university of utah travel concur

University Travel: Request, Booking & Expense

Welcome to UTravel Concur! This is a new, paperless online travel system that will make university sanctioned travel easier for YOU the traveler. As the traveler you will be able to submit travel requests for upcoming travel, make reservations ( air, car and/or hotel ) using the online booking tool, upload receipts and submit expense reports for reimbursement. The elimination of paper copies and physical signatures will expedite the booking and reimbursement process exponentially, especially with an interface and system that feels like most online booking websites.

Please contact Joshua with any questions about Concur training, system and other travel needs.

Request Airfare

Confirm Airfare

Book Hotel and/or Car Rental This is a box that will help you book your travel.

Book Car Rental

Pay Conference Fees This is a box that will help you book your travel.

Close Travel & Reimbursement This is a box that will help you book your travel.

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Financial Services

Going somewhere concur refresh is making it easier to take off.

Travel Services is excited to announce Concur Refresh, a project that will implement several updates to Concur Travel, the University of Utah’s preferred online booking travel tool. After considering input from partners across campus, the department made adjustments to ensure a more streamlined, user-friendly experience.

SAP Concur made the decision to create a new user interface on their site, which will take effect on Wednesday, April 10. Travel Services seized the opportunity of this system-wide change to create university-specific updates that will be in place by June.

These changes address system enhancements, offer an improved support model, streamline existing processes for the user and will offer comprehensive, easy-to-navigate training resources.

“We launched Concur right as COVID hit so we didn’t really get the chance to test it out until travel resumed,” said Senior Director for Procurement and Supply Chain Services Terri O’Toole.

When travel did resume, the Travel Services team listened to concerns from individuals across campus and decided to go back to the drawing board to generate solutions to the challenges that arose.

“We’ve reimagined our service structure and Concur as a whole to better serve campus. We want to make sure traveling is as safe, simple and comfortable as possible,” she said.

Part of ensuring that simplicity involved creating a way for travel arrangers to submit an Event Request, allowing them to generate one pre-trip request for all individuals attending an event. While the travelers will still need to update and submit the request, this functionality is expected to reduce the amount of time arrangers spend booking travel for multiple people on their team. Travel arrangers will also be able to book online travel for guests who are not employees of the university.

The Concur enhancements will make self-booking easier for travelers. As more members of the campus community use the system, they will notice an enhanced support model from the Travel Services team.

“We’re implementing a new ticketing system to help answer questions that travelers may have when using Concur,” said Manager of Accounting and Finance for Travel Services Melaney Mckellar. “This means that when people have questions, they can submit a ticket and their question will go directly to someone on our team who can answer it. We are also creating a [Microsoft] Teams channel for Concur users where they can have questions answered in real time.”

Travel Services made it a point throughout the process to make existing systems more efficient. Arrangers will no longer always be required to complete the “Expected Expenses” when requesting trips that are booked using Concur’s online booking tool. While there will still be certain instances when these are required – like when travelers use the agent assisted employee travel booking and cash advances – it will not apply to every case.

One particular highlight of the refresh will be the updated trainings provided by Financial Services. These will cover how to navigate Concur, as well as travel policy and procedure. They will also explain the overall process of traveling on behalf of the U. These role-based, online courses are currently in development and are expected to be available by the start of the 2024 – 2025 academic year.

Though not part of the Concur Refresh program, arrangers who prefer to work with Christopherson Business Travel will soon have access to a larger pool of higher education travel agents. Beginning May 1, this will allow for faster response times for those who choose to use the U’s contracted travel agency.

While most of the changes are happening behind the scenes, there is one crucial aspect that all travelers at the U need to be aware of. Before booking travel through Concur, users will need to be sure that their full, legal name is correctly reflected in their Concur profile. If that information is incorrect or changes need to be made, the individual traveler will need to take their updated social security card to their department payroll reporter or HR Analyst. The HR Analyst or department payroll reporter will then submit an “Update Personal Data ePAF” by correcting the name and attaching documentation.

To help support members of the campus community through these changes, Travel Services will host a Travel Arranger Symposium on Tuesday, May 28 from 11 a.m. – 3 p.m. at Rice-Eccles Stadium. This in-person event is open to all travel arrangers and will feature a panel discussion from individuals who took part in the pilot program, as well as a hands-on training. Look for more details – including how to register – in an upcoming edition of @theU.

The Graduate School

University information technology (uit), main navigation, graduate student travel assistance award.

Graduate students presenting at in-person academic conferences can apply to the Graduate School for up to $500 to cover registration, airfare, hotel, and ground transportation expenses.  

The Graduate Student Travel Assistance Award (GSTAA) is designed to provide students the opportunity to present research accomplishments to the academic community. The opportunity to attend a conference gives networking opportunities that may lead to future research and employment opportunities.  

All applications must be submitted online through our Travel Awards Portal.  

Award Eligibility

• Actively enrolled in a U Master’s, Ph.D., or Professional program.  
• Presenting at a conference  

You must provide verification that your abstract has been accepted to present at the conference you are attending. This can come in the form of an email from the conference stating that you have been accepted to present.  

• Have not already received this award or another grad school award within the fiscal year.  

This is a one-time award, meaning graduate students are only eligible to receive the GSTAA once during their graduate career. Students are not allowed to receive more than one travel award per fiscal year (July 1 – June 30). This includes all Graduate School awards (GSTAA, ECPDP, & VCA).  

• Approval from home department.  

Applications are not considered complete until the Graduate School has received verification that you are presenting at a conference, approval from your department travel coordinator, and approval from your department chair . After you submit your application, an automatic email will be sent to the department travel coordinator that we have in our system letting them know there is an application that is pending their approval. After your coordinator approves your application, an automatic email notification will be sent to your department chair letting them know there is an application that is pending their approval. You are welcome to work with your department to move this approval process along.   

If you have questions on department approvals, please reach out to [email protected] .  

• Receive dollar-for-dollar matching funds from your department or other university fund.  

This award requires a dollar-for-dollar match amount. Meaning, if you would like to receive the full $500, you will need another $500 either coming from your department or another university fund (PI, university mentor, ASUU, etc.). It is recommended that you confirm your match amount with your department’s travel coordinator before applying. If your department cannot provide the match amount, then it is your responsibility to secure funding from another university resource. If receiving matching funds from outside your department, be sure to communicate this with your department travel coordinator, as they will be the ones entering this information in your application.  

• Have a travel number.  

The Travel Number will determine how the reimbursement is processed. It is either the Request ID found in Concur or ‘ePR’ if using the ePR system. If the student is a university employee, they will likely be using the Concur system. If they are a non-employee, they will likely be using the ePR system. The department travel coordinator will be the one entering this information in the application.  

• Have all of the above submitted to the Graduate School prior to your travel date.  

Applications that are missing any of the necessary information will not be processed. If we do not receive the necessary information prior to the start travel date, the application will be canceled.   

** Funding from the graduate school is not guaranteed. Funds are awarded on a first-come, first-served basis according to the month of your start travel date. If there are no funds available for the month of your travel, your application could be waitlisted. **  

When You Apply

The GSTAA online application must include the following:  

• A completed online application including the certification of eligibility to receive funding as a U.S. citizen or a citizen of another country who is lawfully present in the U.S. certification is done on the application.
• A copy of the abstract or project description submitted for the conference; copy and paste to the application.
• Travel estimates for eligible expenses; done on the application. We will award half of the allowable expenses up to $500 not to exceed the match amount. E.g. if your total estimated expenses is $1000 or more and your match amount is $500 or more, then we can award for the full $500. If your total estimated expenses is less than $1000, we will round up to the nearest hundred and award half of that not to exceed the match amount. E.g. if your total estimated expenses is $650, we can award no more than $350. 
• A single-page statement about the value of the meeting and presentation to your professional development as well as to the mission of your department or research lab; type or copy and paste to the application.
• A copy of the acceptance letter or email showing you have been accepted to present at the conference or meeting needs to be forwarded to [email protected] .   Any applications received that do not have an acceptance confirmation on file will not be processed until The Graduate School receives it, this could cause a delay in your application being processed.    

Using Your Award

The GSTAA is processed as a reimbursement through a student’s home department after the student has returned from their trip. It is expected that the department travel coordinator will communicate between the student and the Graduate School.  

If the student is a university employee, the trip will need to be registered in Concur. If the student is not a university employee, the reimbursement can be processed through the ePayment Request (ePR) system.   

The Graduate School will not reimburse the student directly.  

Forfeiture of Award:  Funds awarded may only be used to pay for half of the allowable expenses up to the awarded amount not to exceed the match amount. The Graduate School has the right to rescind the award if the graduate student cancels, does not attend, or fails to meet GSTAA qualifications. Refer to the award letter for the terms of the award.  

Please note that any awards not claimed (submitted for reimbursement) within 60 days of travel will be forfeited.  

GSTAA funding can reimburse:  

• Airfare/car mileage  
• Ground transportation fares  
• Lodging  
• Abstract fees  
• Conference registration fees  

GSTAA does not reimburse:  

• Meals  
• Per diem  
• Society memberships/membership fees  
• Poster preparation fees  
• Training programs  
• Mini-courses  
• Travel audit fees (expense report fee in Concur)  

Travel Awards Web Portal

Once you have applied, you can follow the progress of your current and future applications at any time on the Portal.

Travel Portal Login

Questions? Contact Sabrina Smith at [email protected] | (801) 581-7642

International Travel Approval Change

International Business Travel needs to be registered in Concur three weeks prior to the departure date and approved by the Dean or AVP. This is the message that was sent out from Martell Teasley and Jeff Herring regarding international business travel:

            Dear colleagues,

With the decline in infections and hospitalizations caused by COVID-19, availability of vaccinations and new medications, and updated guidance from the Centers for Disease Control and Prevention, the University of Utah is updating its policy for international travel. As of March 9, 2022, University of Utah employees participating in University-affiliated international travel must receive approval from the department’s dean or AVP. Employees no longer need initial approval from a vice president to authorize the trip. As always per policy, Rule R3-030D: International Travel Safety and Insurance, all international trips must be registered three weeks in advance in SAP Concur to receive reimbursement. Once the trip is registered and approved, SAP Concur will provide a Concur Request ID, and an email will be sent with instructions on how to obtain travel insurance. Travel registration submitted less than three weeks before departure will require VP approval. The Concur Request ID will need to be provided on the “International Request Form.” The form, which is attached to this email, will need to be approved by the dean and then attached to the Concur Expense Report. More information can be found at Travel and Reimbursement Services . Thank you, Martell Teasley Senior Vice President of Academic Affairs Jeff Herring Chief Human Resources Officer

If you have any questions, please call Travel & Reimbursement Services at 801-581-7142 or email [email protected] . 

Instructions and a link to the form are located on the COVID-19 Updates webpage.

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Going somewhere? Concur Refresh makes take off easier

Travel Services is excited to announce Concur Refresh, a project that will implement several updates to Concur Travel, the University of Utah’s preferred online booking travel tool. After considering input from partners across campus, the department made adjustments to ensure a more streamlined, user-friendly experience.

SAP Concur made the decision to create a new user interface on their site, which will take effect on Wednesday, April 10. Travel Services seized the opportunity of this system-wide change to create university-specific updates that will be in place by June.

These changes address system enhancements, offer an improved support model, streamline existing processes for the user and will offer comprehensive, easy-to-navigate training resources.

“We launched Concur right as COVID hit so we didn’t really get the chance to test it out until travel resumed,” said Senior Director for Procurement and Supply Chain Services Terri O’Toole.

When travel did resume, the Travel Services team listened to concerns from individuals across campus and decided to go back to the drawing board to generate solutions to the challenges that arose.

“We’ve reimagined our service structure and Concur as a whole to better serve campus. We want to make sure traveling is as safe, simple and comfortable as possible,” she said.

Part of ensuring that simplicity involved creating a way for travel arrangers to submit an Event Request, allowing them to generate one pre-trip request for all individuals attending an event. While the travelers will still need to update and submit the request, this functionality is expected to reduce the amount of time arrangers spend booking travel for multiple people on their team. Travel arrangers will also be able to book online travel for guests who are not employees of the university.

The Concur enhancements will make self-booking easier for travelers. As more members of the campus community use the system, they will notice an enhanced support model from the Travel Services team.

“We’re implementing a new ticketing system to help answer questions that travelers may have when using Concur,” said Manager of Accounting and Finance for Travel Services Melaney Mckellar. “This means that when people have questions, they can submit a ticket and their question will go directly to someone on our team who can answer it. We are also creating a [Microsoft] Teams channel for Concur users where they can have questions answered in real time.”

Travel Services made it a point throughout the process to make existing systems more efficient. Arrangers will no longer always be required to complete the “Expected Expenses” when requesting trips that are booked using Concur’s online booking tool. While there will still be certain instances when these are required – like when travelers use the agent assisted employee travel booking and cash advances – it will not apply to every case.

One particular highlight of the refresh will be the updated trainings provided by Financial Services. These will cover how to navigate Concur, as well as travel policy and procedure. They will also explain the overall process of traveling on behalf of the U. These role-based, online courses are currently in development and are expected to be available by the start of the 2024 – 2025 academic year.

Though not part of the Concur Refresh program, arrangers who prefer to work with Christopherson Business Travel will soon have access to a larger pool of higher education travel agents. Beginning May 1, this will allow for faster response times for those who choose to use the U’s contracted travel agency.

While most of the changes are happening behind the scenes, there is one crucial aspect that all travelers at the U need to be aware of. Before booking travel through Concur, users will need to be sure that their full, legal name is correctly reflected in their Concur profile. If that information is incorrect or changes need to be made, the individual traveler will need to take their updated social security card to their department payroll reporter or HR Analyst. The HR Analyst or department payroll reporter will then submit an “Update Personal Data ePAF” by correcting the name and attaching documentation.

To help support members of the campus community through these changes, Travel Services will host a Travel Arranger Symposium on Tuesday, May 28 from 11 a.m. – 3 p.m. at Rice-Eccles Stadium. This in-person event is open to all travel arrangers and will feature a panel discussion from individuals who took part in the pilot program, as well as a hands-on training. Look for more details – including how to register – in an upcoming edition of @theU.

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Department of Geology & Geophysics

College of mines and earth sciences, main navigation, concur training, all university employees are required to complete the concur training well in advance of their first trip. please   work with our travel facilitator,   alan rigby , to set up your concur account to ensure it is done correctly. , step 1: watch the videos.

Training Videos for "Traveler".

You could also check out GG Department Step-by-Step Guide to Using Concur Travel System; however, parts of it may be out of date due to a recent system update. 

Step 2: Complete the Concur Online Training Form

Once you have completed the training videos, you will complete the last step by certifying and submitting the  Online Concur Training Form .  

Here is some information you will need to correctly complete the form:

• Supervisor: This needs to be the Department Chair, William Johnson, u0034962.
• Travel Delegate: This needs to be the Department Travel Facilitator, Alan Rigby, u0110345.
• Your role: Traveler
• Activity: 05470

Step 3: Add Concur to safe senders list

NOTE: Concur users should add  [email protected] to their safe sender list in Outlook or add it to your list of contacts. All emails sent to users from Concur come from this email address and may end up in a junk email folder unless it’s specifically added to a safe list.  

Step 4: Check to make sure you have access to Concur

Step 5: Set up your profile

Work with Department Travel Facilitator Alan Rigby to set up your profile. 

• Use 01-00106-1001-05470-60019 as your default chartfield (ADSC/Account Distribution Shortcut). This account will not be charges for any of your travel expenses.  
• Grads, do NOT put your faculty advisor as your "supervisor". For Concur, your "supervisor" needs to be the Department Chair, William Johnson, u0034962.
• Setting up Delegates

Step 6: Install the app

Please consider installing SAP Concur on your phone. It is not required, but HIGHLY recommended because it is extremely useful for uploading and keeping track of your receipts during your trips. 

The Concur Mobile app has transitioned to a Single Sign-On (SSO) method that will require users to use DUO authentication. Pleases read these instructions on how to log in to Concur Mobile: New Single Sign-On with Concur App | Travel Tidbits (utah.edu)

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Going somewhere? Concur Refresh makes take off easier

Travel Services is excited to announce Concur Refresh, a project that will implement several updates to Concur Travel, the University of Utah’s preferred online booking travel tool. After considering input from partners across campus, the department made adjustments to ensure a more streamlined, user-friendly experience.

SAP Concur made the decision to create a new user interface on their site, which will take effect on Wednesday, April 10. Travel Services seized the opportunity of this system-wide change to create university-specific updates that will be in place by June.

These changes address system enhancements, offer an improved support model, streamline existing processes for the user and will offer comprehensive, easy-to-navigate training resources.

“We launched Concur right as COVID hit so we didn’t really get the chance to test it out until travel resumed,” said Senior Director for Procurement and Supply Chain Services Terri O’Toole.

When travel did resume, the Travel Services team listened to concerns from individuals across campus and decided to go back to the drawing board to generate solutions to the challenges that arose.

“We’ve reimagined our service structure and Concur as a whole to better serve campus. We want to make sure traveling is as safe, simple and comfortable as possible,” she said.

Part of ensuring that simplicity involved creating a way for travel arrangers to submit an Event Request, allowing them to generate one pre-trip request for all individuals attending an event. While the travelers will still need to update and submit the request, this functionality is expected to reduce the amount of time arrangers spend booking travel for multiple people on their team. Travel arrangers will also be able to book online travel for guests who are not employees of the university.

The Concur enhancements will make self-booking easier for travelers. As more members of the campus community use the system, they will notice an enhanced support model from the Travel Services team.

“We’re implementing a new ticketing system to help answer questions that travelers may have when using Concur,” said Manager of Accounting and Finance for Travel Services Melaney Mckellar. “This means that when people have questions, they can submit a ticket and their question will go directly to someone on our team who can answer it. We are also creating a [Microsoft] Teams channel for Concur users where they can have questions answered in real time.”

Travel Services made it a point throughout the process to make existing systems more efficient. Arrangers will no longer always be required to complete the “Expected Expenses” when requesting trips that are booked using Concur’s online booking tool. While there will still be certain instances when these are required – like when travelers use the agent assisted employee travel booking and cash advances – it will not apply to every case.

One particular highlight of the refresh will be the updated trainings provided by Financial Services. These will cover how to navigate Concur, as well as travel policy and procedure. They will also explain the overall process of traveling on behalf of the U. These role-based, online courses are currently in development and are expected to be available by the start of the 2024 – 2025 academic year.

Though not part of the Concur Refresh program, arrangers who prefer to work with Christopherson Business Travel will soon have access to a larger pool of higher education travel agents. Beginning May 1, this will allow for faster response times for those who choose to use the U’s contracted travel agency.

While most of the changes are happening behind the scenes, there is one crucial aspect that all travelers at the U need to be aware of. Before booking travel through Concur, users will need to be sure that their full, legal name is correctly reflected in their Concur profile. If that information is incorrect or changes need to be made, the individual traveler will need to take their updated social security card to their department payroll reporter or HR Analyst. The HR Analyst or department payroll reporter will then submit an “Update Personal Data ePAF” by correcting the name and attaching documentation.

To help support members of the campus community through these changes, Travel Services will host a Travel Arranger Symposium on Tuesday, May 28 from 11 a.m. – 3 p.m. at Rice-Eccles Stadium. This in-person event is open to all travel arrangers and will feature a panel discussion from individuals who took part in the pilot program, as well as a hands-on training. Look for more details – including how to register – in an upcoming edition of @theU.

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About Concur

Concur is Stony Brook's web-based travel expense reimbursement platform that manages travel requests and expenses associated with both State and RF funded travel.  This system will allow University and Medicine Faculty and Staff to automate and expedite the travel reimbursement process.  Concur offers an easier and more transparent travel request process, has mobile on-the-go features, and systematically supports travel and expense policy compliance.