Concur is a secure, cloud-based platform where you can handle everything related to your trip online -travel requests, travel expenses, UMD Travel Card management, and transaction reallocations.  Travel & Card Services has a new website that links directly to the Concur login page, the starting point for using the new travel system. The site’s Help Center offers walkthroughs, job aids, FAQs, information about weekly demonstrations, drop-in help, and email/phone support.

Here's how to get started:

STEP 1: Create a Concur Profile:

• https://purchase.umd.edu/travel/concur/concur-login
• All travelers and delegates are required to create a Profile in Concur prior to obtaining approval for travel events or making travel arrangements.
  
• The Concur Profile contains critical information needed to seek approval, book trips, and process expense reports.
• The traveler's name in Concur must match the name on the ID used during travel (State-issued ID card, Driver's License, Passport).  This is the name that will be on the tickets.
• Tcard and personal credit card numbers can be loaded into Concur to make the selection of payment types easy for travelers and delegates.
• When setting up your Profile make sure to verify your UMD email address and any other email addresses you want to add

STEP 2: Create a New Request - UMD Travel Card

• Tcards are available for eligible employee travelers.  Please contact hmattern@umd.edu if you are interested in getting a Tcard.
• Tcards reduce the need for travel advances and expense reimbursement
  
• The intended use of the Tcard is to pay for legitimate and appropriate expenses related to business travel and hosting
• The UMD Tcard is issued through Diners Club/BMO
• Anyone requesting a  Tcard  is required to complete an application and training process prior to issuance of the card
• Once a travel card request has been approved, it will take about 7 business days for Travel & Card Services to receive it. When the card is ready the applicant will receive an email with information about how to pick-up the card
• Tcard misuse can result in immediate suspension or termination of the Tcard and/or disciplinary action

STEP 3: Create New Request - Preapproval for Travel

• Pre-approval is required for ALL UMD employees and sponsored visitors, for events, out-of-state, overnight and international travel.
• Pre-approval must be obtained from the UMD employee’s immediate supervisor prior to booking travel or making reservations.
• Travel/Event approval must be obtained using the Travel/Event Request in Concur.
• Once approval is obtained, the traveler or their delegate can book their travel or make a reservation.
• Please see additional information to include in each request:
  •  Detailed Justification - Provide a clear and concise reason for the trip.
  •  Agenda or Meeting Invite - Attach a detailed agenda outlining the schedule of activities. If applicable, provide copies of meeting invites or confirmations from attendees.

STEP 4: Approved Travel - Book Travel

• Travelers and Delegates are expected to book the least expensive, practical itinerary regardless of the booking or payment method.
  
• UMD requires the use of Concur or the designated Travel Management Company, Collegiate Travel Planners (CTP), for booking air and rail travel. This does not apply to commuter rail systems.
  
• Southwest Airlines can be booked through Concur directly.  If you book a flight with Southwest Airlines, any flight changes must be done directly with Southwest Airlines, not with CTP.
  
• Electronic booking using Concur should be the first option for booking domestic and non-complex international flights.
  
• Tickets booked on Concur, or through CTP, using a personal credit card will not be reimbursed until travel is completed.
  

STEP 5: Expense Reimbursement - see JobAid

• To facilitate timely processing, kindly submit your travel expense report within 30 days of returning from your trip.
  
• Please re-attach the meeting agenda to your travel approval request. The agenda should clearly outline the meeting's purpose and objectives.
  

More policies and information can be found here.

AIRFARE:

• Employees are required to book air and rail through Concur or with the University contracted travel agency, CTP.
• The University Policy is to "book the least expensive, practical itinerary."
• Flights booked through Concur and CTP have agency fees associated with them and must be included on the expense report.
• Premium seating may be allowable depending on flight duration and departmental approval; don't hesitate to contact hmattern@umd.edu before purchasing.
• Refundable ticket purchases must be documented and approved by the department before purchasing.
• If you need to cancel an airline ticket booked initially in Concur, it can be done within Concur when you locate the itinerary in your bookings section, but please contact hmattern@umd.edu before doing so.

LODGING:

• Every effort should be made to ensure that lodging costs are reasonable and appropriate. The standard room rate should be used whenever available.
• AirBNBs/VRBOs and other private home rental expenses must NOT be charged to a UMD travel card. A personal card should be used and reimbursed after the trip.
• In-room movie, room service, pay-per-view, and any additional entertainment charges not included in the room rate will not be reimbursed. These are considered personal charges. 
• UMD will not reimburse “no show” charges unless due to an emergency or to the benefit of the University. - If there is a “no show” charge due to an emergency, a memo to the file should be attached to the expense report attachment section.
• Hotel confirmations alone are not acceptable. - Confirmations show intent to stay. They do not confirm the traveler stayed at the hotel. Therefore, itemized receipts are required for the hotel.  The hotel bill must show a form of payment and a $0 balance.

REGISTRATION:

• Itemized receipts are required and must be kept and will be provided during the reimbursement process.
• Receipts should show the date, vendor name, the amount charged, and the form of payment.
• Add conference agenda to the approval request and expense reimbursement request

GROUND TRANSPORTATION:

• Taxi, Uber, and Lyft – Detailed receipts must be kept and will be provided during the reimbursement process
• Receipts should show the date, specific service, vendor name, origin/destination, the amount charged, and the form of payment.
  
• Transportation Gratuity - Reasonable; 18% is the maximum allowable

PER DIEM:

• Meal expenses are to be covered out of pocket, and you will be reimbursed per diem upon your return.  UMD uses Domestic and International GSA meal per diem rates for individual travel.
• Meals provided by the conference or outside source should not be requested for reimbursement and will be reduced from the per diem.
  

When awarded university funding for travel, it's important to adhere to certain guidelines to ensure that the funds are used appropriately and responsibly. Here are some do’s and dont’s for travel:

Do:

• Plan Ahead: Start planning your trip well in advance (at least 2 weeks in advance) to take advantage of lower travel costs and to ensure that you can meet all the university's requirements.
• Follow University Policies: Familiarize yourself with the specific policies and guidelines provided by your university regarding the use of travel funds.
• Use Funds for their intended purposes: Ensure that the awarded funds are used solely for academic or research-related travel. This includes conference attendance, research collaboration, or other educational purposes.
• Book Economical Travel: Opt for cost-effective travel options such as economy-class flights, and consider using public transportation when it's practical.
• Book Reasonably Accommodations: Choose reasonably priced accommodation that meets your basic needs, such as a hotel within the conference's official hotel block.
• Attend the Full Conference/Workshop, etc: Attend the full duration of the conference or event for which the funds were awarded. This may include all relevant sessions, workshops, and networking events. Please attach the agenda in your travel request.
• Maintain Records: Keep detailed records of your expenses, including receipts, boarding passes, and any other relevant documents. This will be essential for reimbursement and compliance.
• Submit Expense Reports: Promptly (within 2 weeks of returning) submit expense reports after you return home as per your university's requirements, including a clear breakdown of expenses.
• Provide Proof of Attendance (if applicable): Ensure you can provide proof of your conference or event attendance, such as registration receipts, badges, or certificates of participation.
• Travel with Purpose: Remember the purpose of your trip and focus on academic or research activities. Make the most of the opportunity to learn and network.
• Plan Meals Accordingly: Meal reimbursement is limited to the per diem for the area that you are visiting.  Meals in excess of the per diem are not reimbursable

Don’t:

• Make Changes to Travel Plans Without Permission: If you encounter issues or changes in your travel plans, communicate promptly to Heather Mattern: hmattern@umd.edu to seek guidance or make necessary adjustments.
• Use University funds for Personal Travel: Do not use university funds for personal leisure or vacation travel. Keep personal expenses separate from the trip.
• Upgrade: Do not purchase upgrades, such as business or first-class flights.
• Misuse Funds: Do not use the funds for activities that are not directly related to the original purpose of the trip.
• Skip on Responsibilities: Fulfill your academic/research responsibilities, such as presenting your research or actively participating in conference discussions. Don't skip important events or sessions.
• Submit Incomplete Documentation: Don't submit incomplete or inaccurate documentation for reimbursement. Always ensure your records are accurate and complete.
• Submit Late Expense Reports: Avoid procrastinating on submitting your expense reports. Timely submission is crucial for reimbursement and compliance.
• Attend Unrelated Events: Do not attend events or activities that are unrelated to the purpose of your trip, as it could be seen as a misuse of university funds.
• Request Per Diem for Meals included as part of the conference.  Meals included as part of the conference event are not reimbursable, even if you did not consume the food.