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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Reconcile Airfare and TCard Transactions

Do you have airfare or TCard transactions that have not been reconciled? Do you receive Concur emails reminding you to do your expense report? These transactions need to be put on a Concur expense report after the trip is complete.

Quickly and easily expense these transactions by following the steps below (AND you do not need a Request #, either!):

1. Highlight the transaction(s) listed in “Available Expenses” section.

2. Select “Move” then “To New Report

3. You can either add an existing Request by clicking on “Add” under “Requests” or you can fill out the Report Header page. Whichever you select, make sure that under “Trip Type” you select, “Campus – TCard Dept Reconciliation ($0)” or “Hospital – TCard Dept Reconciliation ($0)” depending on whether or not the BU = 01 or 02. 

Because you are reconciling airfare booked by the onsite agents and/or reconciling TCard transaction(s), the department will not be charged a Concur Expense Report fee. 

4. Once the Report Header is filled out, click “Next >>” in the top right corner.

5. This Concur expense report just needs to be submitted by the traveler or the delegate by clicking “Submit Report” in top right corner. 

*Remember all TCard transactions are loaded onto cardholder’s “Available Expense” section in Concur.

**To get a better understanding of the many icons in the Concur system, please view this guide.

For your convenience, a step-by-step pdf guide of this reconciliation process is available here.

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

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New Single Sign-On with Concur App

The Concur Mobile app has transitioned to a Single Sign-On (SSO) method that will require users to use DUO authentication. Below are the instructions on how to log in to Concur Mobile:

  1. Download (if needed) the SAP Concur App
  2. Open the SAP Concur App
  3. Use “GVRNMW” for the SSO Code
  4. Click “Next
  5. Click “Sign in with Mobile SSO
    • This will take you to University Campus Information System (CIS) login screen
      • If you don’t know or have forgotten your password, you will need to call Campus help desk at 581-4000 to have your password reset

*The pin number you may have created in the past has been disabled, and the pin method is no longer used – you will need to sign in using the SSO code

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

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Removing Travelers That You No Longer Need To Request Trips or Prepare Expense Reports For

After using Concur for some time, you may have a list of travelers in your profile that you have requested trips or prepared expense reports for – keeping this list up to date is important. To remove travelers from this list, please follow the instructions below:

 

  1. Login to Concur (utravel.utah.edu)
  2. Go into your profile and find either Request Delegates or Expense Delegates
  3. “Delegates” is the default tab – select the “Delegate For” tab, and then check the box next ot the name of the person that you’d like to remove from your list. Click delete to remove them.  See screenshot below

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

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Reminder – ePR and Concur FY 2021 Reimbursements

Travel & Reimbursement Services would like to remind departments of the deadlines for ePR and Concur reimbursements for FY 2021.

Please be sure to complete them on time in order to receive reimbursements and have them coded in the appropriate fiscal year.

ePR-Employee & Non-Employee Reimbursements

  • Reimbursements need to have an accounting date of 6/30/2021 or older to be FY 2021 (July 1, 2020 – June 30, 2021). 
  • ALL electronic approvals need to be approved by July 13, 2021

SAP Concur (Travel)

If the trip happened FY 2021 (July 1, 2020 – June 30, 2021) we will make sure it’s coded old year, but ALL electronic approvals in SAP Concur have to be approved by July 13, 2021 or the reimbursement will be coded FY 2022.

See Closing Information & Dates for 2021

Thank you,

Travel & Reimbursement Services

Travel_questions@utah.edu

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