News and Announcements

*New* Student Travel Card Program

In an effort to incorporate your feedback and provide an enhanced solution for Student Travel we are excited to announce the new Student Travel Card program and process that will replace the current Student Declining balance card program effective today January 18th, 2022. Graduate Assistants, Graduate Interns and Post-Docs will continue to use the employee process and the employee Travel cards. (more…)


Increased Travel Cancellations Due to Covid 19

We have recently seen an uptick in the number of people cancelling travel plans because conferences and meetings originally scheduled to be in-person events are being converted to online formats due to the increased concerns and risks related to the Omicron variant of Covid-19.

Travelers should consider these risks prior to making travel arrangements to prevent booking a non-refundable flight or hotel room that you may need to cancel.

We strongly recommend reaching out to the conference or meeting organizers prior to booking travel arrangements to inquire about the possibility of the conference being changed to a virtual event.

Finding out how many people are registered to attend the conference in person may also provide an indication of the likelihood that the conference may be converted to an online format if in-person attendance is expected to be low due to Covid-19 concerns.

If you decide to proceed with booking your trip, we strongly recommend that all University travel is booked through Concur or our travel management company, Anthony Travel, using the University-sponsored Travel card.

Booking travel through Concur or with Anthony Travel provides UConn with the greatest opportunity to exchange a non-refundable flight or hotel room and reduce or eliminate any financial loss to the University due to unexpected cancellation.

Cancelled travel arrangements booked outside of Concur/Anthony Travel may not be submitted for reimbursement since if the trip did not occur there is no basis for the University to reimburse funds. If the traveler used their University Travel Card to purchase tickets outside of Anthony Travel, they could be personally liable and will be required to reimburse the University for cancelled non-reimbursed travel.

For additional details on traveling during this time refer to our Work Related travel FAQs.

 


Travel Card vs. Pro Card

The University backed Travel card and Pro-Card programs provide a payment avenue for UConn Employees and students and are both reconciled via Concur. For a detailed document of the differences between the two cards, view this Travel Card vs. Pro Card training document.


Actuals vs Per Diem

We have seen an increase in the number of travelers attempting to claim Per Diem reimbursement in combination with Individual Actual Meals on the same expense report. Travelers must choose to use either the Per Diem or Actuals method for meal expenses on a single trip.

What are the Actuals and Per Diem methods?

  • Actuals  – The maximum reimbursement for actual meal costs, including tax and tips.
    • Each meal expense is added to a Concur expense report under the expense type of Individual actual Meals.
    • Receipts are required for expenses over $25.00 out of pocket or over $50.00 if purchased using the UConn travel card.
    • The allowable amount is calculated on a daily basis and is not aggregated over the entire period of the trip.
  • Per Diem  –  Daily allowances paid to employees to cover meal costs incurred while on a UConn business trip. The Daily allowance or Meal Per diem is added to the Concur expense report via creation of a
    Travel Allowance Itinerary. Travelers using this method would NOT be eligible to use their travel card for individual meal purchases on the same trip.

(more…)


Update to US COVID-19 Testing Entry Requirements

Your safety and knowledge of current travel protocols are of utmost importance to us during this time of uncertainty and changing requirements due the COVID-19 pandemic.

The Omicron variant of COVID-19, which has now been identified in the U.S., has prompted the federal government to revise entry requirements for international travelers and also extended the federal masking mandate.

All International travelers (regardless of citizenship and vaccination status) with a flight departing to the US from a foreign country on or after December 6, 2021, will be required to present (prior to boarding of the flight) negative results from a COVID-19 test taken no more than 1 day before travel.

The federal mask mandate has also been extended through March 18 for air, rail and public transportation.

Additional details are available on the CDC website at https://www.cdc.gov/coronavirus/2019-ncov/travelers/testing-international-air-travelers.html.

For questions related to COVID-19 testing, vaccination, quarantine  or return from travel guidance/requirements please reach out to UConn Human Resources Department at  hr@uconn.edu .


Concur Open Lab Sessions Now Available

In an effort to provide continued support to our faculty and staff we have added 30 minute open lab sessions via Microsoft Teams, geared towards providing one on one hands on support with Concur.

Whether you have just started using Concur or have been in the system since implementation, if you need assistance with Request, Online Travel Bookings or Expense, please sign up for of our Open Labs.

Click the link below to register for one of our open lab sessions available every other Wednesday from 9am -12pm (additional sessions will be added as we get closer to the dates of the sessions). If you believe you will need more than 30 minutes please sign up for two consecutive sessions. After signing up your will receive an email invitation for the Teams meeting.

Concur Open Labs (more…)


Mississippi Travel Ban Update

Former Governor Malloy issued Executive Order No. 45, which remains in effect and bans travel to Mississippi using state funds except in limited circumstances (See Executive Order No. 45 for exceptions to the travel ban to Mississippi). Pre-approval is still required to travel to Mississippi. Travel without pre-approval may result in the traveler being denied reimbursement. (more…)


Additional Training Sessions – Concur Navigation and Profile Setup

Concur Navigation and Profile setup (1 Hr)

This instructor led session is recommended for UConn Faculty, Staff and Students to provide an overview of the Concur website and required/recommended Profile setup information for users.

Click one or more of the links below to register for the upcoming training sessions:

Concur Navigation and Profile Setup – Tuesday, January 25, 2022 1:30 pm

Concur Navigation and Profile Setup – Monday, April 4, 2022 1:30 pm


Bradley Parking Pass Temporarily Suspended

The Bradley Parking Pass program has been temporarily suspended by the State of Connecticut due to Covid19 related parking lot closures. While this suspension is in place you may use pay for parking at the lowest cost parking lot available and seek reimbursement upon return from the trip along with your other travel expenses.


Travel Update: Increased Travel Cancellations Due to Covid19

We have recently seen an uptick in the number of people cancelling travel plans because conferences and meetings originally scheduled to be in-person events are being converted to online formats due to the increased concerns and risks related to the delta variant of Covid-19.

Travelers should consider these risks prior to making travel arrangements to prevent booking a non-refundable flight or hotel room that you may need to cancel.

We strongly recommend reaching out to the conference or meeting organizers prior to booking travel arrangements to inquire about the possibility of the conference being changed to a virtual event. (more…)


Travel to Puerto Rico

Puerto Rico is now categorized as domestic travel in Concur in accordance with US customs and immigration practices. Going forward select trip type ‘Out-of-State’ in Concur for travel to Puerto Rico.


This entry was posted in Concur.

Relaunch of Travel

Welcome back to Travel!

The University of Connecticut recently lifted the restriction in place for Domestic Travel.

In anticipation of the increase in travel activity, we have put together a Powerpoint Presentation with some useful information and helpful tips as you navigate the process and get back into the loop of all things travel.


This entry was posted in Concur.

Enterprise/National Car Rental Shortage

We encourage travelers to reserve car rental bookings as early as possible due to the car rental inventory shortage which is currently affecting Travel industry.

As a result of Covid19 risk mitigating measures, travelers across the United States have recently been choosing the option of booking a car rental in lieu of flying. Additionally, a shortage of new vehicles due to semiconductor computer chips being unavailable to auto manufacturers have also played a factor in the car inventory issues that are being seen today. (more…)


New Workflow in the Reconciliation of CBS (Procard) Reports

After receiving feedback from various University stakeholders about increasing efficiencies, expediting administrative processes within Concur, and keeping in mind the mission of providing the best customer care services to the University community, we write to inform you of exciting changes coming to Company Bill Statement (CBS) Reports for ProCard reconciliation (which includes grant funded expenses) submitted through Concur, the University’s Travel & Expense management system. (more…)


Concur Refresher Training

We are excited to announce refresher trainings sessions are now available monthly for Concur Request, Travel booking, Expense and Approvals.

The University is still under a travel suspension at this time, however, we are offering these sessions in preparation for when the travel suspension is lifted in the future. (more…)


Face Masks Required for Travel

On Sunday, January 31st, the Transportation Security Administration issued this press release:

TSA to implement Executive Order regarding face masks at airport security checkpoints and throughout the transportation network.

The press release and other useful information is available at https://www.tsa.gov/coronavirus.

Travelers are reminded to follow the Centers for Disease Control and Prevention (CDC) travel guidance as well as local and state advisories regarding COVID-19. Starting February 2, 2021, all airline travelers must wear a face mask throughout the travel experience. You will be asked to adjust your mask for ID verification or if it alarms the security screening equipment. (more…)


Concur Training Sessions Available for CBS (Pro-Card) and Expense-Additional CBS Approver Sessions Now Available

In an effort to provide ongoing support to our Faculty, Staff and Students we have scheduled monthly Concur training sessions. We encourage you to take the opportunity to get a refresher or learn more about the system.

Based on your feedback we have additional sessions now available for CBS Approver training.

Click the links below to register for one or more training sessions based on your preference.

We have three types of trainings scheduled each month (each session is 1 hour long):

Company Billed Statements (CBS) APPROVER Information Session and Demo – This session is recommended for Fiscal Officers, PI’s and other Special approvers of Company Billed Statement (Pro-Card) Reports and will go over how to approve Company Billed Statement Reports in Concur.

CBS Approver –  Thursday, February 18th at 1:00 pm

CBS Approver – Wednesday, March 24th at 10:00 am

CBS Approver – Tuesday, April 6th at 1:00 pm

CBS Approver – Monday, May 10th at 10:00 am

CBS Approver – Wednesday, June 9th at 10:00 am

Company Billed Statements (CBS) Information Session and Demo – This session is recommended for UConn Pro-Card holders and their Preparer delegates and will go over the Pro-Card reconciliation process in Concur. 

CBS – Tuesday, January 19th at 11:00 am

CBS – Monday, February 8th at 1:00 pm

CBS – Thursday, March 18th at 11:00 am

CBS – Wednesday, April 14th at 1:00 pm

CBS – Tuesday, May 4th at 11:00 am

CBS – Monday, June 4th at 1:00 pm

Personal Car Mileage and Non-Travel Expense reports – This session is recommended for UConn Faculty, Staff and students seeking reimbursement for UConn Business related expenses such as Personal Car mileage, Non-Travel expenses (such as virtual Conference registration fees) and out of pocket reimbursements in Concur.

Expense – Thursday, January 21st at 1:00 pm

Expense – Wednesday, February 10th at 11:00 am

Expense – Tuesday, March 16th at 1:00 pm

Expense – Monday, April 12th at 1:00 pm

Expense – Thursday, May 6th at 1:00 pm

Expense – Wednesday, June 16th at 11:00 am

As always, training documentation, videos, recordings of previous live training sessions, FAQs and other resources are available at https://travel.uconn.edu/training-and-resources/. If you have any questions, concerns or feedback please contact the UConn Travel Team at travel@uconn.edu


Updates to the SAP Concur Mobile App

As a part of our organization’s effort to continue to improve user experience and security, and in alignment with SAP Concur solutions, there are some recent changes to the sign-in experience for the SAP Concur mobile app. You might use the app to submit expenses, capture receipts, book travel, and perform other tasks at home or on the go.

 

The next time you update the SAP Concur mobile app you will see:

  • An improved sign-in experience, guiding you through your options in two steps
  • No more option to sign in using your mobile PIN, if you have set one up
  • Biometric sign-in options (like fingerprint or face recognition) for Android devices as well as iOS devices, where supported.

(more…)


IMPORTANT: Changes to the Reconciliation Process for Pro-Card Transactions

As of Monday, October 26, 2020, Pro-card transactions will be reconciled in Concur as Company Billed Statement Reports.

Starting with the November 2020 statement (October 24th through November 23rd), Pro-Card transactions will be fed directly into Concur, building a Company Billed Statement report instead of creating a procurement card document (PCDO) in KFS.

The new workflow in Concur will be as follows:

  1. Pro-Card transactions will feed into Concur on a daily basis, on a Company Billed Statement Report.
  2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15th of the month following the statement period.

(more…)


New Travel Management Company

University of Connecticut has engaged Anthony Travel as our new full-service travel management provider beginning Thursday, October 1. Anthony Travel is a national leader in university & athletic travel management. They currently serve over 80 institutions of higher education. We are eager to extend their core values and exceptional customer service standards to UConn faculty and staff members. (more…)


This entry was posted in News.

FAQ for AAUP/OVPR Faculty Travel Funding Program Travel and Payment

Q: Is the AAUP/OVPR Faculty Travel Funding Program open during the travel ban?

A: Yes. Requests for virtual or in-state activities may be submitted now. Requests for out-of-state conferences and professional development programs should wait until after travel restrictions have been lifted.

See entire AAUP/OVPR Faculty Travel Funding Program Travel and Payment FAQ


Concur Go-Live

We are excited to announce the official University go-live of the Concur Travel and Expense system.

As of April 22, 2020, all employees (including graduate assistants, graduate interns, and post-docs) should utilize Concur and Key Travel to book, request, and expense travel.  There is a detailed overview of this transition (cutover plan), including how you should handle travel that began before 4/22, the requirements for pre-approval for travel booked prior to 4/22, and how to utilize your Unused Ticket Credits with Sanditz.

If you have not yet applied for a University Travel Card, it is recommended that you do so as it will contribute to a more seamless travel experience.  To obtain a Travel Card you must complete the required training and then submit an application for approval.  Once the application is approved, it will take 7 – 10 business days for you to receive the card.  Because faculty and staff are working remotely due to COVID-19, Travel Cards will be mailed to the home address you provide on your application. (more…)


COVID-19 Travel Update

Governor Lamont sent executive branch agency heads a directive designed to help prevent and delay COVID-19 in Connecticut, including freezing employee travel on state business.

University-Sponsored Travel Outside of Connecticut is Suspended: Though not an executive branch agency, UConn wishes to act in keeping with the governor’s goals. Effective immediately, all domestic and international, university-sponsored travel outside of the state by faculty and staff is suspended until further notice. Any exception needs to be approved by university leadership. (more…)


Urgent Update for International Travelers

As you may be aware, there is an ongoing outbreak of a respiratory illness commonly named the coronavirus – COVID-19.  This development is rapidly evolving. As such, travelers are urged to closely monitor Travel.state.gov and CDC.gov for important information.

Travelers are reminded to complete the travel waiver for travel to countries/regions which have been listed as level 3 or 4 by the U. S. Department of State.


UPDATE: Concur Pilot for Feb. 18, 2020

We are writing to provide an update regarding the University SAP Concur implementation.

The SAP Concur project is a collaborative UConn initiative to implement a best-in-class, cloud-based Travel and Expense management service for the university.  There are currently over 2,600 employees participating in the pilot phase of this project.  There has been strong feedback during this phase that complexity in the environment has, at times, made it difficult to make best use of the service.

Based on this feedback, the first phase of the project will not go-live on its previously scheduled date of March 10, 2020.  The project will, instead, assess the environment to streamline elements of the workflow and to simplify customer interaction.  In the coming weeks you will hear more details about the project, including updated timelines and rollouts.

Read More


This entry was posted in Concur.

UPDATE: Concur Pilot for Jan. 22, 2020 Departments

On October 15th, 2019 the University of Connecticut began its much-anticipated pilot launch of the Concur Travel and Expense Management system. The following departments have graciously agreed to be part of the pilot to provide valued testing and feedback to our team. Stay tuned for the redesigned Travel Services website for reference material, upcoming training, and the full campus go –live updates.

The following departments have been added to the pilot as of January 22, 2020:

  • Procurement
  • Controller
  • Budget/Institutional Research
  • Public Safety
  • Human Resources
  • Facilities Operations
  • University Planning, Design, and Construction (UPDC)

This entry was posted in Concur.

North Carolina and Mississippi Travel Ban Update

Governor Malloy issued Executive Orders which remain in effect and ban travel to North Carolina and Mississippi using state funds except in limited circumstances.  To travel to these states, pre-approval is still required. Travel without pre-approval may result in the traveler being denied reimbursement.

At Storrs, the regional campuses and the law school, requests for travel to North Carolina or Mississippi, no matter the source of funds, should be submitted to the Associate Vice President of Procurement Services (Gregory Daniels) via email at gregory.daniels@uconn.edu  for review.

At UConn Health, pre-approval requests for travel to North Carolina or Mississippi, regardless of funding source, should be submitted to the Controller, Chad Bianchi, at bianchi@uchc.edu.  To avoid unnecessary rework, requests should be submitted before beginning the pre-approval process.

Requests for travel to North Carolina or Mississippi should be submitted via email.  For your request to be considered, you must also provide the purpose of the trip, the names of facilities at which you plan to stay, and all proposed funding sources for the travel (FOAPALs).

(more…)


Concur Travel & Expense Project – Townhalls

EXCITING NEWS!  The University has been working towards implementing a new Travel and Expense System which will create a seamless process for employees to request, book, and expense travel!  Reimbursements will be more efficiently processed, allowing travelers to receive their payments in a timely manner.   We want to thank the areas across the campus who have helped pilot this system: Athletics, ITS, Admissions, Statistics, Ecology and Evolutionary Biology (EEB), History, and the School of Business.  These groups have worked diligently with the project team to ensure that the system is ready for a full campus roll out later this year.

Read More


Travel Card Training & Application

Travel Card

We are excited to be getting close to the launch of our Concur Travel and Expense system.  As part of this system implementation, the University has decided to offer Travel Cards to employees (Faculty, Staff, Grad Assistants, Grad Interns, and Post-Docs).  These Travel Cards are backed by the University and do not impact your credit.

Read More


Concur Pilot Launch

On October 15th, 2019 the University of Connecticut began its much-anticipated pilot launch of the Concur Travel and Expense Management system. The following departments have graciously agreed to be part of the pilot to provide valued testing and feedback to our team. Stay tuned for the redesigned Travel Services website for reference material, upcoming training, and the full campus go –live updates.

Departments Participating in the Pilot

  • College of Liberal Arts and Sciences (CLAS)
    • Statistics
    • Ecology and Evolutionary Biology (EEB), and
    • History
  • School of Business
  • Information Technology Services (ITS)
  • Admissions
  • Athletics

This entry was posted in Concur.

Update on Travel Ban

UPDATE AND REMINDER ON TRAVEL BAN TO NORTH CAROLINA AND MISSISSIPPI

Even though a partial repeal of the North Carolina law requiring transgender people to use public bathrooms matching their gender was repealed in March, the Governor Malloy’s Executive Orders banning travel to the states of North Carolina and Mississippi will continue to be in effect until further notice.

In order to assure consistency, decisions about approving travel under the Orders will continue to be made centrally. (more…)