Travel Tips & Resources

World Travel Service

World Travel Service (WTS) is the University of Florida’s Travel Management Company.

All airfare, lodging and rental vehicle reservations are required to be booked through either the UF GO booking tool or by calling WTS.

World Travel Service “manages” UF travel, they don’t just book it!

World Travel Services Contact Information:

You can add, change, or cancel a Flight, Hotel or Car Reservation online through UF GO Travel or by contacting World Travel Service at (865) 288-1901.

World Travel Service (WTS) is the University of Florida’s Travel Management Company

WTS is happy to assist with any questions or assistance regarding booking or making changes to your trip! For reservations or ticket changes, please call (865) 288-1901 or email ufl.travel@worldtrav.com during our normal business hours. (Monday – Friday, 8:00am to 6:00pm ET)

After hours emergency assistance is available 24 Hours a day for your convenience at the numbers below. Refer to code: S-5CWK when calling (865) 288-1901 (collect calls accepted).

For Concur technical support email online@worldtrav.com (Monday – Friday, 8:00am – 5:00pm ET). Please include a description of your issue and any screen shots of error messages you received.

Business fees are paid for by the CFO’s office, personal fees need to be paid for by the traveler.

Agent Fees (Fees are assessed regardless of if it’s for business or personal, CFO is currently covering all fees associated with business travel)

Booking fees are only assessed to Airfare bookings. Hotel and car rentals do not incur a Booking fee. Fees are not charged for phone calls, they are only charged when airfare is booked. Feel free to call before or after booking the flight to ask questions.

$17 per booking if done with a WTS Agent
$7 per booking if done through the UF GO Booking Tool

If any booking (airfare, car, or hotel) is done after hours then an After Hour Assistance fee is assessed at $20 per booking

Airfare

Lodging

Rental Cars

Cell Phone Apps:

Trip it Pro

Trip it Pro is free and offers very helpful information before, during, and after travel is completed.

Video- https://www.bcdtravel.com/video/the-road-warrior/

Every person receives an invoice receipt. On that receipt is a link to Trip it Pro. For additional trip details, including maps and amenities, go to the Trip it Pro app.

Get additional details and mobile alerts with Trip it Pro
For additional trip details, including maps and amenities, go to Trip it Pro

Once you click that link, you are invited to set up a Trip it Pro account. Once you have an account, every car, hotel or air reservation booked through World Travel Services whether with Concur or an agent, that reservation will flow to Trip it Pro.

Trip it Pro provides a central spot where you will see future present and past bookings, you will receive real-time updates on gates, seats, everything. You can retrieve invoices and share travel with colleagues. We all use our Delta.com app, our Hilton and Marriott apps, but to see everything in one spot that provides real-time updates is priceless, and it is FREE.

SAP Concur

Benefits:

Upload receipts

Submit your travel requests and expense reports

Review and approve travel and expense reports

Book travel plans

Instructions: Download UF GO Mobile App – https://training.hr.ufl.edu/instructionguides/ufgo/2_2_Download_UF_GO_Mobile_App.pdf

Rates on Shopping Page:

Please note that while most commercial travel websites typically display the lowest nightly rate for hotel bookings, the UF GO travel booking tool displays the highest nightly rate for the selected stay.

If you are comparing rates between UF GO and external travel platforms, be sure to click into the rate details on third-party sites to view the total cost of the stay, including all applicable taxes and fees. This will ensure you are making an accurate and concise cost comparisons.

VISA Requirements:

ETAs are required for travel to the United Kingdom:

CIBTvisas’ website is an excellent resource for determining when ETAs or other visas are required when traveling around the world: https://cibtvisas.com/visas

Applications for the ETA to the United Kingdom can be completed through the CIBTvisas website, or through the United Kingdom’s government website here: Apply for an electronic travel authorization (ETA) – GOV.UK

FAQs

Where can I see my itinerary?

You can view your trip itinerary in UF GO by selecting “Travel” from the menu at the top of the home page and going to your “Trip Library” section.

What if I need to change existing booking?

We recommend contacting World Travel Services to make changes to an existing booking. They will be able to assist with making changes (if applicable) and listing different options that apply to your situation.

Insurance

UF is committed to ensuring the health and safety of every student, faculty, and staff member while

abroad on university business. To fulfill this commitment, the University of Florida International

Center (UFIC) provides 24-hour emergency contact, monitors international events, informs

program participants of potential health and safety issues and provides international health

insurance that includes emergency medical evacuation and repatriation coverage. To receive this

service all UF students, faculty and staff traveling outside the US on official university

business must complete an Online Travel Registration

Tax and Payroll Services

All travel-related questions that may have tax or payroll implications should be initially directed to the Tax and Payroll Services team for review. Following their assessment, if it is determined that tax treatment or reporting is required, our office will become involved to provide any necessary support or next steps. This ensures compliance with applicable tax regulations and helps streamline the coordination process.

House hunting expenses related to relocation should be routed through Tax Services only after the letter of offer has been formally accepted by the employee.

Tax Services will determine the appropriate tax treatment and reporting requirements, if applicable. This step ensures compliance with IRS regulations and institutional policy before any relocation benefits are processed.