KU Travel Process Overview

Step One: Before Booking (as needed)

• Obtain a KU/KUCR P-Card if not paying with a personal card.

  For security and appropriate institutional compliance, travelers are not permitted to save a credit card assigned to another employee or a department card to their Concur profile.  SSC and Department P-Cards should not be used for travel expenses booked in Concur, except for guest travel or group bookings.

  • Travelers must use a KU/KUCR P-Card issued to them or a personal credit card in Concur.
  • If you do not have a P-Card, employees can obtain a KU, KUCR or KU Single Trip Declining Balance P-Card at their supervisor's discretion by completing the following:
    1. Review KU P-Card Info & Procedure Manualor KUCR P-Card Info & Procedure Manual.
    2. Fill out and submit the P-Card application in TeamDynamix (TDX).
       1. Hint: Employees who travel more than once a year should get an Individual ‘standard’ or Travel P-Card rather than a Declining Balance P-Card.
       2. Note: If applying for a Declining Balance P-Card, you must have an approved Concur TR listing estimated expenses before applying.
    3. Complete and pass the P-Card Quiz in Canvas. The requestor will be notified by email with the link to take the quiz.
    4. Schedule a day/time to pick up your P-Card after successfully completing the quiz (KU:bpc@ku.edu, or KUCR: kures_card@ku.edu), or it will be mailed to you.
• Sign up/Request training -OR- visit the Travel Training Library for Concur Travel instructional assistance.
• Update your Concur Profile.
• Activate E-Receipts from the Concur Home Page Alerts section or the Profile Options page.
• Review current Travel Policy & Procedures to familiarize yourself with travel policy.
• Visit the Office of Global Risk & Security site for guidance on Export Compliance and Security Management for international travel.

Step Two: Submit Travel Request and Book Travel

1. Create your Travel Request (TR) in Concur for university business travel outside the state, regardless of funding.
   1. Confirm travel award/fund availability with the appropriate Dean, Director, Budget Manager, or PI.
   2. Obtain approvals for travel to high risk countries as needed for international travel.
   3. Create a TR in Concur with estimated expenses up to the amount you have funding to spend for each university trip outside the State of Kansas.
      • Once the TR is submitted, the workflow will automatically route it to the SSC/travel processor for review/editing based on the funding before routing it to the budget approver then your HR supervisor.
      • International TRs will route first to GRS for international Risk review.  Travelers will get an email from GRS the night they submit their international TR with a required International Travel TDX form they must also submit before the TR can be approved.
      • Concur Request allows us to encumber/budget funds for your trips, as well as serves as the recorded approval the State requires and the university needs to cover travelers for insurance purposes.
2. Upon receipt of Concur TR approval, book travel in Concur or with our travel agency Collegiate Travel Planners (CTP).
   • Once approved, travelers can easily book discounted flights, hotels, and cars either in the Concur online booking tool or mobile app -or- directly with our CTP full-service travel agents.
     • This allows you to get great rates while staying compliant with KU Travel Policy.
     • Booking your travel through the University's travel program ensures your travel is included in our duty of care safety monitoring system, and is supported by the University and/or our team of CTP travel agents should difficulties arise before or during your trip.

Step Three: Take your Trip

• Don’t forget to take your P-Card (or personal card) and keep track of your receipts!

  To avoid waiting until after your trip for a reimbursement, use your KU/KUCR P-Card for eligible travel expenses booked in Concur and while traveling (excluding meals covered by per diem & taxis to/from meals).

  • Remember, Concur does not pass along payment information for rental car reservations and hotel payments, so travelers will need to present a physical form of payment at arrival.
  • Enterprise/National and most major hotel chains have partnered with Concur.  These E-Receipt Enabled vendors many times will automatically send electronic receipts to your Concur Expenses if you sign up for E-Receipts in your Concur profile.
    • Please remember to ALWAYS get a copy of your receipts.  Sometimes E-Receipts are not sent by the hotels or rental car companies and a copy of the receipt is needed as documentation.
• Use the Concur Mobile app if desired.
  • The Concur Mobile app can be used anywhere to book or review travel plans, and to snap photos of your receipts to submit to Concur. When Concur/CTP bookings are linked to your Frequent Traveler numbers, you can use your vendor apps for your trips to view details, check-in, get boarding passes etc. as normal.
  • To further help streamline the process while traveling, check out the Concur App Center for travel app such as Uber, Lyft, and The Parking Spot to your Concur profile to submit receipts electronically.

• Call CTP if you encounter issues while traveling.

  If you encounter issues such as flight delays or cancellations or hotel booking issues while traveling, please reach out to our travel management company, Collegiate Travel Planners (CTP):

  • at 877-630-1232 option 1, 8:00 am - 5:00 pm CST M-F,
  • or the After-Hours Emergency desk at 877-200-1501, 5:00 pm – 8:00 am CST M-F, Weekends & Holidays.