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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U of U Travel Restrictions Extended Through September 1, 2020

The President’s Cabinet has extended the current travel restriction for all university-related business travel for faculty, staff and students through September 1, 2020.  Travel Planners are asked to distribute this information to all University Travelers.

Business-related trips between now and September 1, 2020 should be cancelled, unless you have obtained a fully approved exception. Exception approvals should first be granted by the cognizant Dean or Vice President, and then screened for extraordinary final approval from one of the following:

NOTE: Exceptions to this restriction should be approved at least one week prior to departure.

As global and domestic conditions become more clear, we will continue to update travel restriction information.

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How to Handle an Unused Cash Advance in Concur

When a traveler has an unused cash advance, it will need to be accounted for on an Expense Report in Concur.

There may be an unused cash advance because of a cancelled trip, or the traveler may not have had enough out of pocket expenses to offset the full cash advance amount they received. In either case, the traveler owes the university money, and a departmental deposit must be made with funds collected from the traveler.

This guide below contains instructions on how to account for the unused cash advance, and what to do in Concur to show that the traveler has paid the university back

How to Create an Expense Report when there’s an Unused Cash Advance

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U of U Travel Restrictions Extended Through August 1, 2020

The President’s Cabinet has extended the current travel restriction for all university-related business travel for faculty, staff and students through August 1, 2020.  Travel Planners are asked to distribute this information to all University Travelers. A memo was distributed to campus leadership groups earlier this week:

Business-related trips between now and Aug 1, should be cancelled, unless you have obtained a fully approved exception. Exception approvals should first be granted by the cognizant Dean or Vice President, and then screened for extraordinary final approval from one of the following:

NOTE: Exceptions to this restriction should be approved at least one week prior to departure.

As global and domestic conditions become more clear, we will update travel restriction information.

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UTravel Concur Training Now Available Online

The UTravel Concur training is now available online and is a great opportunity to get trained in the new paperless reimbursement system or to get a refresher if you’ve already taken the training before.

The university is in the process of switching over completely to this system for employees, so make sure to get trained as soon as possible. If you have any Concur training questions, please email clara.hawkes@admin.utah.edu. Please use the link below to get started!

UTravel Concur Onilne Training

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Cancelled Trip Reimbursement, & How to Resolve Concur Alert Emails

The University has extended the COVID-19 Travel Ban to include trips through June 30, 2020, please refer to the official notice. Many departments will have to close open trips that were planned during the Travel Ban, and there will be scenarios where employees have paid for expenses out-of-pocket. This post should answer questions about what needs to be done to close these trips, and to issue necessary reimbursements.

All pre-paid expenses that have been paid by the University will require submission of either an Expense Report (Concur) or a Legacy Reimbursement Request. Your office will need to document actions taken with regard to any credits, refunds, or costs that cannot be recovered, using this form.

Concur Users:

All Requests will need to be resolved, either by closing/inactivating (if no expense report is necessary), or by submitting an attached expense report.

If you purchased an airline ticket in the Concur booking tool or through the onsite agency, you will need to create an expense report to substantiate the airfare expense, even if it was refunded/credited for future use. When your department uses airline credits, those invoices will be attached to the future trip.

If there are any pre-paid expenses, such as airfare, registration or hotel deposit, departments will have to initiate an expense report to substantiate, document and book those expenses. If there were no pre-paid expenses (including airfare) then the department can simply close/inactivate the Request associated with the trip, and an expense report is not necessary.

To Close/Inactivate Requests: navigate to the Request tab, select your Request, and clicking Close/Inactivate. REMEMBER: To avoid unnecessary Level 1 or Level 2 approvals for after the depart date Requests, do not Close/Inactivate a Request where there are outstanding expenses that need to be allocated.

How to Expense a Cancelled Trip in Concur

Cancelled Trip FAQs

I cancelled my trip in Concur or directly with the travel agency – I am now getting email notifications that I have an outstanding expense. Do I need to create an expense report for the cancelled flight?

Yes, please review this post for instructions.

I cancelled my trip in Concur or directly with the travel agency – my ticket was refundable and I am waiting for the refund. Do I need to wait for the refund to show on my list of available expenses before I submit the expense report? 

We recommend putting all expenses on one Expense Report in order to only pay for one Expense Report fee.  If you do not wait for the refund, you will have to submit an additional Expense Report resulting in an additional fee.

I submitted an expense report that has been approved and paid – I am now getting email notifications that I have an outstanding expense. Why is this, and how do I fix it? Do I have to submit another expense report?

This error occurs because the UTravel Airfare credit card charge receipt (green credit card icon) was not attached to the expense report from the Available Expense list. If the expense report is submitted, approved and paid without the UTravel charge listed, then YES another expense report will have to be submitted in addition to another expense report fee charged. You will need to create a NEW request, get the appropriate approval, and then import the airfare charge under Available Expenses and submit.

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Submit Legacy Reimbursements Electronically – Do Not Send Paper Forms

Travel Payment Processing is happening remotely to better comply with social distancing requirements. To speed processing of your payments, Paper Legacy Forms should not be sent to Travel via campus mail, please use the Electronic Legacy Reimbursement Form, here to submit scanned copies of your Legacy Reimbursement requests.

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Additional Procedures: For expenses related to COVID-19 Cancelled Business Trips

Travel restrictions put in place in early March, 2020 have affected many plans for University travel that was scheduled between March 1, 2020 and June 30, 2020.

Departments should work with travelers to make every effort to cancel reservations and collect refunds for expenses related to cancelled trips. If, after all efforts are made to obtain refunds, departments wish to reimburse their business travelers for out-of-pocket expenses, they may do so. Please follow these guidelines:

  1. Airfare needs to be cancelled with the entity with whom it was originally booked.
  2. If airfare was booked with our on-site agents – either using the Concur application or by other means, use this form to cancel airfare booked by our on-site agents.
  3. Hotel reservations will need to be cancelled with the original entity with whom it was originally booked.
  4. Registration fees: Make every effort to have these costs refunded to the original form of payment.
  5. This form will be required with any reimbursement requests for travel dates affected by the ban – to better describe the status of refunds or credits.
  6. NOTE: if airfare was booked using the on-site agents, credits held in travelers’ names will be tracked by our contracted agency, and applied to the next business trip.
  7. NOTE: if airfare was purchased outside the on-site agents, it is the responsibility of the department reimbursing the traveler to track any remaining credit in the traveler’s name, and any credit should be used for a future business trip.

If you have already submitted a reimbursement request and have sent it to our office, please initiate the form (same as above) describing efforts to obtain refunds, and forward to travel_questions@utah.edu using the Trip ID or Travel number in the subject line. We are working through these reimbursements as quickly as possible.

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