Optimized UTravel System Now Live!

The new optimized UTravel Concur site is now available for online travel booking and submitting requests/reports.

What’s changed

  • Request and Report Headers were updated to reduce data entry and provide flexibility for GL Account coding
  • Expense Types updated to align with Utah Travel Policy
  • Example of what’s changed in the system 

What you need to know

  • If you don’t see your expense report, or if you see an error in your expense report, please be patient as we finish with system cleanup. This should be finished by December 22.

Helpful resources

Darrin Robertson,

Associate Director – Travel & Reimbursement Services

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Final Reminder – Concur Unavailable December 16-19 for Update

This is a final reminder that we will be deploying optimizations to the UTravel Concur system on Tuesday, December 20, 2022 – meaning the system will be unavailable from Friday, December 16 – Monday, December 19.

Please see the Update Timeline below and plan accordingly.

Christopherson Business Travel: travel@admin.utah.edu  |  801-587-9005  |  M-F 8:00-5:00 pm MT 

Click Here to see examples of the new updates!

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

Thank you,

Darrin Robertson, Associate Director – Travel & Reimbursement Services 

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Reminder – Concur Unavailable December 16-19 for Update

We will be deploying further optimizations to the UTravel Concur system on Tuesday, December 20, 2022.

To minimize disruption to travelers, the Concur updates will occur Friday, December 16 – Monday, December 19 – meaning the system will be unavailable during that time.

Please see the Update Timeline below and plan accordingly.

Update Timeline:

Thursday, December 15 – The last day to submit Requests and Expense Reports. Employees can choose to submit requests/reports after optimization is completed. 

Friday, December 16 – The last day to approve Requests and Expense Reports

Saturday, December 17 – Any requests/reports not fully approved by the Travel Office will be Sent Back to User. Requests/Reports cannot be in approval status during system configuration.

Monday, December 19 – System will be down.

Tuesday, December 20 – Access to the new optimized UTravel system will be available, as well as updated training content on the UTravel website. Requests/Reports that were returned to user will need to be updated and resubmitted for approval. 

Need to Book Travel During the Update? 

  • Travelers should book travel with a Christopherson Business Travel Advisor while Concur Travel Online Booking is temporarily offline Friday, December 16 – Monday, December 19.  
  • Travelers will be able to access the Concur Travel online booking tool on Tuesday, December 20.  

        Email: travel@admin.utah.edu      |      Phone: (801) 587-9005      |     Hours: M-F 8:00-5:00 pm MT 

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

Darrin Robertson 

Associate Director – Travel & Reimbursement Services 

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Updated Request Booking Types: How will you reserve travel?

To streamline the Request Booking types in Concur Request, we will be consolidating the “How will you reserve” and “Do you need University Travel Advisor Assistance” effective November 8, 2022 to align with our Booking Travel Checklist: Booking Method Options.

Updated Travel Request Booking Types: How will you reserve air, car, and/or hotel? 

1. Book Online – Concur Travel 

We highly recommend travelers start in Concur Request – but if a traveler starts in Concur Travel when the Request is auto-created select this option as the traveler has already booked their travel reservations via Trip Search. 

2. Book Agent – CBT

Reminder to complete a Book a Trip Form for assistance from Christopherson Business Travel Advisors. This option is a popular option for Non-Employee Travel.

3. Book outside of Concur Travel and CBT

Travelers are responsible for adhering to university regulations and rules for reimbursement. Register travel plans that have been or will be booked outside of Concur Travel or CBT (ex. directly with an airline vendor).

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

Thank you

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Hotel Direct Billing Change – December 1

The direct billing option for local hotels is changing. Beginning December 1, you will no longer be able to charge a hotel room to the University of Utah credit card. Travel & Reimbursement Services recommends applying for a TCard and using it to reserve and pay for any hotel. Apply now in order to get your card in time for the change. 

If you have any questions, please contact travel_questions@utah.edu or call 801-581-7142.

Thank you,

Travel & Reimbursement Services

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Concur NextGen UI – Support Sessions and Travel Updates

There will be Drop-In Team Sessions available to assist users with questions on navigating through the SAP Concur NextGen UI. The two available timeslots do not require registration – simply click on the link to join.   

We recommend users review the updated training videos / tip sheets located on the UTravel Concur Online Training page prior to attending a drop-in team session.  

Dates: Monday, October 3 through Friday, October 14  

10:00-11:00 am Join Teams Meeting Room (AM)  

Meeting ID: 214 757 020 388  |  Passcode: mWPfQ4  

2:00-3:00 pm Join Teams Meeting Room (PM) 

Meeting ID: 222 123 443 809  |  Passcode: 4zqKAN  

We also have a couple of exciting updates to share about the SAP Concur online booking tool that will be effective October 10, 2022. No action is required by travelers – the updates will be available on the effective date to all travelers. 

  • Real-time Reservations: Reservations will be issued without additional review from Travel Agent. 
  • International Reservations: Book a Trip Form not required for International Travel when booking your international trip through the Concur online booking tool!  
    • Complex international travel bookings should continue to book through the existing process for help from the Travel Agency. Book a Trip Form still required for agent-assisted bookings. 

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

Darrin Robertson,

Associate Director – Travel & Reimbursement Services

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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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