Before Travel
Don't forget to complete a Travel Request for travel outside the State of Kansas before booking your travel in the University's online booking tool - Concur Travel, or directly with our contracted travel agency Collegiate Travel Planners (CTP). Also check out the information below about current travel restrictions, the first-time user checklist, IT Security, and International travel before you go!
Travel Restrictions to High Risk Countries
KU recognizes that faculty, staff, and students may wish to conduct academic activities in countries or regions currently categorized as high risk by the U.S. Department of State or the Centers for Disease Control and Prevention. Under KU's University-Sponsored Travel to High-Risk Locations Policy and University-affiliated Student International Travel Policy, special provisions may be made to accommodate these needs, based on the status of the traveler and the level of risk.
High-risk locations are considered countries that are assessed by the U.S. Department of State as Level 3: Reconsider Travel or Level 4: Do Not Travel and by the Centers for Disease Control and Prevention as Warning Level 3: Avoid Non-Essential Travel.
For international travel resources information, please visit the International Affairs website.
Are You A First-Time Concur Travel User?
Concur Travel Requests
Out-of-State and International travel must have an approved Travel Request (TR) completed in Concur prior to making travel arrangements. Employees should complete their TRs no later than 14-days prior to domestic and 30-days prior to international travel.
To create a more efficient process, the University has transitioned away from using various department forms and the SSC's TDX Travel-Related Request webform in favor of travelers creating their TRs directly in Concur. If you or your department would like to discuss and set up training on the pre-trip Travel Request process in Concur, please email travel@ku.edu.
KU EMPLOYEE TRAVELERS: Please identify funding and gather estimated travel costs before creating their TR directly in Concur. See the CONCUR TRAVEL REQUEST INSTRUCTIONS (also linked below) for instructions and Concur log-in link.
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NON-EMPLOYEE STUDENT TRAVELERS and LSI/IPSR TRAVELERS submit the following information to your SSC or department travel processor so a Concur TR can be created on your behalf:
- Name & contact info of Department Approver
- Trip Location
- Depart & Return Dates
- Personal Time - if applicable
- Trip Business Purpose
- Conference Website - if applicable
- Estimated Business Expenses (e.g., airfare, lodging, rental or taxi, per diem, registration fee, mileage, etc)
- Travel Funding
- Travel Document attachments – if applicable
This information should be provided to the SSC via the TDX Finance Service Portal, or to your department or LSI/ISPR travel processor by emailing the information to them.
It is preferred that employee travelers create their own Travel Requests (TR) directly in Concur. Request Delegates can be set up to assist employee travelers with their TR creation, but the employee traveler must submit the TR created for them by their delegate. Please only use the TDX Finance Service Portal for TRs if you are an non-employee student or if your SSC has instructed you to still use the Portal at this time.
As needed please reference the Travel Policy & Procedure page for KU, KU Office of Research, and KU Endowment policy guidance on travel.
Booking Upon TR Approval
IT Security When Traveling
Are You Traveling Internationally?
