The Libraries have an internal process that first notifies your supervisor and Associate Dean you are planning to travel or attend a conference. If your conference is being held in-person or you will attend in-person, you will fill out an On-Site request. Otherwise, if the conference is being held online or you will be attending virtually, fill out a Virtual request. You will receive an email if your request is approved.

Requests for travel at least 14 days in advance for domestic destinations and at least 30 days in advance for international destinations.

You will need to provide estimates for travel expenses on these forms, so spend some time researching registration costs, prices of flights, hotel rooms, Lyfts/Ubers. All travel expenses associated with the conference you are attending need to be reported; however, you are not expected to come up with an exact number!

After your internal approval, you'll head to concur.ku.edu to book your travel. If you have not booked through Concur before, you will need to create your profile, as discussed in this Training Video at the 0:30:55 timestamp.

• If you are traveling In-State, you do NOT need to create a Travel Request (TR). You can proceed straight to booking. (Booking is covered in the Training Video at the 1:09:45 timestamp.)
• If you are traveling Out of State, you need to create a Travel Request (TR) and then proceed to booking. (Creating a TR is covered in the Training Video at the 0:46:20 timestamp.)

Travel expenses are reimbursable, so consider how you want to pay for the travel expenses. If you plan to travel more than once a year, you should probably apply for a P-Card, a personal credit card that is issued by KU. You can also use your personal credit card for travel, but please note that personal credit card reimbursement will take significantly longer than P-Card reimbursement.

If you choose to use a P-Card for travel expenses, be sure to stay diligent on sending in receipts for reconciliation. If you book your flight with a P-Card, you need to submit the receipts to libaid@ku.edu  as soon as possible. You might receive an email that reminds you to submit a receipt if you forget, so please submit them in a timely manner. 

For more information or to get your own P-Card, contact Shannon Royer, Libraries Director of Fiscal Services, at sroyer@ku.edu. 

Keep hard copies of your receipts--consider getting a folder or wallet to keep all receipts in. You can also opt to upload all itemized receipts to the Concur Mobile App.

It's also a good idea to keep a travel log daily, even if it's on the Notes app of your phone. This will help you remember every minor bit of travel you did, such as a taxi from an airport, or a quick fuel stop. Our SSC might contact you after your trip to confirm these details.

Have fun on your trip!

Gather all your receipts! You will need to turn in all receipts to our SSC/travel processor within 5 business days of either purchase or your return. You might have already done this on the Concur app during your travel, but our SSC will need copies of the receipts sent to them for recording purposes.

Fill out a SSC Finance Request form. In the subject line, type your name and indicate the City/State and dates of travel. Answer the questions and then you'll choose Request Travel or Travel Reimbursement.  Continue to answer the prompts, upload your receipts, and you're done! (Need help with the form? Check this guide.)

Personal travel reimbursements will be sent via direct deposit to the same account where you get your paycheck. If you have any questions about reimbursement, please reach out to Shannon Royer in Watson 502 or Kayla Pelmore at our SSC.

Finally, watch for any questions from our SSC or travel processor. There might be a couple follow-up questions or clarifications they need your help with!