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Purchasing and Payment Options for Expenses

Purchasing and Payment Options for Expenses:

  • A U of U traveler cannot pay for the travel expenses of another U of U traveler UNLESS the trip is set up as a Group Trip (10+ travelers). 
  • A U of U traveler cannot collect reimbursement directly from the other travelers, who then request reimbursement from the U of U.
  • If U of U travelers share lodgings, they must each pay the vendor directly for their portion if at all possible; if not possible AND the travelers need to charge the lodgings to different accounts, work with Thea Hatfield in 383 FASB to do an eJournal transfer.
  • If the lodgings is an air bnb or such that does not bill by the room but rather is a full house rental, one traveler (ideally the Trip Leader, PI, or a Faculty Member) should pay for it all themselves and then submit for reimbursement for the full amount.

If you do not plan to pay with a personal credit card for airfare, rental car, and lodgings, reach out to our Department Travel Facilitator (cmes-gg-travel@utah.edu) for assistance.

  • Concur - Onsite Travel Agents (Christopherson): Use for rental car, airfare, and hotel (but not if you have a conference rate). No out-of-pocket expense as the U of U account is directly billed; however, you still need to submit an Expense Report to account for all expenses. See the GG Concur Travel Handbook (below).  
  • Concur TravelUse for rental car, airfare, and hotel (but not if you have a conference rate).  No out-of-pocket expense as the U of U account is directly billed; however, you still need to submit an "Expense Report" to account for all expenses. See the GG Concur Travel Handbook (below). 
  • Concur - Cash Advance: Use for all expenses.
    • Submit for a cash advance as part of "Reserveing a Trip". It is best to do this not more than 4 weeks but not less than 3 weeks before your date of travel. If you need a faster turn-around time (less than 2 weeks) or need it far in advance (more than a month before your trip), work with our Department Travel Facilitator. Also, it is best (easier, faster) if you have direct deposit set up for Accounts Payable; to set that up, complete AP-DD-AuthForm OR - IF you already have direct deposit set up for Payroll - complete Employee-DD-AuthForm . (Note: Direct deposit must be set up for Payroll and Accounts Payable separately.)
    • With a cash advance, you still need to submit an "Expense Report" and return all unspent funds NOT LATER THAN 30 DAYS after the end of your trip. If you do not finish the expense report and pay back within 30 days, the Dept Accountant will charge an Activity account of the PI's.
      • Step 1: Unspent fund are to be paid back via a check made out to "University of Utah" and the trip number noted on the "Memo" line. Bring the check to Thea Hatfield in 383 FASB.
      • Step 2: The travler will need to create a Cash Advance Return expense type and submit the departmental deposit # in the comment line.  
  • Personal Credit Card: Use for all expenses, then submit for reimbursement via an "Expense Report" in Concur. (Please note that it is cheaper to submit only one "Expense Report" after the trips is over as there is a fee for each one you do; however, you can submit as many Expense Reports as you want, including ones prior to the travel dates.)
  • U of U TCard (Travel Card): Purchasing restrictions are detailed on the U of U Travel TCard wepage  (cannot use for airfare or per diem). Our Department only approves Individual Travel cards for faculty and staff who travel frequently and Group Arranger cards for faculty and staff who regularly take groups on trips. 
  • U of U PCard (Purchasing Card): Use for conference registration and hotel pre-payments. Several office staff members are Pcard holders. To use this option, please follow the Pcard purchasing process.
  • GG Fleet Vehicle Rental: Use for renting Department vehicles (suburbans or truck).

 

 

Concur - Onsite Travel Agents (Christopherson) 

Concur Travel 

Concur - Cash Advance 

Personal Credit Card 

U of U TCard (Travel Card) 

U of U PCard (Purchasing Card) 

GG Fleet Vehicle Rental

Airfare 

yes 

yes 

yes 

yes 

no 

no

no 

Baggage Fees 

yes 

yes 

yes 

yes 

yes 

no

no 

Car Rental 

yes 

yes 

yes 

yes 

yes 

no

yes

Ground Transportation (rideshare, tolls, public transit, parking, personal vehicle mileage, fuel) 

no 

no 

yes 

yes 

yes 

no

no 

(Fuel should be purchased on the GG Fuel Card, which the driver will recieve when they pick up the keys from the GG Office.)

Hotel  

yes 

yes 

yes 

yes 

yes 

no

no 

Hotel – Conference Rate 

no 

no 

no 

no 

yes 

yes

no

Hotel – Pre-Payment 

yes 

no 

no 

no 

yes 

yes

no

Business Meals 

no 

no 

yes 

yes 

yes 

no

no 

Per Diem 

no 

no 

yes 

yes 

no 

no

no 

U of U Travel Insurance (required for International Travel)

no

no

yes

yes

no

no

no

Other Valid Expenses 

no 

no 

yes 

yes 

no 

no

no 

 

 

Last Updated: 6/2/22