How to Request a Trip
Register in Advance of Travel Dates:
If you are a U of U employee or a student traveling for a school-related outing (other than a fieldtrip), for safety reasons you need to register your trip in Concur in advance of actual travel.
- Domestic "travel"must be reserved not less than 1 day prior to the departure day.
- International "travel" must be reserved not less than 3 weeks prior to departure day.
- NOTE: The more detail you include in your segements when Registering your trip, the easier it will be later to purchase airfare/rental car/hotel via the Concur Booking Tool AND when you are doing your Expense Request.
Request a Trip:
To start your Trip Request, log into Concur.
- Graduate Students & Post Docs: You are required to request trips and complete post-trip expense reports while working directly with our Department Travel Facilitator. Contact them to set up an appointment before you start any new travel.
- Faculty: If you encounter any issues, the quickest way to get help is to check out the U of U Travel Department's How To videos on Requesting (near the bottom) and Booking & Managing Trips. There are several topics and each one has a 2-4 minute video and a Tip Sheet. Also, check out the additional instructions below. If after doing all of the above you feel you are unable to navigate Concur, please follow the instructions for Guest Travelers.
How To - Special Instructions:
- A "group trip" is defined as 10+ U of U travelers who all have the same itinerary. For group trips, work with the Department Travel Facilitator.
- If you are doing a class or club fieldtrip, refer to the "Doing a Fieldtrip?" resource page.
- (888) 739-7011
- Purchasing & Payment Options for Expenses
- Trip Request Chartfield:
- If you are doing a Cash Advance, see the Cash Advance bullet below and follow those instructions regarding the ADSC.
- When requesting a trip, you must change the ADSC to the primary account that will be paying for your trip. See instructions elsewhere on this page. The default chartfield that will pop up is 01-00106-1001-05470-60019, which is a deptartment-level account and cannot be used to charge any expenses. If you have more than one account that is paying for your trip, you will enter those when doing the Expense Report.
- Cash Advance: If you think you will have out of pocket travel expenses, consider doing a cash
advance.
- You much include the cash advance in your trip request. The cash advance is under the “request details” tab in the upper left part of the request screen. It needs to be applied before submitting the request.
- If you need to add a cash advance after you submitted your request, you may recall a Request as long as the trip dates are in the future and add a Cash Advance. NOTE: If you recall a request, the ‘date submitted’ will change to the date you resubmitted the Request. Remember that the date submitted must be prior to the trip (21 days for international and 1 day for domestic). Any “date submitted” that does not meet this requirement will advance to Level 1 or Level 2 approval prior to the Request being “Approved.”
- Do NOT change the ADSC (account number default chartfield, which is 01-00106-1001-05470-60019 for our deptartment).
When you do your expense report (after your trip), you will enter the account number
that is to be charged.
- Faculty Advisors/PIs: You should never need to approve a cash advance. If you are sent a request via Concur to do so, it is because the traveler used your chartfield. But the default department chartfield is the one that should be used for all cash advances based on how the money is processed.
- Once a cash advance is requested, it will be taken from the default chartfield, which will be used as a ‘holding place’ for the funds until you submit an Expense Report. Once the Expense Report is submitted, the default chart field is credited back during the Expense Report and the chosen chart field is debited. You will determine the chosen chartfield when creating the Request.
- You will not recieve that money until about 30 days prior to your trip depature date. If you need it before that, work with Department Travel Facilitator to request an advance payment.
- Please note that the very first cash advance you ever request through Concur will take extra long to process.
- Cash advance checks will be mailed to directly to traveler. However, it is quickest to receive reimbursements via 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.) Then bring the completed paperwork to Thea Hatfield in 383 FASB.
Questions?
Reach out to our Department Travel Facilitator.
University Travel & Reimbursement Services, fbs.admin.utah.edu/travel (UTravel FAQs)
- Request or Expense Questions : travel_questions@utah.edu | (801) 581-7142 | Mon-Fri 8:00 - 5:00 MT
- Travel Booking: travel@admin.utah.edu | (801) 587-9005 | Mon-Fri 8:00 - 4:30 MT.
- Travel Booking Emergency After-Hours: (888) 739-7011
Christopherson Business Travel
(Onsite Travel Agency)
(801) 587-9005
1-888-739-7011 (after hours)
9:00 AM - 5:00 PM MST