KUMC During Travel

While traveling - be sure to keep track of your receipts (except meal receipts when claiming per diem). If desired, use the Workday Mobile app to capture and submit receipt images to Workday while on the go for timely processing.

A Few Items To Remember While 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 business activity while traveling, and be sure to submit it or your conference or event agenda documentation.
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 and remember to turn in your fuel receipts with your rental receipt.
If travel is funded by Endowment/IFA funds, any travel over 5 days must include a daily itinerary including each day’s business purpose.

For travel booked in Concur or with our CTP agents: 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 contact KU Global Risk & Security (GRS):

KU GRS Emergency Phoneline: 785-864-0821

KU GRS Emergency Email:kutravelsafe@ku.edu

For more information about your AIG 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

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