During Travel

While traveling, utilizing your KU/KUCR P-Card will import charges directly into your Concur Expenses. A P-Card can be used to pay for all travel related expenses, except for meals. Additionally, use the Concur Mobile app to capture receipt images that are sent directly to your Concur Expenses.

A Few Items To Remember When Traveling

Keep all ITEMIZED receipts for reimbursable expenses. Note: credit card total receipts, canceled checks, bank statements, etc. are not allowable - they must be itemized.
Keep a daily log of travel activity.
If using a departmental or rental vehicle, keep all fuel receipts.
If a p-card is used DURING travel, take a photo of the receipt using Expensit within the Concur Mobile App. A comment can be added for explanation of expense, business purpose, and funding.
Travelers should only pay for their own travel expenses; do not pay for the expenses of fellow travelers or colleagues.
Group meals can only be purchased if that meal has a business purpose and is identified as a business meal.
If a rental car is needed, travelers must use our KU contract with Enterprise/National Car Rental.
For International Travel, a daily travel itinerary is REQUIRED for the travel expense report.
If travel is funded by Endowment/IFA funds, any travel over 5 days must include a daily itinerary including each day’s business purpose.

Travel Expense Checklist

Travel Receipts

Save your travel receipts (except receipts for meals when claiming per diem) for expense reconciliation documentation. Even if you submit your receipts via E-Receipt or the Concur Mobile app, it is best to keep a copy of your travel receipts until you have received your reimbursement.

Ways To Submit Receipts Directly To Concur

Activate your E-Receipts in Concur. Airline tickets, and most major hotels and car vendor are E-Receipt Eligible and will send an E-Receipt directly to your Concur Expenses.
Use the ExpenseIt tool within the Concur Mobile app to take a picture of receipts on the go.
If you don’t have a smart phone you can scan and email or forward receipt images (5 MB limit per file) to receipts@concur.com. You must have your email verified in your Concur Profile to utilize this functionality which emails receipt images directly to your Concur Expenses.

You can also submit receipts by uploading them to a SSC Finance Request via the Finance Service Portal, or by emailing them to your LSI/IPSR travel processor upon your return and they will load them into Concur on your behalf.

If you encounter issues such as flight delays/cancellations or hotel/rental car booking issues while traveling, please reach out to our travel agency, Collegiate Travel Planners (CTP).

Phone:

1-877-630-1232, option 1, 8:00am-5:00pm CST M-F - Full Service Agent assistance

1-877-200-1501, 5:00pm – 8:00am CST M-F, Weekends & Holidays - After Hours Emergency Agent assistance

Please note, this contact information for CTP will be on your emailed travel itinerary. If traveling internationally, the number to contact while in that country will also be listed on your emailed travel itinerary.

The University of Kansas offers Travel Insurance and AIG/Travel Guard Assistance Services (pdf) through AIG/Travel Guard.

For travel emergencies or for more information about your coverage:

Phone: U.S. or Canada 1-877-244-6871 or 1-877-278-7196

International Collect 1-715-346-0859 or 1-715-295-9973

Email: assistance@aig.com

Printable ID card: Travel ID Card