit receipts or use Fox Word Travel (FWT) for your flight arrangements. UW-Madison SMPH will increase your honorariumby[$0.00] for one lump sum payment to cover travel expenses. Please complete the Dec 2014 W9 form and present upon arrival or mail to the department at [name, address] or fax to [fax number]to expedite the honorarium process.

Please do not hesitate to let me know if you have questions or require any assistance. We look forward to your participation and having a successful presentation.

Kind Regards,

[name]

[title/department]