Travel Services

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***For UK updates about COVID-19, please click here.***

Note to Concur Users: Our Concur travel booking tool will be unavailable on Monday, June 1 and Tuesday, June 2.  During this time, please contact a AAA Corporate Travel agent directly at 323-5354 for assistance with travel arrangements.  We appreciate your understanding and support during this downtime.

Employees booking travel on behalf of the University will be allowed to purchase refundable tickets, trip insurance, or other similar expenses because of the uncertainty of the impact of the Coronavirus internationally and in the United States. UK will also reimburse university travelers for any necessary change fees. Please note that this is a temporary exception to the Travel Policy and will be rescinded when appropriate. We will communicate any further adjustments to normal travel policy procedures.

  • Purchase of refundable tickets, trip insurance, and similar expenses are allowed
  • Employees must utilize UK Travel Services (Concur, AAA, or Avant) to book any flights. 
  • Flights should be booked no sooner than three weeks prior to travel departure date.
  • Flight cancellation fees will be reimbursed (as is current policy). 

Update Business Procedure E 5-1:When traveling on University business the lowest available airfare that meets the business needs of the traveler should be purchased.  When evaluating the lowest cost option, transportation to/from the airport must be considered in the cost.Travelers are required to utilize UK Travel Services for arranging official University travel, in support of vendor contracts, to take advantage of travel discounts, and to be included in the University risk management tracking system. Requests for an exception must be reviewed and approved in advance in accordance with item C. Flight cancellation fees will be reimbursed in the event of an emergency.**

AAA, Concur and Avant Travel Ticket Cancellations: If you must cancel an airline ticket purchased through UK Travel Services due to the impact of the coronavirus, please call AAA at 323-5354 (for AAA & Concur tickets) or call Avant Travel at 233-0000.   AAA and Avant are aware of latest rules for cancellation and will advise you accordingly should you need to cancel.   Regarding airline tickets cancelled that have been paid with a University procurement card, or reimbursed cancelled tickets purchased with a personal credit card,  the travelers/departments must ensure the unused ticket credits are used only for future official UK business travel.  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.

Temporary Travel Policy change: 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 we have implemented a temporary travel policy change to reimburse travelers early for cancelled airline tickets purchased with a personal credit card, which are not being refunded by the airlines. Departments can process reimbursement for the ticket at the point of cancellation through a PRD with Supervisor and Business Officer approval. 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, departments should 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 either the actual paid airfare or the cost comparison airfare.

Location: 344 Peterson Service Building

Travel Services is here to provide cost effective and efficient travel arrangements for official University business travel, to process travel reimbursement within a timely manner, 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

Travel Reimbursement: (859) 257-4870

Fax: (859) 257-4805

 

REAL ID to Replace Standard Driver’s License for Airport Security Check

Per drive.ky.com, In October 2020, standard licenses will no longer meet federal REAL ID Act requirements for Kentuckians to board U.S. domestic flights or enter select federal facilities. New security standards for identity credentials were recommended by the 9/11 Commission to prevent the fraudulent use and reproduction of licenses and IDs.

Kentucky has been working to come into compliance with the federal requirements, and in response, will begin offering two new versions of all identity credentials beginning in 2019. A phased, statewide rollout of the new credentials will start in early 2019 and end by spring. To learn more about the initiative, visit Confident Kentucky.

Frequently Asked Questions from the Department of Homeland Security regarding the REAL ID Act have been made available.

 

Patty Brophy Travel Services Director (859) 257-1284
Lorrie Caird Senior Reimbursement Specialist (859) 257-5437
Sandy Warren TRIP Customer Service (859) 218-4314

 

Travel Arrangements

Travel Reimbursement

Over 60 Day Taxation

Vendor Discounts

Regulations/Forms/Resources

Training

 

 

 

 

 

 

 

 

 

 

 

 

or information about the China Novel Coronavirus and UK travel to China, South Korea, Italy, Iran, Azerbaijan, and Turkmenistan please