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.
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.
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.
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.
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 ADSC is the Activity, Project or Org number, and is used to help the user fill out the complete chartfield segments without having to remember every chart field segment. ADSC is also used by UShop and ePR.
Concur users MUST search by “Code” on the Request or Expense Report in the ADSC field. Enter the activity, project or if you are BU 02, you will use 02-ORG, for example, 02-90016. You will need to select the name that populates in the dropdown. Users are having difficulty when they search by “Text” instead of “Code.”
We have seen a few instances lately where the traveler’s name in their Concur profile was replaced with their name from the University of Utah HR system, which in some cases may be different.
The Concur profile name needs to match the identification that the traveler uses to check-in at the airport (Government-issued ID). Please make sure you and/or your travelers have verified that the name in the Concur Traveler profile matches the current government-issued ID that is used at the airport.
There has been a high number of instances where departments have failed to attach the prepaid airfare to an expense report properly, and are having to submit a subsequent expense report to expense the airfare. To combat this, departments MUST expense airfare with any trip where the airfare was prepaid with the onsite agents or the Concur booking tool.
Prepaid airfare expenses (purple credit card icon) must be “imported” rather than the preparers manually adding receipts or itineraries. If the department does not import the expense, the “purple credit card” persists and the Traveler and Preparer continue to get email reminders to complete an expense report.
NOTE: If the Concur booking tool or the Onsite Agents are used to book airfare, and the central-billed credit card is used to purchase airfare, that expense will be listed on the traveler’s “Available Expense” section and identified by a purple credit card icon. (See image below.)
When preparing the expense report, select “Import Expenses” and then select the appropriate item(s) and click “Move” (to current report). This will attach prepaid expenses on the current Expense Report along with any other trip expenses. The system knows to deduct prepaid expenses from the reimbursement. Departments will know that an expense is prepaid by a University credit card when there is a purple credit card icon next to the expense in Available Expenses. Preparers can review the total reimbursement and the amount to be reimbursed to the traveler under “Details: Totals.”
Welcome back to campus! In case you haven’t heard, this Spring, UTravel Concur will replace the old paper-based travel system. Approximately 35% of all University travel is currently being processed in UTravel Concur.
NOTE: Effective Friday, May 22, 2020, all employee travel must be registered in the new Concur system. The legacy system will not allow users to register a trip with a depart date past May 22.
UTravel Concur is a mobile-ready, paperless system where approvals route electronically like ePR and UShop. Significant improvements in system efficiency means that your travel reimbursements will be processed more quickly, and with much less effort from travelers and travel planners. Departments are able to track the progress of their expense report, and travelers can help prepare their expense reports by using their mobile device to capture receipts before they return from the trip.
Travel & Reimbursement Services has updated the UTravel Concur training materials and has posted more in-person travel arranger trainings for the next three months. We encourage departments not yet using Concur to make plans to beat the rush and convert their Spring travel to the new system.
Please let us know how we can help! Use our Ask Us form.
Questions relating to your Profile, Mobile app, Cash Advances, Booking, and Expense are just some of the topics covered in The FAQ. It is located on Travel and Reimbursement Service’s website under UTravel SAP Concur, or alternatively at this link.