Department of English Travel Procedures
As of May 27, 2020, the new Concur Travel & Expense system has officially gone live for all faculty and staff. This system is now the only way you will be able to apply for out-of-pocket reimbursements of any kind, whether they be related to travel or not. Whenever possible, the department should be making all purchases & memberships directly.
In order to make the transition easier for your next out-of-pocket reimbursement, or for your next business trip after the pandemic, please complete the following steps:
1.) Confirm that you are able to access Concur through the link titled “Concur Travel & Expense” at https://travel.uconn.edu. You may need to sign in with your NetID and password, but if it is working okay, your NetID should be the only thing you need to sign in with.
2.) Apply for the new travel card program through the link below. This is now standard for all travel as it will streamline the process of filling out your expense reports. Included in this application is a request form and a required training session that takes about 20 minutes.
3.) Once you are able to access the Concur system, please confirm your profile information by going to the Profile button on the upper right corner of the screen, selecting Profile Settings, and then opening Personal Information on the next page. Only the fields marked as Required are necessary, but we recommend filling out as much as possible so that the information is already there for future travel. ** DO NOT ADD YOUR PERSONAL CREDIT CARD NUMBER OR PASSPORT TO THIS SECTION **
4.) To help learn the new system, the department has training materials in the works. These will all be available through the Travel page on the English Department website (https://english.uconn.edu/travel/). Currently, you should see step-by-step instructions on how to set up your profile in Concur and how to complete documentation for out-of-pocket reimbursement not associated with travel.
While more is being made for this page, please access the following 90-minute training videos, which have detailed information on how to navigate the site and use it for requesting travel and filling out expense reports:
Request & Travel Training:
Expense Report Training:
If you have any questions or problems in this process, please reach out to email@example.com for assistance. This will be an adjustment from previous travel or other out-of-pocket reimbursement methods, but since there is no travel happening at the moment, now is the perfect time to set up your account so that it is ready for future needs.
All travel by faculty, staff, and graduate students must follow the University’s travel policies.
Apply for Funding
- Apply for travel funding from the Office of the Vice President for Research. Under “Contact Information for Office Support Staff,” type Peter Carcia.
- Department members traveling should request travel funds BEFORE taking the trip. Once granted, keep a copy of your Travel Award Letter, which will be emailed to you.
- If you require parking at Bradley International Airport, request a parking pass on the Concur pre-approval form and one will be sent to you from the Travel Office. Parking expenses from Bradley cannot be reimbursed unless they are in excess of the two weeks provided by the parking services pass. If you have not secured your parking pass within 5 days of your trip, contact Travel at Travel@uconn.edu.
- Reimbursement requests must be submitted within 60 days of the travel. After 60 days, traveler must complete Exception to Policy form and obtain permission from the Department Head.
The Grad School Travel application is through the Grad School. Please refer to their website for more information.
The Graduate English In-House Conference can now be utilized for on-line conferences until the travel ban is lifted and for professional membership dues.
In-house forms, for both conference and membership dues need to be completed and returned to the Graduate English Office by the due date indicated on the form. These applications are open for Graduate English and Medieval Studies students.
Reimbursement will be made through Concur by the student. Please refer to the current on-line information regarding the policies and procedures for Concur and to access a travel card. Any questions, please contact the Travel Department.