The University Travel area assists with all things travel related including employee reimbursements, travel cards, travel policies & procedures and the University-contracted travel agency.
Connect with UofL Travel Team
Phone: 502/852-8237
Email: travel@louisville.edu
Requirements prior to booking Travel:
1. Read Travel Policy.
2. Create Concur Profile for employee (students are to be booked as a guest) – see Concur section below.
3. Create Travel & Expense Profile. Employees should always check with their unit's business center for departmental travel processes.
4. Request Travel Card (full-time employees) including card application and Blackboard testing. Must request travel card prior to receiving any notifications about Blackboard testing.
- If requesting Student Travel Card, please reach out to Financial Aid for approval; please include the following information:
1) Student Name/Employee ID
2) What is the travel for?
3) Is the conference/symposium/etc. open to students only or the public?
4) Is it a requirement for the student’s degree/course credit/graduation?
5.
International Travel requires Provost approval. Employees should always check with their unit's business center for departmental travel processes.
If the ProCard needs to be used for securing a hotel, please reach out to the ProCard Office BEFORE making any reservations so they can ensure the card is setup to allow hotel bookings. If booking on behalf of a student, Financial Aid MUST be notified and provide approval prior to booking any travel.
If the traveler (faculty, staff, and graduate students) does not already have a travel card, they will need to obtain a travel card which will be presented at check in. Reservations booked in Concur will be secured by the University’s card, but a different form of payment will need to be acquired prior to travel. Please have your travelers start the process of obtaining a travel card immediately.
Anthony Travel Email: uofltravel@anthonytravel.com
Anthony Travel Phone: 502-369-8400
Anthony Travel After hours: 888-645-4260
Anthony Travel Service Fees
Concur - Anthony TravelClick the CONCUR button above to book travel for U of L: enter your specific userID email (userID@louisville.edu), click on sign into UofL AAD leading to Microsoft login.
Controller Talks
Frequently Asked Questions (FAQs)
Requirements prior to booking Travel
University Travel Policy Including Entertainment and Expense Reimbursement; Revised 08/2019
Travel Card
- Please allow approximately 7-10 business days after application has been submitted to travlcrd@louisville.edu and reviewed by our travel team, for notification of card pick-up. This allows time to submit the order, review information, receive cards from bank and load information into Concur-Anthony Travel.
Travel & Expense (T&E) Financials System
Other Helpful Links
Concur (portal) - Anthony Travel
To request a Concur profile (employees only), please email the following details to Anthony Travel at uofltravel@anthonytravel.com, where they can create your profile:
- Name as listed on your government issued ID (must be identical)
- ULink login
- Department name
- Speed Type (Program Number)
- TSA Secure Flight Details (gender and date of birth)
- Work phone (cell phone is not required, but highly recommended)
Anthony Travel Services Fees
|
Type of Service Transaction
(includes individual/group/personal/guest)
|
Full-Service Agent - agent booking on your behalf |
Fee |
| Issue or Exchange: domestic airline or rail ticket |
30.00 |
| Issue or Exchange: international airline or rail ticket |
40.00 |
| Hotel Reservation ONLY (no charge for exchange/refund)
|
15.00 |
| Car Reservation ONLY (no charge for exchange/refund)
|
15.00 |
| WEX payments* do not take effect until January 1, 2024
|
75.00 |
|
|
Online Booking Tool - Concur |
Fee |
| Issue or Exchange: domestic or international airline ticket |
15.00 |
| Hotel Reservation ONLY (no charge for exchange/refund)
|
12.00 |
| Car Reservation ONLY (no charge for exchange/refund)
|
12.00 |
|
|
| Misc. Items |
Fee |
| After-Hours Emergency Fee |
25.00 |
| No charge for refunds (*Fee applies when a new ticket is generated for ticket or exchange)
|
*0.00 |
| International trip notification and risk messaging |
0.00 |
Travel & Expense (T&E) Financials System
Access to make an Expense Profile Request in PeopleSoft is limited to select departmental financial staff. Please see your respective LFO or UBM with any questions.
For all Travel & Expense profile requests (add, delete, update), please do the following:
- Log into PeopleSoft Financials with ULink credentials.
- Navigate to NavBar > Employee Self-Service > Travel and Expenses > Expense Profile Request.
- Select “Add a New Value” to request a new profile or modification an existing profile for an employee or to add a student.
Other Helpful Links - Travel
Car Rental - Emerald Club account (Enterprise/National car rental)
International Travel
Local Hotels
Mileage and Meal Reimbursement Information
Non-Allowable Employee Travel Expenses & Reimbursement
- University procurement cards should not be used to reserve or pay for faculty, staff or student travel expenses (except for registrations).
Non-Exempt Employee FLSA Travel Guidelines (per Human Resources website)
Travel Advancement Rules and Restrictions
Personal Car Rental - requires ULink login (not for Business use, personal use only)
Controller Talks
Frequently Asked Questions (FAQs)
Requirements prior to booking Travel
University Travel Policy Including Entertainment and Expense Reimbursement; Revised 08/2019
Travel Card
- Please allow approximately 7-10 business days after application has been submitted to travlcrd@louisville.edu and reviewed by our travel team, for notification of card pick-up. This allows time to submit the order, review information, receive cards from bank and load information into Concur-Anthony Travel.
Travel & Expense (T&E) Financials System
Other Helpful Links
Concur (portal) - Anthony Travel
To request a Concur profile (employees only), please email the following details to Anthony Travel at uofltravel@anthonytravel.com, where they can create your profile:
- Name as listed on your government issued ID (must be identical)
- ULink login
- Department name
- Speed Type (Program Number)
- TSA Secure Flight Details (gender and date of birth)
- Work phone (cell phone is not required, but highly recommended)
Anthony Travel Services Fees
|
Type of Service Transaction
(includes individual/group/personal/guest)
|
Full-Service Agent - agent booking on your behalf |
Fee |
| Issue or Exchange: domestic airline or rail ticket |
30.00 |
| Issue or Exchange: international airline or rail ticket |
40.00 |
| Hotel Reservation ONLY (no charge for exchange/refund)
|
15.00 |
| Car Reservation ONLY (no charge for exchange/refund)
|
15.00 |
| WEX payments* do not take effect until January 1, 2024
|
75.00 |
|
|
Online Booking Tool - Concur |
Fee |
| Issue or Exchange: domestic or international airline ticket |
15.00 |
| Hotel Reservation ONLY (no charge for exchange/refund)
|
12.00 |
| Car Reservation ONLY (no charge for exchange/refund)
|
12.00 |
|
|
| Misc. Items |
Fee |
| After-Hours Emergency Fee |
25.00 |
| No charge for refunds (*Fee applies when a new ticket is generated for ticket or exchange)
|
*0.00 |
| International trip notification and risk messaging |
0.00 |
Travel & Expense (T&E) Financials System
Access to make an Expense Profile Request in PeopleSoft is limited to select departmental financial staff. Please see your respective LFO or UBM with any questions.
For all Travel & Expense profile requests (add, delete, update), please do the following:
- Log into PeopleSoft Financials with ULink credentials.
- Navigate to NavBar > Employee Self-Service > Travel and Expenses > Expense Profile Request.
- Select “Add a New Value” to request a new profile or modification an existing profile for an employee or to add a student.
Other Helpful Links - Travel
Car Rental - Emerald Club account (Enterprise/National car rental)
International Travel
Local Hotels
Mileage and Meal Reimbursement Information
Non-Allowable Employee Travel Expenses & Reimbursement
- University procurement cards should not be used to reserve or pay for faculty, staff or student travel expenses (except for registrations).
Non-Exempt Employee FLSA Travel Guidelines (per Human Resources website)
Travel Advancement Rules and Restrictions
Personal Car Rental - requires ULink login (not for Business use, personal use only)
