Prior to Travel: International Travel Request

International travel is travel on university business to destinations outside of the United States of America. A Travel Request is always required, even if no reimbursement will be requested.

United States Territories such as Puerto Rico and Guam are considered international destinations by the Concur system and are not treated as domestic travel.

Travel Requests must be submitted at least 30 days before the departure date and are required for all international travel.

Before Travel – Travel Request
A Travel Request must be submitted at least 30 days prior to departure. The Travel Request documents all required approvals prior to the trip, encumbers funds for anticipated reimbursement, and ensures coverage under KU Travel Insurance.

After Travel – Travel Reimbursement

After returning from international travel, a Travel Reimbursement must be submitted. The reimbursement should represent the full story of the trip, including all destinations visited, inter-city travel, and any meals that were provided or included.

The reimbursement documents all expenses related to the trip, including both pre-paid and out-of-pocket costs, and initiates payment for out-of-pocket expenses and per diem.

Travel Reimbursements should be submitted promptly upon return. Requests submitted 60 or more days after the return date may be considered taxable income.

Trip Details

• Traveler’s starting location
• Description and location of meeting/activity
• Trip start and end dates
  • Trip begins when leaving home or primary work location
  • Trip ends upon return

Funding Information

• Identify the specific source of funds
• Funding must be approved by the unit

Business Justification

• Purpose of the trip
• Why it is necessary
• How it benefits the unit or grant

Additional Required Information

• Dates used as personal time
• Explanation of any third‑party (non‑KU) funding
• Anticipated expenses
• Cash advance justification (if applicable)
  • Only available on KURES funding
  • Must list expenses to be paid via cash advance
  • Unused funds must be returned

Do not submit an international travel request when travel is occurring within the U.S. In this case, submit a Domestic Travel Request instead

United States Territories such as Puerto Rico and Guam are considered international destinations by the Concur system.

Do not travel without authorization by a supervisor

Option 1 — Submit Directly in Concur (Preferred)

• Follow Instructions: Creating a Concur Travel Request
  • Graduate students must indicate which supervisor should approve the travel

Option 2 — Submit via Finance Service Portal (FSP)

• Create a Travel-Related Request. Complete the initial ticket fields, including the ticket title, the Primary Unit, School, or Department providing funding, and any additional ticket contacts.
• Select Employee/Student Requesting Travel and either attach the form (optional) or enter details manually. Provide trip details, funding source(s), business purpose and estimated expenses.
• Once SSC prepares the Travel Request in Concur, the traveler receives a notification and must log in to Concur to acknowledge and submit. ​​​

Before Submission in Concur:

The traveler must acknowledge Travel Risk Advisory as well as complete International Export Control Form and Laptop Checkout Information (if applicable)

The traveler is notified when request is ready in Concur. The traveler must log in, review and submit the Travel Request in Concur.

Funding information must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions. Submitters should work within their unit to determine appropriate funding sources.

If someone else in the unit provides funding information, they should be included as a ticket contact. Written authorization, such as an email from a department chair or Principal Investigator, should be attached when applicable.

Minimum funding information includes: a Project Number for grant funding; a Cost Center and Fund for non-grant funding; or a KUEA Account Number for endowment funding.

For transactions using multiple funding sources, submitters must explain how the expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, the requester will receive a confirmation email that includes a ticket ID number. This ticket ID should be used when referencing the request outside of the system.

The Finance SSC may request additional information. Requests can be responded to by replying to the ticket notification email or by adding comments and attachments directly in the ticket.

Ticket status notifications will be sent as processing progresses, including notifications when work is complete or when action is required by the department or unit.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.