Frequently Asked Questions

Click here for requirements prior to booking Travel

You may click the back button at any time to return to the top of this page.

Concur - Anthony Travel

Travel Card

Travel & Expense financial system (T&E): expense reports, expense profiles, etc.

Miscellaneous

Concur (portal) - Anthony Travel

Q: How do I request a Concur profile for travel (employees only)?
A: Send the following information to uofltravel@anthonytravel.com:

• Name as listed on your government issued ID
• ULink login
• Department name
• Speed Type
• TSA Secure Flight Details (gender and date of birth)
• Work phone (cell phone is not required, but highly recommended)

Q: How can I change a speedtype on a travel reservation in Concur?
A: When booking a reservation, the speedtype can be changed on the ‘Trip Booking Information” page. Select “YES” when asked if you need to change the speedtype and enter new speedtype.

• If travel has already been ticketed, please contact travlcrd@louisville.edu to update the speedtype prior to posting.
• Travelers are responsible for maintaining their own Concur Profile. The Concur profile and the Expense profile in our financials system do not sync.

Q: Is Anthony Travel required to book domestic or international travel?
A: While Anthony is not required at this time, our office cannot assist with travel issues if travel is booked outside of Concur-Anthony Travel. It is urged that departments book travel through Anthony Travel as we have a contract with them, they can assist with various things; refunds, exchanges, etc. that might otherwise cause fees or loss of funds. 

Travel & Expense system (T&E); Expense Reports, Expense Profiles, etc.

Q: Who requires a PeopleSoft “Travel & Expense” Profile?
A: Any employee or student traveling on behalf of the University of Louisville, anyone that enters on behalf of or approves expense reports, must have an active travel and expense profile. ANYONE that TRAVELS is required to have an Expense Profile. Please note: 

• Students paid through UofL payroll should be set up as an employee – will get an employee account. 
• Students not paid by UofL Payroll Dept, should have a student account, indicated with an “S” before the ID. Proxies must create and submit reports on behalf of a student. 

Q: How do I know if I have an Expense Profile, or how do I create one and/or make changes?
A: You will require an account for PS Financials (T&E system), which you can try logging in with ULink credentials (userID and password). If unable to gain access; your departmental UBM, LFO or someone with financials access must make the request, instructions can be found here. Requests will go to department LFO, ITS and the Travel team. Requester will receive notification when completed. Student profile requests should include student’s name and current mailing address.

• If someone needs the ability to approve at the Supervisor level, that should be added in the note section of the profile request.
• If security is setup, put in the profile request again.
• Profiles and travel expense access is not made through the account request process. You are given the security when someone requests the Expense profile. You can see who has a profile in: BI>FI>Department>Financials Access - Expenses.
• Once you have access to PeopleSoft T&E system, go to: NavBar (compass in upper right corner) > Menu > Employee Self Service > Travel and Expenses > Review/Edit Profile.

Our office can check to see if a profile exists and if the user has the appropriate security. Security drops off anytime there is a change in the employee’s job data (HR) status. We do NOT have access to see if passwords are correct.  If profile exists but no security, a profile modification should be entered. 

Q: I am having trouble finding the travel card test in blackboard, how do I find it?
A: Prior to requesting a travel card, an Expense Profile must be approved. You will then need to request a Travel Card before you will receive the notification about Blackboard. To request a travel card, please fill out the individual card request or if you need to request multiple cards. These forms are ULink password protected, you must enter proper credentials to view:

• Individual Travel Card Request
• Multiple Travel Card Requests

Q: How do I see who has a profile and the profile’s current settings (i.e. speedtype, supervisor, proxies)?
A: Login to BI with ULink userID and password. Path/Link to view Financials Access-Expenses; requires Dept ID and Empl ID: BI>FI>Department>Financials Access - Expenses.

Q: What do I do to get reimbursed for business travel?
A: You will need to submit an Expense Report through our financials system. A proxy can create the report but should not submit. 

Please note: Notifications to submit, should NOT be sent from "View" - this is more of a "view only" page.

Q: Do I need receipts?
A: Yes. Best practice is to obtain all receipts for any and all travel expenses, especially cash transactions. ALL business meals are required to have a receipt (should be on travel card), including attendees and reason for business meal.

• You are required to have receipts for any charges over $30. 
• Anything under $30 (minus business meals), is not required to have a receipt, but is up to the department if they require a receipt for under $30. If they require a receipt, they would need to inform employee prior to travel.
• Again, best practice is to keep all receipts.

Q: How do I create a new expense report OR access a pending expense report?
A: Log into PS Financials and following the path below. Enter any Search Criteria under “Find an Existing Value” tab or if a new report; click on “Add a New Value” and enter Empl ID.

NavBar (compass in upper right corner) > Menu > Employee Self Service > Travel and Expenses > Expense Reports > Create/Modify.

Please note: Select the “Find an Existing Value” tab to access a report already started.

Q: How will I receive my reimbursement?
A: Employee reimbursements are sent electronically via EFT. The system will send a remittance email to the employee when payment is set to be transmitted. Students (non-payroll) will receive a check to the address listed in their profile.

Q: How do I view an expense report?
A: Proxies or employees can view a report by logging into PS Financials and following the path: NavBar (compass in upper right corner) > Menu > Employee Self Service > Travel and Expenses > Expense Reports > View. Enter any search Criteria and select Search.

Please note: Notifications to submit, should NOT be sent from "View".

Q: Why am I unable to submit my report?
A: The submit button will be greyed out if the certify box is not checked or errors exist on the report. Click the save button to see errors, they will be highlighted in red or marked with a red flag.

Q: Why can’t I login to the system after receiving a notification to approve a reimbursement?
A: This could be an access or a password issue. Please contact email travlcrd@louisville.edu and we will check if employee has proper access. For password issues please contact Information Technology Services (ITS).

Q: Why am I unable to approve a report?
A: The approve button will be greyed out if the report has not been budget checked or there is a budget error. The system will automatically budget check every 2 hours.

• If accessing before the system has run the budget check, an approver can run the check manually by clicking the Budget Options link.
• If a budget error exists, either the speedtype needs to be changed or the budget needs to be corrected.
• Occasionally, the approve button will be unavailable if the accounting date is not in the current period. The approver should change to the current date and manually run a budget check. Accounting date is located toward the top of the report.

Q: How can I tell why an expense report was denied?
A: A comment is required anytime a report is denied or sent back for edits. The comment can be seen in View or create/modify.

Q: What do we do If adding an expense line from the wallet doesn’t put in the correct expense type or account in the accounting details?
A: If there is an error, please reach out to travlcrd@louisville.edu.

Q: How do I change a speedtype on an expense report?
A: Prior to submission, the creator will open the accounting detail and enter the speedtype in the Speedtype Key field. The tab button should be used to move through the line and the system will update the fund code and department number.

• Any approver may do the same on each expense line, but a budget check will be required after changing.

Q: Who determines who the Expense Manager?
A: This is determined by the specific Department ID number for each department. If Expense Managers need to be reviewed for the department, please email travlcrd@louisville.edu and include the associated Lead Fiscal Officer for that department. 

Q: How can we make hotel reservations for undergrad students? Currently we have a situation where the ProCard is being allowed.
A: Individual may be required to put down personal card down for any incidentals, which is a normal practice with hotels.

Q: Can a Travel Card be used for hotel check-in when a credit card required for incidentals?  
A: No. The Travel Card should only be used for the room/taxes itself. A personal card should be used for all incidentals, the University is not responsible for personal charges to the room, including misc. room service, personal meals, etc. If allowed, the incidental/room service, would need to be put on an expense report and approved by the department.

Q: Are Graduate Assistants considered "students" in our system and we book them as a guest?
A: No. If they are being paid by the university, we are treating them as employees, and they will need to be setup as an employee in financial system. 

Q: If an Expense Report gets sent back multiple times and is now past the 60 days IRS policy, what are the consequences? 
A: The traveler will be responsible for paying any taxes pertaining to the past due expense report. The employee is responsible for keeping an eye in the financials system to track where their expense report is at with processing. It is OK for the employee to follow up with their supervisor, HR Supervisor, etc. to make sure it gets approved in a timely matter and to resolve outstanding errors.

• The expense report has to be free of errors and ready to be approved by the Travel team by 60 days.

Miscellaneous 

Q: Can an employee or student use a ProCard for a hotel charge?
A: No. Employee/student travel should use a travel card for hotel reservations. If the travel card is being processed/not received yet, you will need to reach out to the ProCard Office for an exception too book travel on ProCard. The intent is to use travel cards for all business-related expenses for employees and eligible students.

Q: Can I use the ProCard to book/pay a guest hotel room?
A: Yes.  Since we are no longer utilizing WEX as a hotel payment option, guests (non-employees) are able to have their room booked/paid for with a University ProCard. Please note, that hotels may require a physical card, so please keep this in mind at time of booking. The department booking the hotel room for guest is responsible for finding out if the online payment with ProCard is acceptable and utilizing a personal card at check-in for any incidentals. Most hotels also require some sort of identification. 

Q: What is the expected timeline to implement updated travel guidelines?
A: We are working on a revised travel policy and guidelines and our goal is to have it available by FY25.

Q: Someone submits the travel authorization request for International travel to the Provost's Office. Does that automatically notify the Travel Office, or do we need to contact you separately?
A: Our office is not automatically notified. You only need to contact our office if you need to increase your limit to accommodate the international travel, etc.

Q: Can I do personal travel after business travel?
A: Yes. Documentation is required to show the travel at least 2 weeks prior for cost comparison, showing the most cost efficient for the University from Anthony Travel. Print/Save a PDF of online document and save and continue on booking with actual travel (flight, car, etc.) with the additional personal travel days. 

• If the addition of personal travel is going to cost more, the traveler should pay out of pocket and only get reimbursed for the business portion.  Comparison is required.

Q: Can I book an Airbnb for work travel?
A: Yes. If it's most cost efficient for the University and assumes all the risk and any associated issues that may arise from since Airbnb is not booked through Anthony Travel-Concur.

Q: An employee went on an approved international work trip from the International Center, but did not submit a Travel Authorization ahead of the trip. What do they need to do?
A:  If reimbursement is being requested, they must attach a copy of the Provost FINAL travel approval for the location and travel dates to their expense report.

Q: If there is a local conference, but an employee needs to stay in a hotel, is that allowable?
A: Yes. The hotel is an allowable expense but must be approved by the department, especially if it's for a local conference. For reimbursement, an expense report must be submitted after the event/conference, just as if employee were going out of state. 

Q: How long does it take after a cash advance is submitted?
A: The Cash advance goes through an approval process and requires several levels of approval. It is recommended that cash advance is submitted 2-3 weeks (3 weeks minimum for International) prior to anticipated travel. A cash advance also requires a travel authorization. Both cash advance and travel authorization must be fully approved before Accounts Payable pays the cash advance.

Q: Are we allowed to do a "ride share" with another department when traveling for a work conference?
A: Yes. When an expense report is created, please indicate that in the comments for all travelers. All travelers must have an approved Expense Profile.

Q: If a group of graduate students travel to a conference, can one student get a travel card and book several conference rooms on that one travel card?
A: Yes. Please email travlcrd@louisville.edu for approval from our office. This way we are aware before any expense reports are submitted.

Q: How do you get the UofL rate for car rental if you book it yourself?
A: Please contact travlcrd@louisville.edu.