Travelers may choose from the following travel vendors to make their UK official business air, hotel and rental car arrangements:
AAA Corporate Travel Services is a University designated travel agency. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with AAA. Contact: 859-323-5354. See AAA Corporate Travel Services for detailed information.
Concur is AAA’s online self-service reservation system, which offers the flexibility of 24/7 business and personal (leisure) travel arrangements. It displays airline published fares, as well as Internet fares. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with Concur or Trip Manager. Help Desk: 1-877-463-0543.
Avant Travel is a University designated travel agency. Avant operates an off-campus location, and provides business and personal (leisure) travel arrangements. Contact Avant Travel at 859-233-0000. The University Procurement Card or personal credit card can be used for purchasing business airline tickets from or making business hotel and rental car reservations with Avant. See Avant Travel for more information.
Alternate Travel Vendors - While the University prefers and encourages travelers to make their business travel arrangements through UK Travel (AAA Corporate Travel Services, Concur or Avant Travel), business travelers do have the option of using an "alternate vendor" instead. An alternate vendor is any vendor other than AAA, Concur or Avant. Examples of alternate vendors are Expedia, Travelocity, Orbitz, Delta.com, ABC Travel Agency, etc. If arrangements are made through an alternate vendor, then the following must be understood:
- For Business Airline Tickets: A personal credit card must be used to purchase business airline tickets from an alternate travel vendor, with expenses submitted for reimbursement to Accounts Payable on a Travel Voucher after travel is completed. To substantiate that a favorable airline ticket price was received from an alternate travel vendor, a cost comparison from UK's online reservation system must also be submitted with the Travel Voucher. The cost comparison from Concur must show a listing of airfares for the same dates of travel, the same travel destinations, and the same approximate times of departure as shown on the ticket purchased from the alternate travel vendor. If personal travel is included with business travel on the airline ticket, then the cost comparison must be for the business travel dates/destination(s) only. The cost comparison must be the first page of available schedules from Concur, which also shows the search parameters used and the airline matrix across the top of the screen. Print from your browser (do not use the print/email function on Concur) to include all information requested. The cost comparison must be printed on the same day as the ticket is purchased, and must be date-stamped to show this. If an air plus hotel or car "package" was purchased through an alternate vendor, then the appropriate cost comparisons for the air as well as the hotel or car must be secured from Concur. Regarding international travel cost comparisons, it may be that Concur cannot provide an adequate cost comparison due to the complexity of an international trip; therefore, it is acceptable to use a cost comparison from one of UK's designated travel agencies (AAA, Avant Travel) for these types of international trips only. You may need to make a printer adjustment to allow a date stamp and page number to appear on the cost comparison.
- For Business Hotel (room & tax only) and Rental Car Charges: The University Procurement Card or a personal credit card may be used for payment. If a personal credit card is used, expenses must be submitted for reimbursement to Accounts Payable on a Travel Voucher after travel is completed.
See Alternate Travel Vendors for more information.