System Update: Concur NextGen UI – October 1

SAP Concur is automatically releasing a new user interface (UI) on October 1, 2022 to all of their clients –the NextGen UI will change the ‘look and feel’ of how a traveler completes a Request and an Expense Report.  

The NextGen UI is optimized to give you more value from the Request and Expense solution:  

  • Accessible design for everyone: SAP Concur uses an inclusive approach to the design and engineering of the NextGen UI using the SAP Accessibility Standard.  
  • Improved employee experience: the updated UI is designed to be more intuitive and provide a guided experience for all users. 
  • Built for continuous innovation: SAP Concur is committed to delivering new features and enhancements on the NextGen UI 

Approvers will still have the same legacy UI view while reviewing requests/reports in their Approval queue.    

The UTravel website training and reference material will be updated to reflect the NextGen UI. Explore the new interface with a quick demo of Concur NextGen UI: Request (7 min) and Expense (7 min)   

If you have any questions, please contact Darin Robertson at darrin.robertson@utah.edu or (801) 581-7274.  

Thank you,

Darrin Robertson, Associate Director of Travel & Reimbursement Services

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International Travel Update

Effective immediately, international travel no longer requires a Dean or AVP approval. However, in accordance with policy, ALL international travel requires registration 3 weeks in advance in SAP Concur Request. Late registration will require Level 2 approvals.

After the trip is registered, the system will email you instructions the following day on how to register and pay for international travel insurance through CISI.

If you have any questions, please contact Travel & Reimbursement Services at travel_questions@utah.edu or (801)581-7142.

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Concur System Issues

We apologize, but Concur is experiencing some system issues that may affect users and the ability to act as your travelers. We have opened a case with Concur Support and provide updates as they become available. Sorry for the inconvenience and thank you for your patience.

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Updated Cash Advance Return Process

If a traveler has an unused Cash Advance, they will need to create a Cash Advance Return expense type and submit the departmental deposit # in the comment line.

Previous instructions had users add a “Miscellaneous” expense type, which is no longer needed.

Please contact Travel & Reimbursement Services @ 581-7142 or travel_questions@utah.edu if you have any questions.

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International Travel Approval Change

International Business Travel needs to be registered in Concur three weeks prior to the departure date and approved by the Dean or AVP. This is the message that was sent out from Martell Teasley and Jeff Herring regarding international business travel:

            Dear colleagues,

With the decline in infections and hospitalizations caused by COVID-19, availability of vaccinations and new medications, and updated guidance from the Centers for Disease Control and Prevention, the University of Utah is updating its policy for international travel.

As of March 9, 2022, University of Utah employees participating in University-affiliated international travel must receive approval from the department’s dean or AVP. Employees no longer need initial approval from a vice president to authorize the trip.

As always per policy, Rule R3-030D: International Travel Safety and Insurance, all international trips must be registered three weeks in advance in SAP Concur to receive reimbursement. Once the trip is registered and approved, SAP Concur will provide a Concur Request ID, and an email will be sent with instructions on how to obtain travel insurance. Travel registration submitted less than three weeks before departure will require VP approval.

The Concur Request ID will need to be provided on the “International Request Form.” The form, which is attached to this email, will need to be approved by the dean and then attached to the Concur Expense Report. More information can be found at Travel and Reimbursement Services.

Thank you,

Martell Teasley

Senior Vice President of Academic Affairs

Jeff Herring

Chief Human Resources Officer

If you have any questions, please call Travel & Reimbursement Services at 801-581-7142 or email travel_questions@utah.edu

Instructions and a link to the form are located on the COVID-19 Updates webpage.

Thank you.

Travel & Reimbursement Services

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Waiting Time Regarding Travel Agents

Due to current airline industry service level challenges, and delays in receiving customer service/booking answers or assistance, our travel agents are experiencing long delays. This is delaying and negatively impacting their ability to perform their traditionally great customer service to University travelers.   

For faster response, please email the University travel agents at travel@admin.utah.edu

When verbal communications are needed, we ask for your patience and understanding if wait times are long or if there is a response delay. Agents are doing their best to deal with the airline challenges. 

Please call Travel Questions @ 801-581-7142 or email travel_questions@utah.edu with any Concur or TCard related questions. 

Thank you.

Travel & Reimbursement Services

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Travel Cards (TCards)

University travel is rapidly picking up. In order to avoid delays in getting a TCard, please apply early. 

Use a TCard to pay for conferences, hotels, and other University travel expenses to help your travelers avoid paying out-of-pocket.

Get all TCard information and access to the application here (must login to CIS).

If you have any questions, please call Travel & Reimbursement Services at (801)581-7142 or email travel_questions@utah.edu.

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Email Notifications From Concur

UTravel Concur sends notification emails depending on the settings in your profile. 

To verify and make adjustments to your settings, login at utravel.utah.edu with your CIS credentials and click on Profile in the top right corner of the page, and select Profile Settings.

Adjust your settings in these 3 places:  System Settings, Request Preferences and Expense Preferences.

When delegating approval authority to another person in your profile, you can select if that person receives approval emails when they are approving on your behalf.

If you have any questions, please contact us at travel_questions@utah.edu

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Gift Card Purchases and Requests

The University has created a Gift Card Procedure surrounding the purchase and control of gift cards purchased by campus and hospital departments.

P3-100D Gift Card Purchases and Requirements is effective January 15, 2022 and can be found in the Regulations Library. This Procedure has been created to outline the approvals and controls that must be in place when gift cards are purchased. This Procedure applies to all academic and administrative units of the University and to all methods used when purchasing gift cards. 

Gift cards may not be purchased using personal funds, and will NOT be eligible for reimbursement in ePR, so gift cards MUST be purchased using PCards or UShop. 

Procurement and Contracting Services has also created a number of forms to be used when these purchases occur, as well as documents describing the procedures departments should follow. These documents can be found here.

If you have any questions, please contact:

PCard – pcard@purchasing.utah.edu | 801-587-7859

UShop – ushop@utah.edu | 801-585-2255

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Travel & Reimbursement Services Holiday Hours

During the Winter Break ALP days – December 28th and 29th – Travel Agents will be available from 8am to 5pm to help with your travel needs. During those hours, please call 587-9005 for assistance. If it is after hours, please call the Christopherson Business Travel After Hours Assistance line at 1-888-739-7011.

Travel Services (non travel agents) will be closed from Dec 24, 2021 through January 2, 2022.

If you have any questions or concerns regarding travel, please contact us at 581-7142 or travel_questions@utah.edu before December 24.

CBT Agency business hours are Monday–Friday 8am to 5pm. Please call CBT After Hours during the weekends, holiday, or U closure days for help with existing reservations or help with a new reservation with an approved Request ID. 

Happy Holidays and Happy New Year!

 

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