UTravel: How to Assign an Expense Delegate in your Profile

Posted December 10, 2019 in Uncategorized.

If you are an approver, you can use the Travel Concur system to select ONE PERSON to approve travel on your behalf.

Follow these steps to delegate your approval authority:

  1. Go to your profile settings
  2. Click “Expense Delegates”
  3. Click “Add” to search for a delegate and click on their name once found
  4. Select “Can Approve” and “Receives Approval Emails”

 Once saved, this person is now able to Act on your behalf to approve.

Note: A person is not able to submit and approve an expense report, so we recommend keeping those duties separate.

This process is illustrated in the video below:

UTravel Reference Materials | Ask Us | Training Registration

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How To: PDF Summaries of Expense Reports in UTravel

Posted November 5, 2019 in Concur UTravel, Travel System.

Producing PDF summaries for your expense reports in UTravel can be done in four simple steps:

  1. In the Expense tab, click on Report Library
  2. Click on the desired report
  3. Click Print/Email and the corresponding dropdown
  4. The top left section of the new window will have options to either download a PDF, Email the report, or Print the report.

The following video will demonstrate these 4 steps:

Do you want extra help with your expense reports or any other UTravel functionality? We host a workshop each Friday where users can get one-on-one help.

These sessions require registration beforehand, and you can register at the links below:

Campus Employee Registration | Hospital Employee Registration

Participants are encouraged to bring their laptops. Seats are limited, so please only register if you plan on attending.

UTravel Reference Materials | Ask Us | Training Registration

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Simplified UTravel Request: “How will you Book?” Question

Posted October 31, 2019 in Uncategorized and tagged , , .

Effective November 1st, Request will present the user with only two options to this question: How will you reserve air, car and/or hotel?

  1. Book in Concur Travel: Use online booking tool/Need Book link
  2. Book outside Concur Travel: Book with CBT Agent/Other Method

If you would like to reserve air, car and/or hotel directly in the Concur Booking Tool and need the BOOK link, select Option 1.

Select option 2 for:

  • University’s Onsite Travel Agents
  • Already booked using Concur Booking Tool
  • Other Method

NOTE: Option 1 will result in the “Book” link, and Option 2, will result in the “Expense” link.

Reference materials have been updated to reflect this change.

This change is based upon feedback and requests from our users. Please continue to share your ideas with us using our Ask Us form.

Did you know?

You can take advantage of the University’s OnSite Travel Agents to reserve air, car and/or hotel.

Ways to Contact an Agent:

You can also reserve air*, car and/or hotel directly in the Concur Booking Tool.

*Airfare booked using the Concur site is for single, domestic trips only. *Contact an Agent to reserve group or int’l airfare.

Do you want extra help with your expense reports or any other UTravel functionality? We host a workshop each Friday where users can get one-on-one help.

These sessions require registration beforehand, and you can register at the links below:

Campus Employee Registration | Hospital Employee Registration

Participants are encouraged to bring their laptops. Seats are limited, so please only register if you plan on attending.

UTravel Reference Materials | Ask Us | Training Registration

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Allocations in UTravel – Short Video How-To Change/Add Chartfields

Posted October 29, 2019 in Concur UTravel, Reimbursements, Travel System, Travel Tips and tagged , , , , , .

Allocating expenses to multiple chartfields can be done simply in the UTravel system. Refer to this short video explaining the process:

Would you like extra help with your expense reports or any other UTravel functionality? We host a workshop each Friday where users can get one-on-one help.

These sessions require registration beforehand – please register at the links below if you plan to attend:

Campus Employee Registration | Hospital Employee Registration

Participants are encouraged to bring their laptops. Seats are limited.

UTravel Reference Materials | Ask Us | UTravel Training Registration

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Updating Profiles in UTravel

Posted October 21, 2019 in Uncategorized and tagged , , , .

Please take a moment to make sure that both you and your travelers have updated and verified UTravel profile information. The profile is what the Concur system and the Christopherson Business Travel Advisors use to book reservations for airfare, cars, and hotels.

TSA requires that the name in the profile matches the traveler’s government-issued ID, and international travel requires the name in the profile to match the traveler’s passport.

Please verify the following within the profile:

  • Name matches the government-issued ID
  • Mobile Phone Number
  • Email Address
  • Enrolled in ‘My travel network’
  • Travel Arranger ‘Can book travel for me’ (if necessary)

For more information please refer to the UTravel reference materials.

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So you’ve been trained on UTravel (Concur) – Now what?

Posted June 24, 2019 in Uncategorized and tagged , , , , .

So you’ve been trained on UTravel (Concur) – Now what?

  1. You should reach out to Nyia Hanseen to make sure that all your travelers have been flagged to indicate that they are UTravel users.  We recommend that all travelers be switched immediately – there are adequate materials to support conversion to the new system.
  2. NOTE: Once your travelers have been flagged as UTravel users – ALL airfare booked with agents will become a UTravel expense that must be substantiated with a UTravel expense report (upon return from the trip).
  3. Make sure your approvers know what to do when they receive a notification to approve an expense report from UTravel.  (see Approver Guides at the site below)

Reference Guides can be found here.

To navigate to UTravel Resources on our web page, use the UTravel tile:

Resources such as Reference Materials can be found there

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Travel Arrangers: RSVP to the University Travel Fair – April 22

Posted April 11, 2019 in Travel Announcements, Travel System.

All Travel Arrangers are invited to attend an informative Travel Fair to be held at the Union Saltair Room on Monday, April 22, from 11am to 1pm.  

Travel & Reimbursement Services will be available to answer your questions about the new “UTravel” system that is coming in the upcoming months.  Find out how the system works, how to get trained, and what you need to know to convert your department users.

Our contracted travel agency, Christopherson Business Travel, has invited key vendors to answer your questions, tell you about services available to you, and give away prizes.

Vendors include:

  • Delta
  • Enterprise
  • Hilton
  • Radisson
  • Marriott
  • Little & Grand America
  • Hotel Monaco
  • The Parking Spot
  • ISOS
  • University Guest House

We look forward to seeing you there!

Please RSVP to the event here.

Event Flyer

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Travel Arrangers: Save the Date – Travel Fair – April 22

Posted March 26, 2019 in Travel Announcements, Travel System.

Travel Arrangers are invited to attend an informative Travel Fair to be held at the Union Saltair Room on Monday, April 22, from 11am to 1pm.

  • Christopherson Travel has invited key vendors to answer your questions and tell you about services available to you.
  • Travel & Reimbursement Services will be available to answer your questions about the new “UTravel” system coming in the upcoming months.
  • This is an exciting opportunity to network with colleagues and vendors, find out about exciting changes and enjoy a treat!

Please RSVP to the event here.

Event Flyer

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New: Airline Exchange Fees

Posted February 20, 2019 in Travel Announcements, Uncategorized.

Effective March 1, 2019, the University Onsite Travel Agents will begin to charge university departments a $30 fee for airline exchanges.

This new fee will better conform with industry practices and will more appropriately charge departments for the work done by our travel agent staff.

These fees will be charged to the same chartfield given to the agents on the original ticket.

Our Onsite Travel Agents are charging this fee as directed by the Travel & Reimbursement Services Department.

Any questions should be directed to the Travel Department at 1 – 7274.

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Airport Parking Option: U Gets Discount at The Parking Spot

Posted January 15, 2019 in Travel Announcements, Travel Tips, Uncategorized.

Christopherson Business Travel has been a longtime partner with the University of Utah, and they have recently entered into a partnership with The Parking Spot – an off-airport parking company that provides parking, transportation, and emergency services.

The Parking Spot is offering University of Utah Employees a special offer through February to use their services: A free upgrade to Gold status and one free day of parking (see flyer here).

You will need to sign up in one of two ways to benefit:

  1. Click here and register for a Spot Club Exec account.
  2. Download the mobile app and enter corporate code “Utah5921” during registration

Program Summary – Simple, Predictable, Personal.

Spot Club Exec Account:

  • Corporate discount (for business and personal travel)
  • Mobile app technology for check-in/check-out
  • Concur expense integration
  • Industry-leading rewards program (earn points for free parking)

Hospitality:

  • Open 24/7 with 5-7 minute shuttle rotations
  • Trunk to Terminal service (picked up and dropped off at your car)
  • Luggage assistance

Complimentary Emergency Service:

  • Battery jump-start
  • Tire change
  • Towing service

Introductory Rates: 

  • Uncovered Parking: $6.00/Day ($5.00 with reservation)
  • Covered Parking: $9.00/Day ($8.00 with reservation)
  • Corporate discount still applies

Note – This is a new option available to travelers, not a requirement. Current parking options include those listed below.

Airport Parking Options: 

  • Salt Lake International Airport – $9/Day
  • Park n’ Jet – $8.50/Day
  • Diamond Airport Parking – Redwood Road – $8.50/Day
  • Diamond Airport Parking – North Temple – $7.50/Day
  • The Parking Spot – $6/Day
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