Before you book a trip, there are a few things you need to do:
- Complete your Profile in the Concur Travel & Expense System (Concur)
- Download Travel Apps
- Review the Procurement Service Center (PSC) Procedural Statement Travel
How you book travel depends on your role at the University:
Booking Travel - Employee
As an employee, you can book your domestic trip through the Concur Travel & Expense System (Concur). Your international trip must be booked through a Christopherson Business Travel (CBT) travel agent.
Airfare is charged to a central card (ghost card) and reconciled by the PSC.
If you have not already done so, you may want to obtain a Travel Card to facilitate payment of your other travel-related expenses.
If you are new to the University or travel infrequently, please visit the Infrequent Traveler links below.
Booking Travel - Non-Employee
When using University funds to pay for a non-employee’s trip, you as the sponsoring unit, are encouraged to book airfare through a Christopherson Business Travel (CBT) agent. To make travel arrangements, start by submitting CBT's Non-Employee Travel Request form.
With department approval, a non-employee can also arrange his or her own travel by contacting a CBT agent using the non-employee travel request form. Alternatively, non-employees can make their own travel arrangements and work with the sponsor department to request reimbursement through the Concur Travel & Expense System or through the Non-Employee Reimbursement form upon conclusion of the trip.
When working with an Independent Contractor according to the Scope of Work (SOW) process, the non-employee's travel expenses must be covered as part of the SOW.
Booking Travel - Student
Student employees traveling on University business follow the guidelines set forth for employees in the PSC Procedural Statement Travel.
Students who are not employees, and who will be traveling on official University business, follow the guidelines for non-employee travel.
The University defines group travel as three (3) or more employees/non-employees traveling to the same location for the same official University business.
Christopherson Business Travel (CBT) defines group travel for booking airline tickets as ten (10) or more employees/non-employees traveling together.
Are you an infrequent traveler?
You may want to visit the links below. They offer good tips and reminders for infrequent travelers.
When your trip is over
Use the Concur Travel & Expense System (Concur) to reconcile your Travel Card charges and/or get reimbursed for out-of-pocket expenses.