Travel Guidelines: All Business Travel Restricted through March 15, 2021

The University of Utah is currently restricting all business travel, including guest travel, through March 15, 2021. This travel restriction applies to ALL faculty and staff travel, all university-coordinated student travel, and all guest/recruit travel. Approved exceptions to this restriction must adhere to all the following procedures:

  • Requesting department must prepare a memo describing reasons travel is necessary at this time and measures to be taken to address safety for the traveler and those who will be in contact with the traveler during and following the trip.
     
  • The memo must be approved by one of the following individuals: 

– Main Campus Academic Affairs: Sarah Projansky, associate vice president for faculty, sarah.projansky@utah.edu
– Main Campus Staff: Wendy Peterson, deputy chief HR director, wendy.peterson@utah.edu
– U of U Health Academics: Dayle Benson, chief of staff for Clinical Affairs, dayle.benson@hsc.utah.edu
– U of U Health Hospitals and Clinics Staff: Sarah Sherer, senior human resources director, sarah.sherer@hsc.utah.edu 

An exception will also require final approval by the cognizant vice president. Exceptions must be fully approved (by both VP and area representative, above) and then attached to an approved UTravel Concur Request at least one week prior to the start date of travel. 

In-State Travel: We encourage our campus community to be informed about the transmission level assigned to different counties by the state when traveling on university-related business within Utah. We encourage students, staff and faculty to limit travel when a high transmission level is in place and to follow all health protocols, including wearing a face covering, when travel is necessary. We also recommend traveling with one person/household per vehicle. 

Personal Travel: We continue to encourage you, when considering your personal travel choices, to follow travel advisories issued by your local and state authorities. If you choose to travel, you may be restricted from returning to work depending upon the specifics of your circumstances. There are things you can do to minimize health risks to yourself and others, such as quarantining before traveling to visit high-risk individuals and checking your health status by monitoring your temperature and other symptoms of COVID-19. There are now a number of commercially available coronavirus test kits that can be used to assess your status. 

NOTE: Upon return, ALL individuals are expected to complete and submit a “Returning Traveler Self-Reporting Form” following the instructions linked here. If you have questions regarding this restriction or exception procedures, please fill out the ASK US form.  

Thank you.

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Be Prepared: Travel Cards Now Available and Legacy System to be Disabled

When COVID-19 shut down the travel industry, the University was in the middle of a migration from the Legacy Travel system to the UTravel (Concur) system. Although regular University business travel is still restricted, there is work that should be done to clean up open trips and to prepare for new University Travel when we are able to travel again.

What you should be doing now:

  • Close all open Legacy trips, substantiate all pre-paid expenses
  • Allocate all open expenses in UTravel Concur by preparing and submitting expense reports
  • Apply for Arranger Travel Cards, where appropriate
  • Educate and encourage Travelers to apply for Individual Travel Cards, where appropriate
  • Review UTravel Concur procedures, as needed

Mid-November: “Register a Trip” Functionality to be Disabled in Legacy System

What does this mean? Any NEW trips will need to be completely dealt with in the UTravel Concur system. All open Legacy trips need to be closed so we can take the entire system down. We will disable the entire Legacy system in the upcoming months.

Don’t worry… we are here to help in this transition. We have added an enhancement that allows us to mass import users to ease setup. We anticipate that travel volume will grow slowly and give us time to help each of our Arrangers learn to use the UTravel Concur system.

We are working remotely, so please send any questions or concerns to our ASK US form.


Introducing the University of Utah Travel Card Program!

Travel Cards (TCards) can be obtained by Travelers or by Arrangers, with Supervisory and Central approval. TCards are meant to reduce out-of-pocket expenses for travelers and guests, as well as improve efficiency for planning departments. These cards are issued through our contract with JPMorgan, but are administered through the Travel & Reimbursement Services department. The TCard page requires authentication.

Expenses charged to a TCard are allocated by the cardholder on an expense report in Concur within 30 days.

Arranger expense reports do not generate a travel fee charged to the department. Traveler expense reports to allocate airfare and reimburse out-of-pocket expenses like per diem will continue to generate travel fees used to fund our office.

To find out more, please visit the Travel Card webpage here. (Requires authentication.)


Stay tuned! More information about Travel System changes will be posted in the upcoming weeks:

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Travel Restriction Extended Through end of Fall Semester (December 11, 2020)

University of Utah leadership has extended the travel restriction for all inbound and outbound university-related business travel for faculty, staff, students and guests through December 11, 2020.  Travel Planners are asked to distribute this information to all University Travelers.

We have clarified exception procedures – details can be found on our web site.

Questions can be submitted using our ASK US form.

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