Travel

Travel requests must be approved in CONCUR prior to any bookings/purchases.
If procedures are not followed you run the risk of not being reimbursed.

Click here to see a more detailed step-by-step presentation for this process.

Before Travel

1. Traveler enters information into the Travel Authorization Request Form.
   Please choose your department coordinator as your Travel Assistant.
2. The department coordinator enters the request into Concur.
3. The traveler will be notified via email that your request is pending review and submission.
   You must submit the request
4. Supervisor/Account Holder approves the request and the traveler is notified via email.
5. Traveler books flight, registers for conference, etc.

Upon Returning

1. Traveler returns with receipts. (All receipts must have the amount, payment method, and date)
2. Traveler sends receipts to appropriate admin coordinator.
3. The appropriate Admin Coordinator enters the expense report in Concur within 48 hours.
4. The traveler will be notified via email that your expense report is pending review and submission.
   You must submit the report
5. Supervisor/Account Holder approve expenses.
6. Concur notices are sent at each stage and reimbursement is issued.

Mileage Reimbursement Only - No Request Needed

• Traveler will email appropriate admin coordinator upon return with reason for travel and the date or dates of travel.
  • Per Dean Wiley's direction on mileage reimbursements:
    Calculate mileage from the faculty's residence to destination
    - or -
    Calculate mileage from BLB to destination
    We will pay the lower of the two
• Those who reside in Collin County and travel to the Frisco Campus for business will not be reimbursed for travel.

Remember

• Concur Pre‐Approval Required
  All travel requests must be approved in Concur before travel arrangements are made. An email from a Director, Chair, or Staff member does not mean your travel is approved!
• Concur Is An Estimate
  What you enter on the dynamic form is what staff will use to complete your request in Concur so please be as accurate as possible - however, Concur is a pre‐approval tool with estimated expenses, so there is no need to submit additional requests if airline ticket prices change, etc. Please be sure to include estimated taxes!
• Plan Ahead
  Please allow a minimum of 3 weeks before anticipated dates of travel for Concur processing.
• Texas Hotel-State Taxes
  For lodging in Texas, Texas State Occupancy Tax shall not be assessed for any travel within the state of Texas. Travelers shall present the completed tax exemption form to the hotel front desk at the time of check-in. https://www.untsystem.edu/forms-library/documents/form-hotel-occupancy-tax-form.pdf Although the hotels are not required to accept the exemption form, employees must present the form at check-in.
  
  Note: If the commercial lodging establishment denies the exemption, the employee must state that fact when claiming the expense.
• International Travel
  International travelers are required to register their travel four weeks in advance with Risk Management. Please visit: https://emergency.unt.edu/international-travel-registration-revised for more information.