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If your request is approved by your supervisor in DocuSign and returned to please return to the Ops Team at ucl-ops@utah.edu the . The Ops Team will create a Travel Request if the request involves travel. act as your Travel Delegate for all processing in Concur Travel including:
- Creating the Travel Request
- Arranging your airline tickets within Concur for domestic travel or with the U's Travel agents for international travel, if applicable
- Processing the Travel reimbursement
If you have had a Travel profile in the past but have not traveled with the University of Utah in the past year:
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If you have not had a Travel profile in the past a request to set up an employee profile will be submitted to the Travel Department by the UCL Ops Team.
- Once your profile has been created please follow the instructions below to update your personal profile
- If you would like assistance updating your profile please contact ucl-ops@utah.edu to arrange a quick meeting to complete together
Additional information required for a travel request can be sent to ucl-ops @utah.edu
- If your travel requires an airline ticket please email a preferred itinerary
- Please remember all tickets will be arranged by the Ops Team within Concur or with the U's Travel Agents
- when receiving itineraries to review for accuracy forward your responses to the Ops Team do not respond to sender
- Hotel reservations should be made by the traveler with a personal credit card
- If University travelers are sharing a room, the hotel bill may be paid by one of the travelers on their personal credit card and submitted for reimbursement by the paying traveler
- Note: many conference hotel rates are not available through Concur and therefore should be booked by the traveler for the best rate. Your card will not be charged, in most cases, until you check out of your hotel. The exception being a hotel that requires prepayment as part of a conference package deal. Contact the Ops teams for instructions in these cases.
- If you have the link to a conference website or a conference brochure please it is helpful but not required to send that info to ucl-ops
- Any other questions related to special circumstances please consult with the Ops Team
Profile Setup
Sign In
- Go to http://utravel.utah.eduif booked
- Currently, UTravel is only set up for University of Utah employees. Your User Name will be your UNID @ utah.edu (ex: u1234567@utah.edu) and your Password will be the same as your CIS password.
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- Name: Make sure your name matches your government issued ID or passport. The name will transfer to travel bookings made in the UTravel Concur or the travel agency. Your first and last name is populated from your HR record. If your name is incorrect, contact your HR representative to update.
- Address: Recommended for easier mileage calculations in Expense.
- Phone Contact: A work and home phone number are required. Registering a mobile device is not required but recommended to take advantage of Concurs mobile technology and electronic receipts along with Duty of Care.
- Email Address: You will need to verify your email address to upload receipts and itineraries to the system.
- Your Email 1 email address must be your UNID@utah.edu email address.
- To verify – select Verify and enter the code that was sent to your email (it takes a long time for the email to be sent, so be patient
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- Assistants and Travel Arrangers: This is where someone can designate an Arranger to book travel or become the designated Booking Assistant. A Traveler can have multiple Arrangers.
- Please authorize both Katina Sifantonakis and Cindy Hanson as your designated Travel Arrangers.
- Hotel/Rental Cars: Traveler will be required to use supply a personal credit card to reserve and pay for hotel rooms and rental cars if booked through Concur. Please note: supplying your credit card for these items will result in being charged on your credit card for associate charges. Submit all receipts to ucl-ops once you return from your trip to be added to your expense report for reimbursement.
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