Travel Approvals

• Automatically assigned to the traveler’s primary supervisor as designated in the HR/Pay system
• Formal acknowledgement that traveler has permission from their supervisor to travel on university business, as required by policy
• Required for all Travel Requests
• Accessible from your Concur homepage

• Dates of travel
  • Ensure the traveler's itinerary does not conflict with departmental responsibilities
• Location of travel
  • Confirm you approve of the traveler going to the stated destination
• Business Purpose
  • Determine whether the trip supports the mission of the unit or specific grant/project

These items are reviewed by other workflow roles:

• Completion and accuracy of the Travel Request (Reviewed by the Fund Coder)
• Funding and Expenses (Reviewed by the Cost Object Approver)
• Travel to high-risk locations (Reviewed by KU Office of Global Risk & Security)
• Cash advance requests (Reviewed by the KU Office of Research)

1. Log in to https://concur.ku.edu/
2. Open your approval queue using any of these:
   • Link in the “Request Pending Your Approval” email
   • Approvals tile on your Concur homepage
   • Required Approvals in the header
   • Home → Approvals menu

1. Click the Requests tab
2. Select the Travel Request
3. Go to Request Details → Request Header
4. Review:
   • Travel dates
   • Travel location
   • Business purpose
5. Contact the traveler if you need clarification before approving

• Approve — Use when everything is correct
• Approve & Forward — Use when another supervisor should approve instead
• Send Back to Employee — Use when corrections are needed or if you do not approve the trip
  • Must include a comment
  • Restarts all workflow steps

Supervisors may assign a delegate to approve Travel Requests on their behalf in Concur. This is helpful when you are out of office or unavailable.

How to Set Up a Delegate

1. Log in at concur.ku.edu
2. Click your Profile icon → Profile Settings
3. Under Request Settings, select Request Delegates
4. Click Add and search for the employee you want to assign
5. Choose the appropriate permissions:
   • Can Approve (permanent approval authority)
   • Can Approve Temporary (approval authority for a defined date range)

Delegates can approve Travel Requests, but cannot approve Expense Reports unless separately assigned under Expense Delegates.

• KU Travel – Approve a Concur Travel Request
• KU Travel – Set Up a Concur Approver Delegate
• KU Travel – Travel Policy & Procedure