Employee Travel

Logging into Concur

To access Concur, go to MyUK and sign in with your linkblue ID, select the Employee Self Service tab and choose the Concur menu option.

Expense Reporting

Miscellaneous Out-of-Pocket Expenses

Reimbursable expenses should be included on this expense report as well. Itemized receipts are required for all out-of-pocket expenses regardless of the dollar amount.

Personal Vehicle Mileage

Based on the IRS Standard Business Mileage Rates, the University will reimburse 67 cents per mile (as January 2023) for University business travel by personal vehicle based on the actual driving distance by the most direct route (not more than 105% of the mileage listed on Google Maps). Mileage is reimbursed from the traveler's workstation to the destination, unless driving from the traveler's residence is closer. You can use Concur's Mileage Calculator to figure out your reimbursable mileages.

Per Diem

Meals and incidental expenses for domestic and foreign travels are paid using per diem rates established by the U.S. federal government (CONUS or OCONUS), based upon the traveler's destination for that date. The University will reimburse meals and incidental expenses incurred on the first and last days of travel at 75% of the standard per diem rate regardless of what time the travel begins or ends.

REVIEW ALL EXPENSE POLICIES

Expense Reimbursement

Travel expenses not paid with the university procurement card should be submitted by the end of the month following the month the travel concluded. Absent exceptional circumstances, travel expense reports approved by travelers more than 60 days from the last date of travel will be reported as taxable wages. Reimbursements will be included on the employee's paycheck for the payroll period processed after the final approval is received on the travel expense report.

AUXILIARY SERVICES NON-EXEMPT EMPLOYEE TRAVEL

Regular, Staff and STEPS employees

As a non-exempt regular, staff or STEPS employee, you will be paid for travel any day of the week between the hours of your normal work hours.

EXAMPLE: I am traveling to a conference that is scheduled to start on Sunday. My flight leaves at 6 AM and I arrive at my hotel at 4 PM. I do not complete any work while traveling this day. I normally work from 8 AM to 5 PM Monday-Friday, can I count any of these hours?

Yes, you can count the hours from 8 AM to 4 PM on Sunday as travel hours since it occurs during normal working hours regardless of the day of the week. The hours from 6 AM to 7:59 AM are not counted as they are before normal scheduled start time.

If a non-exempt regular, staff or STEPS employee performs any work for the university while traveling, that time regardless of when it occurred, would be considered work time and would be paid. This could include attending conference sessions, working on projects in the hotel after conference sessions, checking emails in the airport, setting up and tearing down student recruitment events.

Example: I am traveling to a recruitment event that is scheduled to start on Thursday at 7 PM. I drive from 4 PM to 6 PM. I begin setting up the event at 6. It starts at 7 PM. The event is over including break down of event at 9 PM. I arrive home at 11 PM. I normally work from 8 AM to 5 PM Monday-Friday, can I count any of these hours?

Yes, travel hours would be from 4-5 PM, work hours would be from 6-9 PM. The hours from 5-6 PM and 9:01-11 PM would not qualify as travel time as they are outside of normal working hours for a total of 4 hours which includes both travel and working time

All hours for both travel time and work time will be combined if occurred on the same day and recorded on your Kronos timecard for non-exempt regular staff as 1009-Meetings and Training by your supervisor or Auxiliary Services payroll staff. If entered by Auxiliary Services payroll staff, it needs to be approved in writing by the supervisor first.

Concur Guides
Travel Expense Management

Employee Travel

Logging into Concur

Expense Reporting

Expense Reimbursement

AUXILIARY SERVICES NON-EXEMPT EMPLOYEE TRAVEL

What are the requirements for travel time to be paid?

What hours can be counted for my conference travel?

What are the requirements for work time to be paid?

Can travel time and work time be paid on the same day?

How should my time be recorded?

Concur Quick Reference Guides