Trip Preparation

• Ensure your Concur profile is up to date and complete, including your Travel Approver. Save your Frequent Traveler numbers to your profile to have them automatically added to applicable reservations.  

• Discuss travel plans with your business office before making any reservations and remember that all Travel & Entertainment Policies apply, regardless of funding source.
• Eligible faculty and staff can apply for the Penn Travel Card to significantly reduce out-of-pocket cost.

• Download Concur Mobile app to your smart phone or tablet.

How Do I Book My Travel?

Conference Registration

• Charge to department PCard or Penn Travel Card.
• Note: conference activities that are optional and social in nature are non-riemburseable.

Air

• Book airfare at least 14 days in advance for the best choice of flights and fares.
• Use Concur Travel online booking tool or book with a World Travel Inc. agent.

• The University discounts negotiated with preferred travel suppliers automatically apply.

• Charge airline expenses directly to your department/funding source to eliminate out-of-pocket expenses by using the ‘direct bill’ option.

Train:

• Amtrak tickets can be purchased on www.amtrak.com or with a World Travel Inc. agent.

• A credit card or department PCard is required at time of reservation.

Rental Vehicles and Ground Transportation

• Rental vehicles should be reserved through Penn’s agreement with Enterprise Mobility (Enterprise and National). Decline insurance domestically; purchase insurance internationally on Enterprise and National rentals.
• Reservations may be made via the Penn-EM Portal (direct bill and credit card pay options) or Concur Travel (credit card pay only).
• Completion of the Workday Learning Driver Safety course is required prior to renting a car for University-related travel. The course must be taken once every three years.
• Taxis/Ride Share services utilized while traveling on University business are a reimbursable expense.
• When driving a personal vehicle, drivers are reimbursed for the actual miles traveled. Refer to IRS standard mileage rates.

Hotel:

• Travelers are encouraged to take advantage of negotiated hotel rates when available (e.g. conference arranged room block) or book via Concur Travel.
• A credit card is required at time of reservation. Utilize your Penn Travel Card or personal credit card. Check with your department for direct billing if possible.

 

Best Practice: By using the Concur online booking tool to book your air, hotel, and rental car, you control your own bookings and are supported by World Travel Inc. throughout your trip.

 

• Carry your government-issued ID, Passport, Visa, and/or other documentation. Do not place in checked luggage.
• Keep essential contacts accessible.
• Retain all receipts, either electronically or hard copy.
• Utilize the SAP Concur Mobile to capture receipts on the go during travel.
• Use the Penn Travel Card to minimize out-of-pocket expenses.

• Upon conclusion of your trip, use Concur Expense to complete and submit your expense report within ten days of trip end date to be reimbursed any out-of-pocket expenses and to ensure timely payment of Penn Travel card transactions to avoid incurring late fees.
• Concur Expense ‘Business Justification’ field: be consistent and be specific. Always provide an explanation when an exception is displayed in Concur. “Work required this” is not specific enough.
• Important: All travel-related reimbursements must be submitted within 60 days of the end date of the trip.

• Review travel guidance on Global Support Services site.
• All Penn-affiliated international travel is required to be registered in MyTrips.
• All international travel, funded by the federal government must meet Fly America Act guidelines.
• Passports are required when traveling to another country. Make sure your passport is valid and has enough blank pages for the destination requirements. Extend your passport if it will expire within six months of your return home.
• Find out if your destinations require any visas to enter or transit.
• Pre-Trip Vaccinations are eligible for reimbursement for faculty, staff and students traveling on a Penn-affiliated trip. For more information, visit Pre-Trip Vaccinations.
• Check currency exchange rates before you go.
• Check with the U.S. State Department concerning travel advisories.
• Know the rules of the road. Check destination’s drivers license requirements and always buy basic car insurance when renting internationally.

Most University-related travel can be managed without using personal funds. Schools and Centers may set and enforce stricter requirements.

• Follow Travel & Entertainment Policies.
• Airfare booked through the Concur online booking tool or with World Travel Inc. can be charged to a direct bill account, with allocations made every two weeks to your department funding source.
• Use the Penn Travel Card, for ground transportation, lodging, and food. Upon submittal and approval of your Concur Expense report, Penn will pay the credit card on your behalf for approved University business-related expenses. *Personal expenses are the responsibility of the cardholder to pay.
• Personal credit card or cash is acceptable, but not a preferred method.
• Retain all receipts, either electronically or hard copy. Receipts are required for all expenditures of $75 and over.
• Missing Receipt Declaration requires comment with specific information, not a general statement. Missing Receipt Declaration is not available for all expense types. Refer to Policy 2365.
• Submit conference agenda (when applicable) with reimbursement request.
• Upgraded Transportation (e.g., first/business/premium class airfare, car services/Uber Black) must be pre-approved. Approval must either be posted or attached to each expense report. If posted, comment field should refer to it.

• Travel Policies and Procedures | travel@upenn.edu
• Travel Card Support | travelcardsupport@upenn.edu
• Support Navigating Concur Expense | doftemsupp@pobox.upenn.edu
• Visit the BEN Helps Support Portal for comprehensive travel, expense, and card resources and to submit a support ticket.