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Know Before You Go


NOTE: DO NOT book any travel in Concur or with the agency until the employee has updated their Concur Profile. The information must match the employee’s government-issued ID.

1. Review Helpful Resources


Review the helpful General Traveler Information below prior to traveling domestically or internationally.

NOTE: On May 7, 2025, U.S. travelers must be REAL ID compliant to board domestic flights and access certain federal facilities.

2. Concur Profile & E-Receipts


Concur Profile personal information must match the traveler’s photo ID to fly. This information will be populated from the traveler’s profile when booking a trip through Concur Travel or through Christopherson Business Travel.

Travel Arrangers booking on behalf of employees or non-employees should obtain a copy of the traveler’s ID used at the airport or the exact traveler information to prevent additional costs for flight changes.

Helpful PDFs

Update Travel Profile
Activate E-Receipts
Add Travel Arrangers and Delegates

3. Concur Request to Travel


It is important all travel has a fully approved Concur Request prior to the Travel Start Date for Duty of Care regardless of booking method including:

  • Insurance Coverage
  • Travel Assistance
  • Emergency evacuation services for international emergencies

Insurance enrollment instructions will be provided via email after successfully opening a Travel Request for International Travel.

It is recommended for travelers to start in Concur Request. Travelers may start in Concur Request or Concur Travel Trip Search. If you start in Concur Travel Trip Search, a travel reservation will auto-create a Concur Request that requires you to submit the Concur Request to prevent losing the fare.

Helpful PDFs

Creating and Submitting a Travel Request
Creating and Submitting a Travel Request (Non-employee)

  • Each traveler (employee or non-employee) needs to have their own unique Concur Request for the specific trip. Travelers cannot use the same Request ID for different trips.
  • Request for International Travel is required at least 3 weeks prior to the departure date. Travel registration submitted less than three weeks before the departure date will require VP approval.
  • Refer to the Group Travel form for instructions if you are registering a group trip for ten (10+) or more traveling on the same trip. Group Travel may include student travelers.

 

4. Booking a Trip


Concur Travel may be used to book air, hotels, and/or car rentals for yourself or for other employees (must be added as Travel Arranger for the other employee). A Concur Request ID is required prior to Concur Online Booking or Christopherson Business Travel Advisor booking.

Non-Employee Travel may only be purchased by a Utah Employee through Christopherson Business Travel Advisor or directly with the travel supplier(s) or the Non-Employee can procure travel and seek reimbursement after travel is completed for approved expenses that meet policy and regulations.

Student Travel
All U students participating in University-affiliated travel to international locations are required to register their trip(s).
  • U sponsored or affiliated international student programs*
  • Independent research abroad
  • International conferences
  • Internships or service-learning opportunities affiliated with the U
  • Traveling abroad as a member of an ASUU student group or organization
*If you are participating in a Learning Abroad and Eccles Global program, your travel will be registered automatically with the University. You will receive confirmation of travel registration and insurance enrollment in the weeks before their program begins. For questions, Contact Learning Abroad or Eccles Global.

Travel Booking Options


Concur Travel - Online Booking Tool
  • Provides access to the University’s travel discounts and offers a variety of benefits in conjunction with Christopherson Business Travel
  • For multi-leg flights, it is recommended to contact Christopherson Business Travel
  • Christopherson Business Travel forms are not required for trips booked using the Concur Booking Tool
  • Group Travel cannot be booked through Concur Travel
  • Reservation changes must be done by contacting a Christopherson Travel Advisor
  • Airfare booked in Concur is charged to the UTravel Office card, personal credit cards or TCards are not allowed to pay for an airfare
Concur Travel: Book a Flight Concur Travel: Book a Hotel Concur Travel: Book a Car
Christopherson Business Travel – Travel Advisor Assistance
  • Submit the Book a Trip form if booking air, car, and/or hotel
  • Refer to the Group Travel form for instructions if you are registering a group trip for ten (10+) or more traveling on the same trip
  • Reservation changes must be done by contacting a Christopherson Travel Advisor
  • A personal credit card may be used to pay for an airline ticket in place of the UTravel Office card for all fare types except state-contracted pricing
  • Not ready to book just yet? Get a quote through the Trip Quote form

 

Although not recommended by the University, travelers may choose to procure travel reservations outside of the university-contracted travel management company. The traveler is responsible for adhering to university policy and regulations.

5. TCard & Submitting Travel Reimbursements


Travelers should submit all travel expenses within sixty (60) days of the trip end date. Only business expenses that are in compliance with University Regulations and Rules will be eligible for reimbursement. TCard expenses that are not in compliance are considered personal expenses and will need to be reimbursed to the University.

Helpful PDFs

Allocating Expenses-Chartfields
Fixed Travel Allowance
Itemizing Expenses
Itemizing Nightly Lodging Expenses

See Concur Online Training for more.