The following is an overview of the Travel booking and expense reimbursement procedures. For complete information, see the Travel Office website.

Step 1:  Request

Travel must be authorized by the department head prior to commitment of funds.

To begin the authorization process, submit a “Request” in CONCUR. You will need to know the dates of travel, destination, business purpose (conference, invited speaker, library research, etc.), estimated expenses, and the source of funds.

Refer to balances shown on your monthly faculty financial report to allocate your expenses to an index. Foundation funds may be used, but will not show on the monthly faculty report (contact Cynthia). You may add a line if to the expenses if your funding will come from more than one source.

Once submitted, your “Request” will be routed to the budget manager and department head (or associate dean if you are a department head) for approval. The approval process should happen quickly. Contact the department if your request has not been approved within 2 days.

If you are a department head, you need to follow CAS procedures for obtaining approval from the divisional dean prior to commitment of funds.

Step 2: Book travel

Book air travel and lodging. Your designated TMC (Travel Management Company) will handle booking the ticket for the itinerary that you choose. If you prefer, you may contact the TMC (after the Request has been approved), however, the fee is $28, versus $8 when you book your own itinerary in Concur). If you have any direct contact with the Travel Management Company, you must choose #2 “TMC Booking” in the Request.

Step 3: Travel

One Card

Use your One Card as allowed to pay authorized travel expenses.

Receipts

As you travel, upload receipts for lodging and ground transportation into Concur. Use the Concur app, or take photos for uploading later.

Keep track of any meals that were provided (by conferences, hotels, etc.) and will not be counted toward per diems.

Step 4: Reconciliation

Refer to the Concur Procedure Manual to process your reconciliation after travel. This is the process to be reimbursed for approved unpaid expenses.