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Travel

Concur Systems Travel:

All Travelers are required to complete the Concur training well in advance of their next trip. SEE INSTRUCTIONS BELOW.

  • Domestic trips must be reserved not less than 1 day prior to the departure day.
  • International trips must be reserved not less than 3 weeks prior to departure day.

Failure to do the above in a timely fashion will result in the need for VP approval in order for the trip to reserved.

 "Travel” is defined as anything that: Is over 100 miles roundtrip (even if it is all done in 1 day) ORinvolves an overnight stay (even if it is at a hotel in SLC).  If your trip meets this definition, but you will NOT have ANY expenses that you will need reimbursed, you do NOT need to reserve your trip, UNLESS it is an international trip.

 

TRAINING: 

STEP 1: Watch the videos:
 
Training Videos:  
Travel Accounting has additional resources that may be helpful in your training. You may go directly to their Online Training website (https://fbs.admin.utah.edu/travel/utravel-home/utravel-concur-online-training/), or their Reference Materials site (https://fbs.admin.utah.edu/travel/utravel-home/ref-materials/) for more information.
 
 
 
STEP 2: Complete the Concur Online Training Form. Travel Accounting has a form for you to submit after you complete the training. This form is how you certify for using the Concur system. To certify, go to https://fbs.admin.utah.edu/travel/utravel-home/concur-online-training-form/ and fill out the form. Where it asks for your role, select "Traveler". Then, to complete the chartfield section, select 01 under the BU (Business Unit) option and type 05470 for the activity number.
 
NOTE: Everyone in our Department uses the same activity account (05470) when setting up their Concur profile; it's a default department-level account. However, this account is ONLY used to set up your profile; no travel expenses should ever be charged to it. In the future when you are requesting trips and expense reimbursements, you will input whichever one of your own or your PI's account(s) (activity or project) you want charged for that specific trip. PIs and supervisors will be notified by Concur each time someone submits a request using any of their accounts and will be able to approve or reject the request before it moves its way through the online approval system.
 
 
STEP 3: Check to make sure you have access to Concur. A few days after you submit the form, try to log into your Concur account. Access Concur by going to https://fbs.admin.utah.edu/travel/utravel-home/, then click on "Login to System" (see image below). 
 System Login
 If you CAN log in to Concur, move to Step 4. If you canNOT, email Travel (travel@admin.utah.edu) and request a status update.
 
 
STEP 4: Set up your profile. Following the instructions in the videos, set up your profile. Be sure to make Department Administrative Manager (Shanna Futral), Department Travel Facilitator Alan Rigby, and Department Travel Facilitator Kayleigh Kirkpatrick are set up as your Travel Arrangers.
 
 
STEP 5: Confirm with Department Staff that you are set up in Concur. Once your profile is set up, email the Department Travel Facilitator, Kayleigh Kirkpatrick (Kayleigh.Kirkpatrick@utah.edu), to let her know you have Concur access. She will then finish setting up your account, which entails setting up our Department Accountant (Jamee Lefler) as your Department-Level Approver (as a proxy for the Department Chair). 
  
 
STEP 6 (optional): Please consider installing SAP Concur on your phone. It is not required, but HIGHLY recommended because it is extremely useful for uploading and keeping track of your receipts during your trips. 
 
 
 
If you have any questions, please email Kayleigh Kirkpatrick, Department Travel Facilitator (Kayleigh.Kirkpatrick@utah.edu). 
Last Updated: 10/4/21