Many of the questions that are included in this section were received during the travel program pilot phase.
If you do not see an answer to your question here, please contact your campus or Statewide Travel Administration . We will continue to add questions and answers to this section as they arise.
CTM is basically the travel agency that the University of Alaska and the State of Alaska use to manage the purchase the of airfare, make rental car and hotel reservation, book rural travel, and support our travelers.
CTM manages the travel booking options in Concur. The rates that a visible are based on State of Alaska contract rates and industry standards. All travel options that you would be able to see through other travel websites should be visible.
Yes, you can make changes directly with the airline that you are traveling with.
Some changes, like seat selection, can be made through the airline website. Other changes, like trip routing, will need to be made by calling the airline.
CTM is available if you need additional help that the airline can not provide.
General phone #: 907-786-0107
Toll Free #: 833-500-4292 (24 hour service)
$18 - Full touch fee is associated with services that are provided over the phone like making a booking or changing a ticket.
$19 - Research fee is associated with services like CTM generating a business trip comparison.
Yes, if you include anything in the "Notes to Agent" section of your Concur travel booking, the university is charged a $10 partial touch fee. At this time, the traveler and their department are not responsible for these types of charges.
Please do not use this field unless an agents assistance is required.
It is important to note that the university is charged the $10 fee even for comments like, "Booked rental car outside Concur". An agent is prompted to review the booking details when anything is added to this section.
You receive this email notification when a card charge has been sitting in your available expenses in Concur for more than 15 days.
This typically occurs when airfare is purchased more than 15 days in advance, but it can also occur if charges on your UA travel card go unassigned.
To stop receiving notifications about the unassigned charge, go into concur and assign the charges to an expense report. Do not submit the expense report until the trip is completed and you have all the related expenses in Concur.
All expense reports that have not been submitted will appear in the open reports sections of Concur.
The normal approval workflow will still occur for this travel. For general funds, the employee’s supervisor is the approver; and for restricted funds, the cost object approver is the approver. The employee’s campus processor completes the final approval of the expense report.
Additional approvers can be added. It’s recommended that expense reports that include another campus’s funding get approved by the appropriate expenditure authority. This approval could be an email in the backup documentation. It is not the processor’s responsibility to route expense reports to another campus for additional approvals.
The employee or their delegate are responsible for arranging the travel; however, the department travel coordinators may arrange to have the other campus help with some of the travel arrangements. These types of arrangements can be made at the discretion of those involved.
If you pay for your lodging with the UA Tavel Card, which is university paid, you should receive the tax exempt status in-state.
It is best to communicate the university's tax exempt status when you check in at the hotel. If you notice on your receipt that you were charged taxes, please contact the hotel to have it corrected. Your Travel Coordinator can help with this. Contact your campus Travel Administrator or Statewide if the hotel will not reverse the taxes.
The university of Alaska should receive the tax exempt rate in the State of Alaska. If you have problems receiving this, please use the documentation on our credit card page (under Tax Exempt Documentation) to provide details to the vendor.
Per diem rate for Anchorage, Fairbanks, Juneau and their surrounding communities are set by the University President.
Employees and students that are using Concur for travel will use the new travel regulation per diem rate in these cities. The new regulation per diem rate is $70 for Anchorage, Fairbanks, Juneau and their surrounding communities within a 50 mile radius.
After November 1, 2019, the entire University will move to the new regulations and will start using the $70 per diem rate for Anchorage, Fairbanks, Juneau and their surrounding communities.
Instead of basing per diem on time in travel status, the system will simply calculate the first and last days of per diem at 75% of per diem.
The first day is calculated based on where you sleep on the first night of business. The last day of per diem is based where you slept the last night of business.
Yes, you can be reimbursed for actual meal costs up to the per diem rate for that location. Receipts are required for actual meal reimbursements. Note that receipts are not required for per diem.
This is based on Federal M&IE Breakdown
|M&IE Total||Breakfast||Lunch||Dinner||Incidentals||First and last day|
*The $70 rate has been established by the University President for Anchorage, Fairbanks, Juneau and their surrounding communities.
- Concur Travel App - View upcoming and past trip details, upload receipts, manage your expenses and update your expense report as you travel, and share your travel plans with family, friends and coworkers.
- Tripit Pro - View upcoming trip details as a timeline, check in for flights, view alternative flights, track fare changes, activate seat tracker to get a better seat assignments, receive alerts about flight delays and changes, view interactive maps of airports, view security wait times, track frequent flier points, view international travel information and more.
- Other Apps - A list of travel apps can be found under the App Center menu option in Concur.
- Get the Concur Travel App through the App Store on your mobile device.
- View the login options in Concur, under Profile Settings>Concur Mobile Registration. You can either use the University's Single Sign On option by entering a company code, or you can use your University email and a PIN.
- Once you sign into the Concur Travel app on your phone, start exploring all the functionality.
- Go to the the App Center in Concur and select the Tripit App option. It is important to go through your Concur App Center so that you get the added features of Tripit Pro and your Concur account is automatically linked.
- Once you select the Connect option, you will be prompted to enter a password. This will be what you use to log into the app on your phone.
- Go to the App Store on your mobile device and get the Tripit App.
- Sign in with your university email and the password you just created.
- Start exploring all the cool travel planning options.
Because university employees receive State of Alaska contract rates when booking travel through Concur, travel that includes personal days can only be booked through Concur if it is an extended stay at the business or intermediate location.
If the traveler would like to go to a separate location for personal reasons, they should book the trip to the separate location outside Concur. It is not appropriate to ask a university travel coordinator to help with personal travel to a non-business location.
In either case, when business travel includes personal travel, a business only cost comparison is required. This should be obtained at the same time that the business/personal trip is booked in Concur Travel. It needs to be attached to the Request for travel authorization. If a business comparison is not provided, our travel agency (CTM) will generate a business only cost comparison and the associated fees will be paid by the traveler.
The business only cost comparison can be obtained from Concur Travel before the travel takes place. For the most realistic comparison, it best to make the comparison close to the time that the business/personal trip is booked. It should be done through Concur Travel so that the discount rates are applied.
In concur, on your home page or on the Travel home page, you should see the Trip Search box on the left side of your screen.
Select the business only departure and arrival cities, and the business only departure and return dates. Then hit the search button to see the business only flight options. Select the airfare that most represents the business only trip and take a screen shot of the information. You will attach this to your Request and again to your Expense Report after you travel.
**DO NOT RESERVE THE COMPARISON FLIGHT**
Simply exit the Travel section of Concur after you get the screen shot of the business only comparison.
If the business only cost comparison was not obtained through Concur travel and/or was not done before the travel was completed, the traveler (or their travel coordinator) is required to contact CTM for a business only cost comparison.
The charge for this service is $18 and should be covered by the traveler unless there is a business reason the business only cost comparison was not obtained through Concur Travel before the travel occurred.
Please send the following information to firstname.lastname@example.org:
- Traveler name
- Original request ID#
- Date trip was approved
- Business only travel dates
- Business only travel departure and arrival cities
There are several methods that can be used to attach or upload receipts so that they are available in Concur Expense:
- Electronic receipts are available for airline bookings that are made through Concur Travel and for vendors that are partners with Concur (like Uber). The traveler will need to turn on the Electronic Receipt option under their Concur Profile to have this option work (see the next question in this FAQ section). To see a list of Concur vendor partners that provide e-receipts, visit the following link.
- Use the Concur App to take receipt images and have them upload to Concur directly. See the the Mobile Apps section of the FAQ for more details.
- Email receipts and itineraries to Concur. To turn on this function, go to your profile, enter your email address in the email section, and hit verify. Follow the directions in the profile email section to verify your email and add travel arranger/delegate email information if needed. Once you have verified your email, you can send receipts to email@example.com or firstname.lastname@example.org. If you use the Expensit email option, it will read the receipt to start autopopulating expense details in Concur. To upload itineraries, send details to email@example.com. Sent receipts and itineraries will automatically upload to your Concur account.
- Upload images directly into Concur as you are creating your expense report. You can either upload new receipts to Concur Expense by selecting Upload New Receipts or you can attach a receipt directly to an expense in an expense report by selecting Attach Receipt.
Only travelers have access to turn on the Electronic Receipt option. A delegate can not do this step for the traveler.
The traveler will need to go to their profile in Concur. They can do this by selecting the profile icon on the top right of their Concur home page and then selecting Profile Settings. Once on the Profile Options page, go to Other Settings at the bottom of the left side bar, and select E-Receipt Activation.
Once on the E-Receipt Activation page, follow directions to turn this option on.
Receipts are required for all travel expenses except per diem.
There is a lost receipt allowance of $75 for all expense types except hotel, rental car and airfare. If you lose your hotel, rental car, or airfare receipt, you will need to work with the vendor to get a replacement.
Yes, rental cars can be reserved through the Concur booking tool. A UA travel card is not needed to make the car reservation.
It is important to note that the reservation is made as soon as the option is selected. If the airfare portion is canceled before the booking is completed, it will not cancel the rental car reservation.
Go to Travel>Upcoming Trips in Concur. Select Cancel under the action column for the trip that you would like to cancel.
You can rent a car in the economic, compact, midsized, standard or full size classes.
If you need a higher class such as an SUV or 4WD, a justification is required.
No, the account code is applied based on three fields that are completed in Concur. These three fields are Trip Purpose, Trip Type and Traveler Type.
Domestic and Alaska travel account codes start with 21XX
Canadian and International travel account codes start with 23XX
|Trip Purpose||Acct Code||Notes|
|Administrative Activities||2X21||Use this for administrative activities (related to the running of the unit, department, project, or program). for the University or for University programs or projects involving research, instruction, public service or other institutional activities. EXAMPLE: You are a State-wide employee traveling to Anchorage to meet with HR staff at UAA about benefit rates.|
|Athletic Team Travel||2X40||Use this for athletic team travel. EXAMPLE: You are a ladies volleyball coach traveling to Montana for a tournament with your team.|
|Instruction to UA Students||2X60||Use this for UA instructional delivery by University faculty or staff to University students. EXAMPLE: You are a faculty member traveling to the Kuskokwim campus to teach a class.|
|Lobbying||2190||Use this for influencing legislators or agencies in pursuing policies or programs favorable to the University. EXAMPLE: You are traveling to Juneau to represent the University at an Alaska Senate budget hearing.|
|Multi-Purpose Trip||Use the “Multi-Purpose” selection if your trip involves more than one of the activities listed on the previous pages. Then assign the correct trip purpose to each expense in the expense report. EXAMPLE: You traveled to a workshop to train for working on unmanned aircraft, then you went to the field to conduct a mapping study. The expenses for the workshop days would be “Professional Development/Training” and the expense for the field work days would be “Research/Program Activities.|
|Professional Development/Training||2X30||Use this for attending professional conferences, workshops, seminars, trainings and other educational programs for the purpose of job enrichment, career or staff development. EXAMPLE: You are a facilities employee traveling to a training for coal plant managers.|
|Recruitment of Employees||2452||Use this for travel intended to recruit employees. EXAMPLE: You are a member of a hiring committee that must travel to conduct a hiring interview OR you are a prospective candidate traveling to Alaska to interview for a position.|
|Recruitment of Students||2440||Use this for travel intended to recruit students. EXAMPLE: You are traveling to high schools in the Salem, OR area to convince students to enroll in UAF.|
|Research/Program Activities||2X25||Use this for travel that involves research or program activity, including meetings, field work, maintenance or repairs, attending workshops, conferences, and seminars to present research or provide information about the project. EXAMPLE 1: You are traveling to a remote field site to collect samples for your research project. EXAMPLE 2: You work for Facilities and you must repair a boiler in Bethel. EXAMPLE 3: You are a cooperative extension agent giving a canning workshop to local residents.|
|Student Travel||2X70||Use this for non-employee students traveling for the purpose of instruction, including workshops, internships, student teaching, conferences, non-athletic competitions, and seminars. EXAMPLE: You are a student in the math program traveling to a scholastic math competition.|
|Other||2x21||Use this only if your travel does not fit in any of the other purpose types. This will be reviewed and changed by the UAF Travel Auditor as needed when the expense report is processed.|
Yes, the following account codes are assigned through Concur when one of the associated Expense Types is selected.
|Expense Type||Account Code|
|Recruiting Package/Entry Fees||2440|
|Space Rental (short term)||3118|
The card applications for each campus can be found at this link.
You will need to send the application to your supervisor for approval.
It will then go to your campus Card Program Administrator for final approval.
The UA Travel Card may be used for travel related expenditures incurred for the purpose of conducting university business. Typical purchase on the UA Travel Card include:
- Car rentals, including related gasoline and other expenses.
- Ground Transportation
- Conference fees
All employees who travel on university business or pay for university travel related expenses are eligible to use a UA Travel Card. This includes student employees but does not include students who are not employees.
Travelers can start using the UA Travel Cards once they start processing their travel through Concur.
Once the application is completed, the card takes about 5 business days to arrive.
It will be shipped to your campus Card Program Administrator. They will contact you when it arrives.
Contact your campus Card Program Administrator.
A higher limit will need to be approved by a Fiscal Manager in your department.
A university paid card program is being recommended because it reduces or eliminates the financial burden for the travelers that use the program (all travel related expenses can be charged to the card). Travelers will receive tax exempt rates in state and they will be able to reconcile their travel expenses with their card transaction in one platform (Concur).
The implementation of concur integrates the travel expense reimbursement process with the travel card reconciliation process and will limit potential misuse.
Travel card transactions will be tied to each traveler in concur where they can be matched to the exact expense on the expense report.
The reporting functions in Concur provide transparency about the charges that remain outstanding/unassigned.
It is highly recommended that all employees use the UA Travel Card for their travel related expenses.
There are many benefits to the new travel card program that will save the university money and reduce the administrative time needed to process travel.
Because transactions feed directly into Concur and auto-populate fields on the expense report, we have heard many reports from traveler and Travel Coordinators about the time they are saving.
These two travel cards options will no longer be used. The new UA Travel Card will replace the previously used travel cards.
If you currently use a Department Travel Card or an Individual Travel Card, your account(s) will not be closed until you have transitioned to the new UA Travel Card and have started using Concur.
Travel coordinators/Delegates will still be able to assist travelers with submitting the travel request, making reservations and completing the expense report.
Airfare booked through Concur or with the travel agency will be charged to a Travel Agency Card.
Travel Coordinators will see efficiencies due to airfare estimates/comparisons, requests, booking and expense reports being handled within a single platform/tool.
Charges on the UA Travel Card will be reconciled by creating/submitting the expense report within Concur.
Under a UA Travel Card program, the cardholder must account for every card charge (charges cannot be deleted).
With reporting from Concur, the University can easily identify the status (unassigned/outstanding, submitted/in process or processed) and purpose of those charges (if assigned to an expense report).
JP Morgan Fraud Numbers:
UA Contact: Alison Hayden
After you report the fraudulent charge to JP Morgan, they should credit your card the full amount. Sometimes they will process the credit on your replacement card. Either way, you will end up with a charge and a credit for the amount in the list of your expenses to process in concur.
When you assign the charge and the credit to an expense report, select the expense type "Dispute/Fraud". When the expense report is submitted and approved, the fraudulent activity will be cleared from your Concur account and post to Banner.
Overall the administrative effort should be reduced. As travelers use the program, there is less data entry required on the expense report (by the traveler or delegate) as many fields will be pre-populated with the credit card data.
Reconciliation at the cardholder level should also be less effort because all that will be needed is to tie the card transactions to the expense report.
Statewide Finance will complete the monthly general ledger reconciliation.
Email reminders can be configured in Concur to communicate with the traveler regarding outstanding (unassigned or unsubmitted) charges. Reporting from Concur can also be used from an administrative aspect to identify the specific traveler(s) with outstanding charges for more targeted communications.
Should a traveler use the corporate card for personal reasons, the first attempt at repayment will be from an automatic deduction on the expense report.
If the traveler owes more than the cash/out-of-pocket expenses on the report (i.e. per diem), the remaining funds owed to the University would be repaid through a payroll deduction.
For example, if the traveler had $50 in personal spend on the card, but had $100 in cash/out-of-pocket expenses (per diem, mileage, etc.), the traveler would be paid $50.
If the traveler had $125 in personal spend on the card and $100 in cash/out-of-pocket expenses, the traveler would have $25 deducted from their payroll.
Because the University is an entity of the State of Alaska, purchases made with the UA Travel card should be tax exempt in state.
If a hotel refuses to honor the tax exempt status, ask to speak to the hotel accounting department and provide the documents that can be found under the Tax Exempt section on the Travel Card Program page of this website.
The card applications for each campus can be found at this link.
Please note that this is a 'secure link', which means you need to be on campus or using VPN to access the application. If you need a direct application link, please contact your campus card administrator.
The orgn code is part of your department's funding information. Travelers will not always know this information so the field is enterable for the traveler but required for the supervisor. Please contact a fiscal person in your department to learn more.
The orgn field dropdown only lists a couple hundred orgns but it does not list every orgn for the university. As you start typing your department's orgn into the field, the options will be filtered to match the numbers that are entered. If you do not see your department's orgn after typing the entire number into the field please contact your campus card administrator.
All cards are delivered to your campus travel card administrator so that they can verify that you have received training before getting your card.
Please enter your department address or an address you will remember into the Delivery Address fields. This will be the address that you may need to occasionally provide at the point of sale. It is also the billing address that you will need to enter in your Concur profile.
No, the application only requires that you enter the last 4 digits of your social security information. It is only used for security purposes. When you activate your card or if you call JP Morgan for assistance, you will be prompted to enter the last 4 digits of your social security number.