Travel Services

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For travel reimbursment, procard edit, or Concur Expense questions, please see the Concur Travel & Expense Management website or  email concurexpense@uky.edu.

For UK updates about COVID-19, please click see below.

Location: 301 Peterson Service Building

Contact: Patty Brophy, Travel Services Director - (859) 257-1284

Travel Services is here to ensure UK's designated travel vendors AAA Corporate Travel Services, Concur Travel, and Avant Travel provide cost effective and efficient travel arrangements for official University business travel, and to deliver good customer service and support to all University employees.

Travel Arrangements:

AAA Corporate Travel Services

Avant Travel (859) 233-0000

Concur Login - HelpDesk (877) 463-0543

Fax: (859) 257-4805

 

COVID-19 Travel and Policy Exceptions:

International Travel - The following new guidelines around international travel among members of our community have been updated and are aligned with CDC guidance:

  • Effective immediately, fully vaccinated employees may conduct UK-endorsed international travel to any country that the CDC has designated a risk level 3 or lower for COVID-19 without completing an additional review process.
  • All UK-endorsed travel to these countries must be registered in the university’s international travel registry.
  • Fully vaccinated employees who wish to travel to a country designated as a risk level 4 by the CDC must complete an additional review/approval process through the university’s Director of International Health, Safety and Security, Jason Hope (jasonhope@uky.edu). 
  • Employees who are not fully vaccinated must also complete an additional review/approval process through the university’s Director of International Health, Safety and Security before traveling to any international destination, regardless of risk level.
  • All international airline tickets for UK-endorsed travel must be purchased through UK Travel Services.
  • International travel requests by students, including graduate students, and Education Abroad programs, will continue to be reviewed and approved on a case-by-case basis in alignment with UK Administrative Regulation 4:9

All international travelers should be aware that many countries continue to implement border restrictions, quarantine periods and testing requirements. It is essential for travelers to understand the landscape in their destination country so that they are prepared for any logistical challenges they may encounter.

Domestic Travel - Domestic travel for non UK HealthCare employees must be approved by the traveler's supervisor.  UK strongly encourages members of our community to be fully vaccinated before traveling.  If you are fully vaccinated, you can travel safely within the United States without additional testing or quarantine requirements.  Please see CDC Domestic Travel During COVID-19 for more details and follow the guidance about vaccinated and unvaccinated travelers. 

Domestic & International Travel for UK HealthCare is currently suspended as of August 18, 2021.  Under Tier 4 operations at UK HealthCare, all UK-endorsed state, domestic and international travel for all staff and faculty is currently suspended as of August 18, 2021.  The decision was made under an abundance of caution and for the safety of our staff and teams as COVD-19 delta variant cases continue to rise in Kentucky and the U.S.  Those in UK HealthCare who travel to outreach clinics, as well as the physician liaisons, may continue to travel as their jobs dictate as long as they follow current health and safety protocols.  

For those approved to travel, temporary exceptions to UK’s Travel Policy have been made due to COVID-19:

  • All international airline tickets must be purchased through UK Travel Services (AAA Corporate Travel, Concur Travel, Avant Travel).
  • Refundable tickets and trip insurance (only if it covers COVID-19) are permitted.
  • Under current policy, a cancelled UK business travel ticket is not reimbursed until the ticket credit is exchanged for future UK business travel and that trip is completed.  However due to COVID-19, early reimbursement through a PRD is permitted for canceled tickets that were purchased with a personal credit card and not refunded by the airline. To qualify for this, the actual conference must be cancelled due to COVID-19. It will be the responsibility of the Business Officers to ensure the exchange ticket is used for UK business travel, and future reimbursement for the exchange ticket is limited to only additional personal credit card airfare/fee expenses related to the exchange. When processing the PRD, use the Registration Fees category from the PRD Product Catalog and change the GL to the appropriate travel reimbursement GL of either 530019 or 530039.  Be certain to include in the Notes that the reimbursement is related to a UK business trip cancelled due to COVID-19. Should reimbursement be for a cancelled ticket that combined business with personal travel, then (as with our current policy) a cost comparison for business-only travel must be attached to the PRD and reimbursement will be the lesser of the actual paid airfare or the cost comparison airfare.
  • Please note:  Following standard protocol for sponsored projects, refunds for airfare purchased on sponsored projects must be applied to the account where the expense originated.  If unused ticket credits for cancelled airfare purchased on a sponsored project will not be utilized for that sponsored project, the originating airfare expense must be removed

REAL ID to be Required by Airport Security beginning May 3, 2023:

Current Kentucky licenses/permits/personal ID card versions may be used for domestic air travel until REAL ID enforcement begins on May 3, 2023. 

  • Per drive.ky.gov, a REAL ID is a federally-compliant card that serves as a license/permit/personal ID and can be used at airport security to board commercial flights within the U.S. when enforcement begins May 3, 2023. 
  • Besides the REAL ID, the Transportation Security Administration (TSA) will accept other documentation at airport security as well, such as a valid, unexpired passport and passport card. Visit www.tsa.gov for a complete list of acceptable air travel documentation. 

 Travel Arrangements

Travel Reimbursement

Over 60 Day Taxation

Vendor Discounts

Regulations/Forms/Resources

Training