Professional Development & Travel Requests

Submit a request on the Professional Development/Travel Request form located here: Form - Travel_Prof Devel Proposal Request.pdf to go to a conference/workshop, attend a local training or conference, participate in an online training or webcast.

• Create a DocuSign attaching the completed request form.  Add yourself and your supervisor as signatories and ucl-ops@utah.edu as a "Receives a Copy".
• Submission must be received two months before an out of state conference and before the early bird registration deadline
• Submit as soon as possible for local or online requests. These may be submitted closer to the attendance date.
• Provide an estimated cost of all anticipated fees.

Your supervisor and administration will review your request and check to make sure there is budget to cover the expense of your request. Those who are presenting at a conference will be given priority to attend. Those who have already attended a conference during the current fiscal year may not be approved for a second trip that year.

You may be asked for additional clarification and you will be notified by email from your supervisor if your request was approved or denied. 

If Your Trip Requires Travel

If your request is approved by your supervisor in DocuSign please return to the Ops Team at ucl-ops@utah.edu. The Ops Team will 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:

• Sign in to Concur http://utravel.utah.edu and update your profile in Concur.  Instructions to follow.

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 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 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

1. Go to http://utravel.utah.eduif booked
2. 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.

Update your Profile

1) Click on Profile in the top right corner

2) Under Personal Information, select Personal Information from the Profile Options

3) Review & update the following information:

• 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 )
• 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 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.