During your time here, you may be traveling to conferences or other events. Please be sure to review the travel policy at travel.uconn.edu before arranging any travel. This page will highlight some of the most important topics.
Travel Card
All faculty, staff and graduate students are eligible to request a travel card. You cannot purchase alcohol using the travel card. You are not allowed to purchase travel, meals, etc for other faculty, staff or graduate students. Only the person making the purchase can claim the charges on their expense report.
University Travel Cards | Travel Services (uconn.edu)
Request a delegate
While it is the responsibility of the traveler to create their travel requests and expense reports, I am more than happy to help should you encounter issues or have questions. You have the option to add me as a delegate so that I can assist you with your issue more efficiently and without the need for a meeting. Please make the following selections when adding me as a delegate
Can prepare
Can view receipts
Receives emails
Please follow these steps:
When in concur click on profile
Then click Profile settings
Then over on the left of the screen click “request delegates”
Then click “Add” and then start typing in my email address
Check off all of the boxes and click “Save”
Click here for more information and step-by-step instructions
The travel department also has an amazing group of people who can assist with any travel questions. You can email them at travel@uconn.edu
Travel requests
Please make sure to submit a travel request for any travel that includes hotel, airfare, or car rental. You can arrange your domestic travel prior to submitting this request, but all requests need to be approved before you leave. Please be sure to use the same KFS in the expense report as you do in the expense report. If you create an expense report with a different KFS, please include a comment with justification for the change
Click here for step-by-step
Booking travel
Whenever possible, please book your travel within Concur. Car rentals must be booked through Concur using the University’s preferred vendor (Enterprise/National).
- If another car rental vendor is used outside of Concur, you must include a price comparison from Concur and a comment as to why a different vendor was used.
- If your trip includes personal travel at either end of the trip, it is mandatory that you obtain a price comparison from Concur. This comparison must be obtained at the time of booking from Concur/Anthony Travel and must include the business days and business locations only.
Click here for step-by-step for price comparisons
Meals
You can either do actual meal costs or meal per-diem for each trip. You cannot have actual meal cost one day and then meal per-diem another. If choosing meal per-diem, you do not need to keep or upload receipts. If you use the Travel Card for your meals, you must choose actual meal costs. When choosing actual meal costs, you do need to upload receipts that show the itemized purchase. Alcohol cannot be reimbursed by the department and if using your UConn Travel Card, cannot be purchased on that card. If alcohol is purchased on your personal card it must be marked as personal/non-reimbursable. When using actual meal costs, you will be reimbursed up to the meal per diem rate.
Click here for more information on the actual meal cost vs per diem
Mileage
Please be sure to deduct commute round-trip when requesting mileage reimbursement.
Click here for step-by-step instructions for entering mileage reimbursement
Creating an expense report
Refer to the “Creating Expense Report” job aid
Job aids for these steps (and more!) can be found at travel.uconn.edu
Click here for step-by-step instructions for creating an expense report
Travel Awards
If you receive an award, it is deposited directly into your account.
There are a couple of different scenarios for travel awards
If your travel awards covers the full amount of your travel expenses, you only need to submit a travel request indicating $0 for expenses, but no expense report has to be submitted
If your travel award does not cover the full amount and the rest of the expenses will be paid by you or covered by your PI, you must submit both a travel request and an expense report. You will need to mark expenses as “Personal Non-Reimbursable” for the amount of the travel award that you received.
For assistance with travel requests, arranging travel and expense reports, please contact Sarah Dunnack in the BME main office. sarah.dunnack@uconn.edu