Travel

Department of English Travel Procedures

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.

 

** At this time, purchasing is ONLY accepting out-of-pocket reimbursements for the most dire emergencies. All purchases should be processed through the department and not by personal finances at this time. **

** At this time, ALL requests for reimbursement of expenses MUST be completed within 60 days of the purchase or traveled event, No Exceptions under any circumstances! **

 

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 steps below. If you have any problems with the new Concur system or your profile setup, please contact travel@uconn.edu

 

1.) Confirm that you are able to access Concur through the link titled “Concur Travel & Expense” at https://travel.uconn.edu. If working properly, you will either be asked to sign in with your NetID or be automatically directed to the Concur Travel & Expense system.

 

2.) Once you are able to access the Concur system, please complete the steps provided in the slideshow liked below to set up your profile. ** DO NOT ADD YOUR PERSONAL CREDIT CARD NUMBER OR PASSPORT TO THIS SECTION **

https://english.uconn.edu/wp-content/uploads/sites/451/2020/10/Concur-Profile-Setup.pdf

 

3.) 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. Further instructions on this are provided in the slideshow from Step 2.

https://travel.uconn.edu/2019/11/15/1537-2-2/

 

4.) To help learn the new system, the department has training materials available for how to navigate the site. The Power Point Demo page of this website (https://english.uconn.edu/concur-power-point-demos/) provides you with step-by-step instructions on how to set up your Concur Profile, how process an out-of-pocket expense (not related to travel), and steps to complete before and after business-related travel.

 

For further assistance, 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:

https://kaltura.uconn.edu/media/Concur+Request++%26+Travel+Training/1_8pnsp58r/159865511

Expense Report Training:

https://kaltura.uconn.edu/media/Concur+Expense+Report+Training/1_j1teul7g

 

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.

 

Graduate Travel

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.