Travel Processes and Policies
Welcome, Travelers!
Planning a Trip?Travellers are responsible for managing their university-sponsored travel in Concur, including pre-trip registration. If you need assistance at any point, please contact your appropriate travel contact listed at the bottom of the page.
IMPORTANT:All travel, regardless of booking method, requires an approved Concur Request prior to the travel start date to activate insurance coverage, travel assistance, and emergency evacuation services. For international travel, insurance enrollment instructions will be emailed to you after successfully submitting a Travel Request for International Travel.
Effective July 1, 2026, employees traveling for University of Utah business will no longer be able to submit for early reimbursement or cash advances. This change is intended to align with a policy update made in May 2025 stating that “A Traveler’s expenses may not be reconciled and reimbursed until after the University Travel is complete.”
Quick Timeline and Processing Fees
International Travel
All international travel requests must submit at least 3 weeks in advance.
- Important Note: Late Submissions will not receive approval from your center/department. Please plan ahead to ensure your travel is fully funded and approved.
Domestic Travel
All domestic travel requests must submit at least 1 week prior to departure.
Travel Processing Fees
Please be aware of the travel and expense processing fees. These fees are determined by the traveler's flight booking method, and each submitted expense report will incur a fee. If multiple expense reports are needed for the same travel request, they will also require a fee for each submission.
Tip: Include all expenses in a single report to save money.
| Travel Processing Fees | |
|---|---|
| How was airfare booked? | Fee |
| Booked inside Concur | $10 |
| Booked with university travel advisor (CBT) | $25 |
| Booked outside Concur | $40 |
| Group Domestic | $50 |
| Group International | $100 |
| Travel Card reconciliation | $10 |
| Booked with no airfare | $10 |
| Athletics | $10 |
| Multiple Airfare Payment Methods | $10 |
Booked inside Concur
Travelers can use the Concur tool to book flights, car rentals, or hotels. This option uses a University travel card to reserve/pay for travel instead of paying with a personal credit card for later reimbursement. Travelers can use this tool themselves or work with their travel delegates.
Booked outside Concur
Travelers can book their own travel outside of Concur and be reimbursed after the travel.
Need Extra Help?
Who Is Your Designated Travel Delegate/Contact?
If you are having trouble navigating the system or understanding the steps, reach out to the appropriate contact below based on your last group:
| Traveler(s) | Contact | |
|---|---|---|
| WLC Faculty LastName A-K and L2TReC Team | Lissie Ah Yen | l.ahyen@utah.edu |
| WLC Faculty LastName L-Z, IAS Affiliates and Grads | Roxanna Lee | Roxanna.lee@utah.edu |
| University approved Christopherson Business Travel Agents | Monica Snyder | monica.snyder@admin.utah.edu |
| Alice Tardani | Alice.Tardani@admin.utah.edu | |
| Website | https://travel.utah.edu/christopherson-business-travel/ | |
| Pre-Approved Guest Travel Support | Mary Costello | mary.costello@utah.edu |
*It is recommended to reach out 30 days prior to departure so in complex cases, everything is resolved prior to concur deadlines.
Additional Support and Resources
| Description | Link or Email |
|---|---|
| University Travel All Resources | https://travel.utah.edu/ |
| Direct Concur Travel Support | https://travel.utah.edu/contact-us/ |
| Concur Trainings | https://financialservices.utah.edu/secure/course-catalog/?_categories=travel |
| OGE Travel Reporting | https://www.global.utah.edu/global-travel-safety/ |
| CISI Travel Insurance | https://www.global.utah.edu/global-travel-safety/health-and-safety-resources-for-travelers/ |
| Group Travel (book through CBT) | https://travel.utah.edu/christopherson-business-travel/ |