LEXINGTON, Ky. (Aug. 18, 2020) – In working towards creation of more efficient processes for procurement, purchasing and payment activities across campus, University Financial Services, in partnership with Information Technology Services, will implement Concur Travel and Expense Management, a full-service and cloud-based SAP solution.
The initiative is part of a five-year financial and strategic plan, Our Path Forward, designed to help UK chart its own path to a brighter future for students and the Commonwealth.
Concur will replace the current travel expense system (TRIP) and provide a better user-experience, flexible workflow solutions and mobile support. The new system will also replace the current travel and procard reconciliation processes and provide an enhanced user experience, improved workflows and standardized business procedures.
The Concur booking travel system will remain the same with new added features for requesting and expensing travel.
“Replacing the existing travel system by adding Concur to UK’s suite of core SAP products will create a unified solution for travel and financial expenses,” said Penny Cox, UK Treasurer. “By implementing automated workflows, we can make processes and procedures more efficient and effective.”
On-demand Concur Travel and Expense training videos will be available through myUK Learning for employees to learn about the new system. UFS will be launching a revamped travel and expense website at the end of August that will have more information about Concur, including Quick Reference Guides, FAQ’s and policy changes.
In addition to the implementation of Concur, University Financial Services will be implementing institutional policy changes related to travel and procard purchasing authority.
Below summarizes some of the key policy changes.
- Per diems will now include incidentals
- On departure and return date of travel you will receive 75% of per diem
- For same day travel we will now allow 75% per diem for travel destinations that are 50 miles or further away from the employee’s workstation or traveler’s residence, whichever is greater
- For international travel, the traveler is no longer limited to federal allowable per diem, they must use lodging accommodations that are necessary and reasonable
- Cost comparisons will only be required for airfare combining business and personal travel and driving over 500 miles one-way to a destination
- A procard must be used to pay for all University business travel, when possible
- Business travel expenses paid for using a procard will only require receipts for purchases over $75, unless it’s a business meal, then receipts are required regardless of the amount
- For out-of-pocket travel expenses, receipts will be required for all expenses regardless of amount
- Any unallowable or personal charge placed on the procard will be withheld from the employee’s paycheck
- There will no longer be a difference between standard procards and enhanced procards. All procards will have the purchasing authority of an enhanced procard.
Concur Travel and Expense Management will be available to UK employees through myUK Employee Self Service starting Tuesday, September 8th.
More information about these policy changes will be available on the UFS website closer to the implementation date.
As the state’s flagship, land-grant institution, the University of Kentucky exists to advance the Commonwealth. We do that by preparing the next generation of leaders — placing students at the heart of everything we do — and transforming the lives of Kentuckians through education, research and creative work, service and health care. We pride ourselves on being a catalyst for breakthroughs and a force for healing, a place where ingenuity unfolds. It's all made possible by our people — visionaries, disruptors and pioneers — who make up 200 academic programs, a $476.5 million research and development enterprise and a world-class medical center, all on one campus.
In 2022, UK was ranked by Forbes as one of the “Best Employers for New Grads” and named a “Diversity Champion” by INSIGHT into Diversity, a testament to our commitment to advance Kentucky and create a community of belonging for everyone. While our mission looks different in many ways than it did in 1865, the vision of service to our Commonwealth and the world remains the same. We are the University for Kentucky.