Office of the Provost
Booking University Travel – Guidance and Reminders
We are writing today with some reminders related to University travel that are of particular importance as we face continued disruption from the COVID-19 pandemic. Failure to follow appropriate policies and procedures related to University travel may result in unreimbursed out-of-pocket expenses for individuals. We hope that the following guidance can ensure all faculty and staff avoid such situations.
- Pre-approval: All work travel by University employees, students, and guests must be pre-approved prior to travel. University employees are required to submit their Travel Request for pre-approval in Concur. Pre-submission of travel requests in Concur also allows the University to offer support in the event of an emergency. Failure to obtain pre-approval of travel will result in non-reimbursement of travel expenditures.
- Travel agent: We strongly recommend that all University travel is booked through our travel agent, Anthony Travel, using the University-sponsored T-card. Anthony Travel has a dedicated UConn agent. Travel can also be booked online within the Concur system where you can search for flights similar to the Expedia application.
- If you book travel independently and have to cancel this travel, you will be responsible for any resulting costs that will not be reimbursed by the University. For instance, if you book a non-refundable flight on Expedia and then have to cancel this travel due to the pandemic, you will not be reimbursed for the ticket. Anthony Travel will support any cancellation or postponement of travel that they have booked, including obtaining credits for the unused tickets. There are no booking fees or agent fees charged back to the department when using Anthony Travel.
- Driving: If you are choosing to drive instead of fly, please review section 3a of the Travel Policy. Costs for ground travel above the lowest reasonable commercial fare for your trip typically will not be reimbursed. If choosing road or rental car over air travel, please email email@example.com to discuss strategies for best supporting your trip.
If you have questions about your travel and need any support in finding the best way to travel to meet your needs, please reach out to firstname.lastname@example.org. The Travel Services staff are always happy to help. You can also find the FAQs on UConn domestic travel reopening here.
Interim Vice President for Finance and Chief Financial Officer
Senior Vice Provost for Academic Affairs