Faculty Travel
Before preparing for travel, please be sure the following items have been completed:
Add Peter as a Delegate in Concur
Sign Up for a Travel Card - Please Check that your Current Card has Not Expired
Things to Complete Before Your Travel (The Sooner, The Better!)
Are You Using Funding from AAUP/OVPR?
To Sign Up for AAUP/OVPR funding for this trip, the website to apply now goes through a form in HR's systems. When you do, you will receive an email confirming that your funding has been approved. ** Please forward this email to Peter when you receive it! **
Complete the Concur Pre-Travel Request Form
Complete the pre-travel request form that I have put together for your convenience. By doing this, you will give me all the information I will need to complete the Pre-Travel Request in Concur on your behalf.
For Conference Travel, please be sure to include one of the following items:
- A tentative schedule or program of the conference you are participating in
- A documented invitation from the conference or program you are participating in to take part
For Research or Other Travel, please be sure to include one of the following items:
- An invitation from the location(s) you plan to conduct research in
- The website or documentation showing the specific activities you are looking to take part in. Be as specific as possible!
Book Your Travel through Concur and Anthony Travel
In order to be fully reimbursed for your travel charges, you MUST book your airfare, hotel, car rental, and train tickets from the Concur travel system. This can be done two ways:
- As part of this system, the University works with Anthony Travel to assist in booking the best travel for your convenience.
- If you would like to book your own travel, log into Concur and select the "Travel" section of the website on the left-hand menu. This will bring you to an aggregator of all the travel options within the University's contracts.
Frequently Asked Questions – Conferences
Will I be reimbursed if the conference has their own hotel discount?
Yes, if the conference has their own block of rooms for you to get your accommodation, this will be reimbursed in full. Please do your best to use your travel card for the booking costs.
Frequently Asked Questions – Research & Other Travel
What if I am taking this research trip with another colleague and we are splitting the costs?
Be sure to put everything in writing describing the circumstances. This includes, but is not limited to: what the context of the research trip is, the purpose of each person participating, an itinerary of the planned research work, and who is paying for what. Peter will work with you to make sure your activities are within university policy.
During Your Travel
Collect ALL Receipts!
If you would like something to be reimbursed, make sure you have a receipt with a proof of purchase referenced.
This Includes the following:
- If you have a hotel charge, please include a fully itemized receipt, including daily rates and taxes
This does NOT, however, include:
- Meal receipts. If you are claiming per diem, you do not need individual meals accounted for. DO NOT USE YOUR TRAVEL CARD FOR INDIVIDUAL MEALS.
Things to Complete After Your Travel – Complete Within 60 Days of your Return
Complete the Concur Expense Report Form
Complete the Concur Expense Report form provided for your convenience. This will provide Peter with all of the information required to complete the Travel Expense Report in Concur on your behalf, including the details needed to provide an accurate per diem rate as desired.
Send Peter All Relevant Receipts and Programs
If your travel was for a conference, then send Peter the following documentation:
- All receipts for all of the relevant payments you are looking to get reimbursed / reallocated to your travel funds
- The complete program of the conference you participated in, or programs which you participated in research activities
If your travel was for a conference, then send Peter the following documentation:
- All receipts for all of the relevant payments you are looking to get reimbursed / reallocated to your travel funds
- The itinerary of your research activities during the trip
- Relevant documentation related to the places visited during the trip (i.e. the websites of the locations visited, or invitations from places or people meeting with)