KUMC Travel Checklist

This guide provides a Travel checklist which includes creating your Spend Authorization, booking travel with Concur Travel or one of our CTP travel agents, and submission of receipts and reimbursement requests. PLEASE NOTE: Only active KUMC employees have Concur access.

Before Booking Travel

Does your trip include international travel? If No, skip to step 2 below. For International travel, create a Concur Travel Request (TR) at least 30-days prior to international departure for risk review and approval.
- Be sure trip details and an estimated expense estimate ready to enter in your Concur Travel Request. Once submitted, wait for a notification of approval that your international travel has been approved in Concur. A DRAFT Spend Authorization will be created on your behalf and will be available in Workday in the Expenses Hub where you can complete funding details and submit for final approval.
All KUMC travelers will be required to submit a Spend Authorization in Workday. A knowledge article with detailed steps can be found here. As state above in step 1, if traveling internationally, a DRAFT spend authorization will be started on your behalf upon your TR risk approval. You are then required to complete and submit the spend authorization for final approval.
- DRAFT Spend Authorizations, along with additional helpful information, is available in Workday in the Expenses Hub. To access the Expenses Hub in Workday, access the Menu in the upper left corner, then select Expenses Hub.
Make note of your approved Spend Authorization ID. You will receive a task in your Workday Inbox to move forward with booking travel once your Spend Authorization is fully approved. You will be required to the provide the approved Spend Authorization ID when booking travel in Concur Travel or directly with our CTP travel agent.
Establish your form of payment. Employee travelers must use a KUMC BPC Card issued to them -OR- a personal credit card in Concur.
Update your Concur Profile as needed. After you have updated and reviewed your profile for accuracy, it should only need to be edited if you have a change in your saved information.
- Hint: Be sure to:
  1. Ensure your name matches your photo ID used to check into airport security. If it does not, send an email to fsku@ku.edu and let them know that your name needs updated in your Concur Profile and give them the correct name.
  2. Add your mobile number for airline contact purposes. It is recommended that travelers also put their mobile number in the Work number field as it is a better contact number while traveling.
  3. Complete the Verify process for your KUMC email address.
  4. If you have an administrator manage your travel, add their email as an additional email in the Email Addresses section so they can always get a copy of your CTP travel itinerary/invoice for documentation purposes. Leave their email as Not Verified.
  5. Add your emergency contact info.
  6. Add travel preferences and frequent traveler programs if applicable.
  7. Add your passport and/or visa, especially if traveling internationally.
  8. Add travel arrangers that will help manage your travel as needed.
  9. Enter BPC Card issued in your name and/or personal credit card -- multiple cards can be saved to your profile.
Review the Travel Policy & Procedures page for travel policies and guidance as needed.
Visit the Training Library as needed for instructional assistance with booking in Concur Travel.
Visit the Office of Global Risk & Security site as needed for guidance on Export Compliance and Security Management for international travel.

Questions and Assistance

For Travel questions and assistance, please submit a "Travel" Case in Workday.

Concur & Workday Logins

Booking Travel with Concur or Directly with a CTP Travel Agent is Required

Per the Official University Business Travel Policy, travel for university-related business must be booked using the Concur system or with our contracted travel agency Collegiate Travel Planner (CTP), regardless of funding or payment method unless purchased directly by a third-party entity that is not affiliated with KU. There are no fees to book directly in Concur or with our CTP agents. Direct Concur or CTP booking is the preferred primary booking method before using Concur TripLink or TripIt methods.

Booking using the Concur system can be accomplished one of three ways:
1. Book Directly in Concur Travel System (preferred) - Use the TRIP SEARCH on the Concur homepage to book.
2. Book Directly on a Connected Concur TripLink Partner Website - On the Concur TripLink page you can add your frequent travel program/reward numbers and ENABLE the TripLink partner integration connections with the participating suppliers. Then once connected you can book directly on those connected supplier websites indicating them as Business travel. This will sync your booking to Concur and ensure an electronic Reservation is created for duty of care safety monitoring & communication purposes.
3. Book Directly on a Non-Partner Website and Utilize TripIt to Submit the Reservation Confirmation to Concur - On the Concur TripLink page you can set up and/or connection your TripIt account to your Concur. Then if you need to book directly with a non-partner supplier, you can just forward your reservation confirmation email to plans@tripit.com. This will allow Concur to create an electronic Reservation for duty of care safety monitoring & communication purposes.
Booking with a CTP Full-Service agent (preferred):
1. The One KU Travel office has two dedicated CTP agents that only support our travelers. If you don't wish to use the Concur system to book for yourself, need to change your travel arrangements, or if you have a more complex multi-traveler, multi-city, or international trip you can contact our dedicated CTP travel agents to book for you. Julie Repke and Katherine Sampe are happy to assist our travelers Monday through Friday from 8:00 AM to 5:00 PM central time by phone at 1-877-630-1232 option 1, or by email at ku@ctptravelservices.com.

Helpful Hints:

When paying for university business travel expenses with a BPC Card, you must submit receipts and funding source information in Workday within 5 business days of the purchase. If receipts and documentation are not turned in and processed in a timely manner you will receive automated email notices as a reminder of the need for their prompt submission. Failure to do so will result in BPC Card suspension.

When paying for university business travel expenses with a personal card, you cannot request reimbursement until AFTER the completion of your trip.

Contacts and Resources

While you are traveling

Obtain and keep all itemized receipts for your travel expenses.
If paying with a personal card, only pay for your own expenses. Do not pay for other employee's travel expenses with your personal card.
Pay for meals personally. Travelers request meal per diem reimbursement after the completion of the trip. Only group meals with a business purpose can be paid for with a BPC Card.
If traveling in a state where we have Sales Tax Exemption status, you will need to obtain and take our S/T Exemption certificate with you to present as needed. Concur does NOT send our exemption certificate to hotels with your reservation.
- To obtain a copy, email KUMC Travel Audit at travelaudit@kumc.edu for the certificate.

After Your Trip is Complete

Don't forget to submit your Procurement Card Verification tasks as soon as possible, no more than 5 days from purchase, for any expenses purchased with a BPC Card.
Submit your Workday Expense report including all required receipts & documentation for your out-of-pocket expense reimbursement. This should be done within 15 days of your return whenever possible.
- Be sure to submit Expense reports within 60 days of your return. Due to I.R.S regulations, any receipts submitted after 60 days of your return from travel will be processed as a taxable reimbursement.