KUMC Before Travel
Don't forget to complete your pre-trip approval for overnight travel outside the State of Kansas before booking your university-related travel in our online booking tool - Concur Travel, or directly with our contracted travel agency Collegiate Travel Planners (CTP). Below you will find an explanation of the pre-approval process, a Travel Checklist, and additional international travel and booking requirements.
Travel Pre-Approval Process
All employees traveling overnight outside the State of Kansas for University-related business must obtain pre-approval for their travel, regardless of funding source. This approval must be completed:
- at least 14 days prior to domestic travel in Workday; or
- at least 30 days prior to international travel in Concur then finalized in Workday.
Please see the Traveling Internationally? section below for additional guidance on the International pre-approval process.
Are you a First-Time Concur User?
Traveling Internationally?
All international pre-trip approvals must be initiated in the One KU Concur Travel System as a Travel Request (TR) to allow for appropriate risk assessment and approval. Please visit https://concur.ku.edu to initiate your request. Once notified of TR approval, a Spend Authorization draft will be automatically created for you in Workday which must be completed per standard process. International TRs should be completed no later than 30-day prior to international travel.
KUMC 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, 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.
Booking Upon Spend Auth Approval
Once your Workday Spend Authorization is approved, you will receive a notification to proceed with booking travel in Concur. You will also receive a “To Do” task in your Workday Inbox with a link to the Concur Travel booking site.
You may also work directly with our CTP travel agents, at 877-630-1232 option 1 or ku@ctptravelservices.com to book your University-related travel.
Training videos and guides are available in our Travel Training Library to help you with the booking process.
IT Security When Traveling
