Travel Request and Booking
Policy
Purpose:
The purpose of the policy is to 1) promote the safe travel and return of all KU travelers; 2) enhance KU stewardship by maximizing efficiency and flexibility while minimizing cost; and 3) promote compliance with applicable laws.
Applies to:
All University departments and offices.
Campus:
Edwards
Lawrence
Juniper Gardens
Parsons
Yoder
Topeka
Policy Statement:
Travel outside the state of Kansas must have an approved Concur Travel Request at least 14 days prior to domestic travel, and 30 days prior to international travel (i.e., the “14/30 Rule”). If the need for travel first arises within the applicable 14/30-day period, the traveler must (a) submit the travel request as soon as possible, and (b) receive approval at least one day prior to departure.
When booking travel for yourself, or on behalf of someone else traveling for University business, you are required to use the University-contracted travel management service (i.e., either online through Concur Travel or by contacting CollegiateTravel Planners (CTP) directly).
Exclusions or Special Circumstances:
This policy does not apply to:
- Students, except when they are acting within the scope of University employment or research;
- Hotel accommodations for professional conferences, these may be booked directly to obtain conference discounted rates or availability;
- Flights and/or lodging accommodations that cannot be booked through Concur Travel or with CTP due to content limitations;
- Flights utilizing pre-policy unused airline ticket credits; and
- Travel expenses purchased directly for a KU employee by a third-party entity that is not affiliated with KU and which are purchased in accordance with state ethics laws.
All special circumstances involving University business related travel and use of Concur Travel or CTP are at the discretion of Financial Services.
Contact:
Approved by:
Chancellor
Approved on:
Thursday, September 9, 2021
Effective on:
Thursday, September 9, 2021
Review Cycle:
Annual (As Needed)
Keywords:
Authorization, prior approval, expense, module, trip, travel, car, rent, rental, airplane, flight, airfare, air, plane, booking
Change History:
05/04/2023: Updated to align with current practices.
02/07/2023: Updated link name.
12/09/2022: Updated to align with current practices.
09/09/2021: New Policy published in the Policy Library.
Financial Categories:
Travel
