Travel

Use the Concur Travel & Expense System (Concur) to book domestic and international travel and to process expense reports. Use the University's travel management company, Christopherson Business Travel (CBT), to book individual domestic, international bookings, and group travel. CBT can be used for employees and non-employees.  

Please refer to your unit's approval process, to assure you obtain appropriate approvals to travel.   

Cardholders are required to take online training, to follow purchasing rules, and adhere to the travel card handbook . All cardholders must be familiar with prohibited transactions, sensitive expenses, and the PSC procedural statement for travel.  

Personal Card purchases (such as hotel, conference registration) will not be reimbursed until your trip is complete – these will be submitted with the expense report post-travel.  

Whether using a personal card OR Travel card, travelers must remember to keep itemized receipts of all purchases.  Receipts must be provided upon return to submit with their expense report. 

Be aware of your Per Diem; rates are set by destination. You cannot receive reimbursement over the set per diem rate 

A Travel Expense report must be submitted within 90 days of returning from travel. 

Please have the following ready for your expense report: 

• Detailed Itinerary/agenda
• Itemized receipts (no matter the $ amount)
  • This includes lodging, Travel Card purchases, Personal card purchases, meals, etc
• Mileage reimbursement: please use Mileage Calculator in Concur
• You can import your airfare transaction 
• The University must report as taxable income any business expenses incurred by an employee and not substantiated within 90 days of the transaction date or within 90 days of the trip end date.

 

In your Concur report, add the charge as its own itemization, NOT as a nightly itemization. 

Click the box next to "Lodging Rates" on the left in expense list, then on the right click "add itemization" 

Use Lodging Deposit Check out Credit

If travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more. Reimbursement cannot exceed 75% of the daily M&IE per diem rate.