Getting Started

KSU Travel policy requires employees to use the Concur online tools for travel requests, travel cash advance requests, travel bookings (airline, hotels, and car rentals), and travel expense reports.  

Access to Concur is available to new and existing employees. Employees may request user set-up by completing the form below. Please check with the Business/Budget Manager or Department Chair to confirm your default Speed Chart and Department Budget Numbers. 

travel pocket guide

Concur User Profile Activation or Update Form

The Travel tile will have the option to select Concur access.

Employees may request user set-up by submitting a ticket through the Travel tile in ServiceNow.

Travel Request

Approved travel requests are required, per KSU Policy, for all out-of-state and overnight travel reimbursements and cash advances.  

  • Booking in Concur or through Travel Inc. per state travel policy delivers a prepaid airfare solution that minimizes employee out of pocket expense. 
  • It also enables the University to act on its “Duty of Care” toward employees on business travel.  
  • There is also a fee for Travel Agent services that help our employees travel economically and safely when doing business on behalf of the University.  

Please view the Travel Request How-To Guide for assistance completing a Travel Request in Concur. 

Booking

Travel Incorporated is the state-wide contracted Travel Counselor/Agent and the point-of-contact to support the Concur system for airfare and hotel bookings. Please refer to the following links for assistance with booking airfare, hotels, or car rentals through the ONLINE booking tool: 

Cash Advances

The purpose of travel advances is to minimize the financial burden on employees while traveling on behalf of the State. 

  • Travel advances are limited and available only to an employee whose current annual salary is $50,000.00 or less when traveling within the United States. 
  • Travel advances are available to an employee, regardless of salary level, for international travel. 
  • Travel expenses and advances must be reconciled and submitted as soon as possible, but no later than forty-five calendar days after the completion of the trip. 
  • Advances that remain open and unreconciled more than 120 days after the date of travel should be included in the employee’s IRS Form W-2 as taxable income. 

Individual travelers may request a Cash Advance through the Concur system. Please view the Cash Advance How-To Guide for assistance with requesting a Cash Advance through Concur: 

For Cash Advance requests related to Study Abroad trips, please visit the Faculty-Led Finance Timeline page to access the required documentation.