Travel
Anthony Travel Email: uofltravel@anthonytravel.com
Anthony Travel Phone: 502-369-8400
Anthony Travel After hours: 888-645-4260
Click the CONCUR button to book travel for U of L: enter userID email, click on sign into UofL AAD leading to Microsoft login:
Contact Internal UofL Travel Employees
University Travel Policy
- Including Entertainment and Expense Reimbursement; Revised 08/2019
Requirements prior to booking Travel
PeopleSoft Travel & Expense (T&E) System
Additional Information for Travel
Travel Frequently Asked Questions
Travel Card
- Request a Travel Card: Please send requests for cards to travlcrd@louisville.edu. Please include employee ID in email and you must have an active T&E profile. Once the request is received, the travel team will send the employee an application and training instructions. The application will be prepopulated with the information from the travel and expense profile.
Requirements prior to booking Travel
- Read Travel Policy.
- Create Concur Profile for employee (students are to be booked as a guest) – see Concur section below.
- Create Travel & Expense Profile.
- Apply for Travel Card (full-time employees only).
- International requires Provost approval, employees should always check with their business center for departmental travel processes.
Concur
- Setting Up Concur Travel Profile and assistance
- Booking for a Guest (i.e. students)
- Booking for Others (i.e. faculty and staff)
- Profile Update for Others and Primary Arrangers
- Search for specific flights
- Financial Trip Booking info
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) System
- T&E Travel Authorization
- T&E Expense Report
- T&E Submitting for Approval, Approval and Payment History
- T&E Approvals
- Pay Only Travel Requests
- Expense Profile Request Instructions
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.
- 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.
Additional Information for Travel
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).
Emerald Club account (Enterprise/National car rental)
International Travel Information (International travel requires Provost approval)
Mileage and Meal Reimbursement Information
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)
Click the CONCUR button to book travel for U of L: enter userID email, click on sign into UofL AAD leading to Microsoft login:
Contact Internal UofL Travel Employees
University Travel Policy
- Including Entertainment and Expense Reimbursement; Revised 08/2019
Requirements prior to booking Travel
PeopleSoft Travel & Expense (T&E) System
Additional Information for Travel
Travel Frequently Asked Questions
Travel Card
- Request a Travel Card: Please send requests for cards to travlcrd@louisville.edu. Please include employee ID in email and you must have an active T&E profile. Once the request is received, the travel team will send the employee an application and training instructions. The application will be prepopulated with the information from the travel and expense profile.
Requirements prior to booking Travel
- Read Travel Policy.
- Create Concur Profile for employee (students are to be booked as a guest) – see Concur section below.
- Create Travel & Expense Profile.
- Apply for Travel Card (full-time employees only).
- International requires Provost approval, employees should always check with their business center for departmental travel processes.
Concur
- Setting Up Concur Travel Profile and assistance
- Booking for a Guest (i.e. students)
- Booking for Others (i.e. faculty and staff)
- Profile Update for Others and Primary Arrangers
- Search for specific flights
- Financial Trip Booking info
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) System
- T&E Travel Authorization
- T&E Expense Report
- T&E Submitting for Approval, Approval and Payment History
- T&E Approvals
- Pay Only Travel Requests
- Expense Profile Request Instructions
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.
- 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.
Additional Information for Travel
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).
Emerald Club account (Enterprise/National car rental)
International Travel Information (International travel requires Provost approval)
Mileage and Meal Reimbursement Information
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)