Faculty Travel
NOTICE:
All faculty are responsible for meeting travel deadline requirements, registering their travel requests in Concur, maintaining and submitting receipts, and submitting Concur Expense reports. If you do not register your trips in advance by the below deadlines, you risk not being reimbursed.
Your designated delegate/contact can assist when necessary.
BEFORE YOUR TRIP: complete Steps 1 & 2
Make sure you have sufficient funds before your trip. Contact your designated travel delegate at least 30 days prior to departure if help is needed or you would like to report funds awarded/provided from other departments, centers, or programs on campus that need to be allocated towards your travel once completed.
You should also reach out to those other departments/centers/programs to let them know you are preparing to depart and ask them to email your assigned staff their award/support information (amount, chartfield, allocation restrictions, etc.).
If there are expenses expected during your travel that are not yours and are not reimbursable, please reach out to a travel agent to help with booking and use the Nelnet Repayment Portal to repay them, if needed.
Be sure to review the Nelnet Repayment User Guide before clicking on the portal.
How to check Available Funds:
- Click on the link or type url on a web browser: https://evidence-of-review.app.utah.edu/
- If prompted - please log in using your CIS credentials
- Make note of your activity account number(chartfield) as you will use this to pay
for your trip.
If you are new to concur, please ensure your profile is filled out and complete in Concur. Download and link Concur mobile app and link other travel apps.
To Complete & Submit your Pre-Trip Request:
- Choose Booking Method
- Confirm/update the chartfield string that your trip will be paid from.
- Add “Expected Expenses” for Agent-Assisted Christopherson Business Travel (CBT) requests.
Quick Reminders:
- Must be submitted and approved in Concur no less than 3 weeks prior to departure or funds will not be approved for use. Note: travel submitted into Concur less than three weeks before the departure dates will be denied for reimbursement.
- Upon Concur submission, you will receive an email prompting you to register their trip and enroll in CISI international insurance and assistance coverage. This coverage is available
only to employees and is free of charge.
- If you are traveling with a dependent, they are eligible for insurance coverage under this policy. Coverage can be purchased for $10.23 per week and must be paid for with your personal credit card. Please note that university PCards and Travel cards may not be used to purchase dependent coverage.
- Please review the Global U Travel Safely site, including the frequently asked questions page.
- If you have questions or concerns about navigating international coverage, please email the Office of Global Engagement at globalriskmanager@utah.edu. The Concur system does not receive confirmation that these steps have been completed, you will continue to receive concur notifications even after they have been completed.
- Travelers traveling internationally must have a passport. Ensure your passport is valid for at least six months beyond your travel date before traveling internationally.
Must be submitted and approved in Concur no less than 1 week prior to departure.
Use the Concur mobile app to keep track of trip expenses as they occur, such as personal car mileage and rideshare expenses. Use the app to upload any paper receipts.
AFTER YOUR TRIP: complete Steps 3 - 5
To complete your expense report:
- Create a new expense report from the Pre-Trip Request created in Step 2
- Reconcile and Allocate Expenses
- Add any credit card charges made on the University Travel Card
- Add any uploaded receipts from mobile app
- Add travel allowance (per diem) if needed to claim
- Manually add any other out-of-pocket expenses
- Add the required processing fee. The fee is determined by your flight booking method, and needs to be added before the report can be submitted.
- Confirm allocation chartfield.
- WLC Faculty - All travels should be charged to your research fund, unless WLC instructs you otherwise.
- L2TReC Program Coordinators - Please contact Lissie to confirm the correct chartfield.
| Travel Processing Fees | |||
|---|---|---|---|
| How was airfare booked? | Fee | How was airfare booked? | Fee |
| Booked inside Concur | $10 | Travel Card reconciliation | $10 |
| Booked with university travel advisor | $25 | Booked with no airfare | $10 |
| Booked outside Concur | $40 | Athletics | $10 |
| Group domestic | $50 | Multiple Airfare Payment Methods | $10 |
| Group international | $100 | ||
Be sure to save all your receipts and UPLOAD to the Concur expense report connected to your pre-trip request. You can do this as they occur or all in once travel is completed through the concur app or drag them from saved files on your computer into concur. If flights, hotels or car rental are made through concur, by you or an agent, the expense should be listed under “available expenses” that you can add to your report.
Prior to Concur Expense Report submission, send an email to your designated delegate contact below once travel is completed and receipts are uploaded into concur. Delegate will review your concur expense report to make sure no errors exist and will confirm that the correct approvers are added to your timeline. They will make sure the correct expense reporting fee and chartfield is applied to your report and can help allocate additional chartfields received earlier in step 2 from additional funding sources.
| Traveler(s) | Contact | |
|---|---|---|
| WLC Faculty LastName A-K and L2TReC Team | Lissie Ah Yen | l.ahyen@utah.edu |
| WLC Faculty LastName L-Z and Grad-IAS Affiliates | Roxanna Lee | Roxanna.lee@utah.edu |
Upon receiving staff approval, Faculty members must submit their Concur expense reports.Please allow up to 10 business days for all approvals to be completed, after which you will be reimbursed for out-of-pocket expenses.