Travel

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.
  5. International Travel requires Provost approval. Employees should always check with their unit's business center for departmental travel processes.

Anthony Travel Email: 
Anthony Travel Phone: 502-369-8400
Anthony Travel After hours: 888-645-4260
Anthony Travel Service Fees


Concur

Concur - Anthony Travel
Click 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 , 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:

  1. Log into PeopleSoft Financials with ULink credentials.
  2. Navigate to NavBar > Employee Self-Service > Travel and Expenses > Expense Profile Request.
  3. 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)


Concur

Concur - Anthony Travel
Click 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.


Concur

Concur - Anthony Travel
Click 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 , 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:

  1. Log into PeopleSoft Financials with ULink credentials.
  2. Navigate to NavBar > Employee Self-Service > Travel and Expenses > Expense Profile Request.
  3. 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 , 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:

  1. Log into PeopleSoft Financials with ULink credentials.
  2. Navigate to NavBar > Employee Self-Service > Travel and Expenses > Expense Profile Request.
  3. 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)

The Office of Finance and Administration serves all eligible faculty, staff, and students regardless of race, color, national origin, sex, disability, or age.

Budget & Financial Planning

Grawemeyer Hall
Rm LL14
Louisville, KY 40292
Bursar

Phone: 502-852-6503
Houchens Building
Suite 101
Louisville, KY 40292
Controller

Phone: 502-852-6164
Service Complex
2nd Floor
Louisville, KY 40292
Accounts Payable & Travel


Service Complex
2nd Floor, Rm 212
Louisville, KY 40292
Payroll Services

Phone: 502-852-2978
Service Complex
2nd Floor, Rm 223
Louisville, KY 40292

Operations

Grawemeyer Hall
Louisville, KY 40292