Travel

CLAS employees, researchers, and students sometimes travel for University-related business.

Depending on the purpose of the trip and the source of payment, the Business Center or Grant Management Services can help you coordinate your travel and process expenses.

Travel for University Business

Please contact the Business Center before traveling so that they can help you make arrangements.

Faculty, staff, and graduate students can use Concur to book non-grant-related travel, such as for conferences, research, and professional development. Travelers also use Concur to submit reimbursements for travel-related expenses once they return from their trip.

Note: When booking travel for University guests, please continue to use Sanditz.

Before You Go and While You’re Away

Travelers must submit a travel request in Concur before going on an in-state or out-of-state trip that contains segments (e.g. airfare, hotel, car rental, or rail). Once your travel request is approved, you may proceed with your travel plans. (Note: You can submit a request for Bradley Parking Permits via the travel request in Concur.)

While traveling you should document all expenses and obtain proof of travel, which can be as simple as a receipt billed to your name. Travelers may set up preparer delegates, such as departmental administrators or student workers, to prepare their requests and expense reports in Concur.

When You Return

Travelers must submit an expense report to claim out-of-pocket reimbursements. You or your preparer delegate can scan and submit receipts in Concur. These scans will save to your profile and will be reallocated after your trip; once scanned, you do not need to keep the original paper receipts.

Once submitted to the department, your department administrator will process a disbursement voucher in Concur.


Travel Related to Faculty Research Awards

Please contact Grant Management Services before traveling so that they can help you make arrangements.

Travel to domestic and international locations on faculty research awards is very common. When preparing a grant application, faculty should be certain to consider what potential travel locations they may visit.

To remain allocable and allowable on grant accounts, travel requests should always be included in the full proposal of any grant application submitted to a sponsor. Travel to locations that were not previously mentioned may be deemed unallowable and therefore not eligible for reimbursement on the grant award.

Before You Go and While You’re Away

While traveling, you should document all expenses and obtain proof of travel. Proof of travel can be as simple as a receipt from the location billed to a faculty member’s name.

When You Return

When you return, you will need to create an expense report in Concur. You should be prepared to include language about the research objectives of your travel and how your travel benefits the grant project.

You or your preparer delegate can scan and submit receipts in Concur. These scans will save to your profile and will be reallocated after your trip; once scanned, you do not need to keep the original paper receipts.

Once your expense report is submitted in Concur, it will be reviewed and approved by the traveler’s direct supervisor in CORE, as well as the account Fiscal Officer, the Office of Sponsored Programs (if applicable), and the Travel Office.

Once submitted to the department, the department administrator will process a disbursement voucher in Concur.