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

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on UTravel Concur Training Now Available Online

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.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Cancelled Trip Reimbursement, & How to Resolve Concur Alert Emails

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.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Submit Legacy Reimbursements Electronically – Do Not Send Paper Forms

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.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Additional Procedures: For expenses related to COVID-19 Cancelled Business Trips

Working Remotely? How to Submit Travel Reimbursements

If you are using Concur, good news! Your reimbursement request is completely electronic – just follow normal procedures for submission and approvals.

For our Legacy users: we are receiving a high volume of questions and calls about how to process paper-based Legacy Reimbursements with skeletal staffing across campus, and so many people working remotely.

The legacy system traditionally requires original receipts, wet signatures and the request form physically submitted to our office for review. We have made arrangements to handle things differently during the COVID-19 restrictions.

Please follow these steps when preparing a legacy reimbursement for electronic submission until the COVID-19 restrictions are lifted:

  1. Prepare the final reimbursement form with the original receipts attached.
  2. Scan the package and email the packet to all approvers who are working remotely.
  3. All approvers will need to review the attachment for accuracy, appropriateness and availability of funding source and codes, business purpose, legitimacy and appropriateness of expenses, etc.
  4. Approvers should reply with an email stating that they have reviewed and approve the final reimbursement for [travel number]. Approvers are also allowed to sign the form prior to scanning if they are available.
  5. The travel planner should then add any email approvals to the packet, and use the signature lines to refer to the appropriate email approval.
  6. Deliver the packet to University Travel & Reimbursement department using this form.

Please be sure to use this ASK US form for any travel related questions or concerns during COVID-19 restrictions.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Working Remotely? How to Submit Travel Reimbursements

CISI Refunds

Cancellations of international insurance enrollment (CISI) are simple to initiate and process, and all cancellations will result in refunds back to the original payment method used for the enrollment purchase

Options to provide to your travelers inquiring about enrollment cancellations:

1. If you are interested in cancelling CISI enrollment respective to updated/cancelled University travel plans to international locations in response to the University COVID-19 campus-wide travel suspensions, this can be done simply by contacting CISI via email (enrollments@culturalinsurance.com) with your request.  Please attach a copy of the invoice you received (or invoice number) speedier processing.  (Refunds for enrollment fees will be returned to the payment method originally used)

2. If you are managing group travel for the University, and/or have any additional questions or issues – please email globalriskmanager@utah.edu with ATTN: Employee Insurance Enrollment Inquiry in the Subject Line

Department of Public Safety – COVID-19 Central

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on CISI Refunds

Coronavirus: What University Departments and Travelers Should Do

As the University continues to monitor this global public health situation, we request all campus departments do the following to improve our ability to address situations as they arise:

1. Report all upcoming trips in either the Legacy Travel system or the UTravel Concur system. Those who have been trained, should use the UTravel Concur system. Centralized data will help us reach travelers and departments in a timely manner as conditions change, and registering trips will trigger instructions telling departments how to register travel with the appropriate Travel Registry which will support coordination of services while on travel status, if necessary.

See Global U/International Travel Safety Website

NOTE: Departments should estimate travel dates to the best of their ability.  Travel dates can be changed without escalating the request to Level 1 or Level 2 approvers.  Contact Travel if you need help.

2. Book airfare using our onsite travel agents, and use refundable contracted fares whenever appropriate and cost-effective. Our onsite agents have access to contract benefits that may help travelers if flight changes become necessary.

NOTE: Travelers concerned with airline status may use onsite agents to book airfare – agents will take appropriate action that supports the business value of the traveler’s airline status.

  • Most airlines are offering change fee waivers in the during the dates and areas most affected by the virus, but these airline policies are changing frequently.  Travelers that must change flights should contact their booking agent.

The University of Utah has set up a website for those monitoring the Coronavirus situation here.

We encourage those concerned to also monitor the CDC travel recommendations site here.

We apologize for any duplicate emails that may have reached your inbox – this message is of high importance and requires broad distribution.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Coronavirus: What University Departments and Travelers Should Do

Group Trips can be registered, and expensed using Concur

To register a group trip in Concur, complete the Request in the Group Leader’s name.  The group leader must be an employee. The Trip Type to select must either be Hospital or Campus Group. 

To Book Airfare: Fill out the “Book Group Travel” form located on the Travel website to work with our OnSite agents who specialize in group travel.  Our agents have access to contracts with benefits that better support groups. After this form is submitted, you will be in contact with the agent who will coordinate and book the group. The agent will link all airfare to the employee leader so the airfare charges can be put on the Expense Report after the trip is complete.   

NOTE: Group airfare CANNOT be purchased with the Concur online booking tool.  The online booking tool is only able to book individual domestic airfare for employees.

After the trip: Departments are able to submit ONE expense report on behalf of the whole group. The group leader or their travel arranger will add all group member’s airfare to the expense report in addition to all out of pocket expenses for the group.  If there are other employees that traveled with the group and have out of pocket expenses, they should be reimbursed on their own expense report.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on Group Trips can be registered, and expensed using Concur

New Short Notice International Trip Requirements

Beginning February 3, 2020, all short notice international trips will require both Level 1 and Level 2 approval when submitting a Request in UTravel/Concur.

Short notice international trips are defined as not having submitted a Request in Concur at least 3 weeks prior to departure.

Travel Rules require advance notice of a trip communicated to Travel & Reimbursement Services by submitting a Request in UTravel/Concur. Short notice trips do not comply with the requirements of this rule and will now require both Level 1 and Level 2 approval before either a Cash Advance or Concur Request can be approved.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on New Short Notice International Trip Requirements

The Coronavirus: What You Need to Know Today

The State Department has listed travel to China a Level 3 Risk.

What is the Coronavirus?
First identified in Wuhan in mid-December, the novel coronavirus (2019-nCoV) is in the same family of infections as severe acute respiratory syndrome (SARS) and Middle East respiratory syndrome (MERS). Human-to-human transmission of the virus is possible and confirmed cases outside of China are reported in Hong Kong, Macau, Japan, South Korea, Taiwan, Singapore, Thailand, the United States, and Vietnam.

How does the Coronavirus affect business travelers?
As a result of the escalating situation, various countries have introduced extra measures to reduce risk exposures to prevent wide-spread of the virus. Travelers can expect delays due to screening controls at airports, especially at border crossings with China.
The World Health Organization does not recommend any restriction of travel to China at this point.

The complete Coronavirus notice from Christopherson Business Travel.

Subscribe to the Travel Tidbits E-mail ListSubscribe to the Travel Tidbits E-mail List
Comments Off on The Coronavirus: What You Need to Know Today