What's New & Different: Travel & Expense

LAST UPDATED: November 21, 2014

What You Should Know

The new travel and expense program enhances the services and safety measures we provide to our travelers, and streamlines the travel booking and expense management processes. The program’s three components are:

  • Travel care,
  • Travel booking, and
  • Expense management.

The program is supported by new integrated tools and services: Concur, the University’s new travel service provider, and the Travel and Expense Card.

Travel Care

Travel Care allows us to proactively monitor world events when and where our faculty, staff, and students are traveling.

Replacing the former travel registration database, students register their travel plans in Concur. When faculty and staff book travel through Concur or Carlson Wagonlit Travel, location information allows us to send important alerts in the event that a safety risk arises in the traveler’s area. Learn more about faculty and staff travel safety on our Travel & Expense website.

Travel Booking

With Prime, there are two ways to book travel:

Travel booked by either method is ticketed and fully supported by CWT and ensures University-negotiated pricing for hotels, ground transportation, car rentals, and airfares. This new travel booking system also allows Princeton travelers to manage itinerary details in one place and simplifies the expense reporting process.

Built into Concur are Princeton-specific guidelines to assist in making travel booking decisions that comply with University policy and sponsor requirements. For example, Concur users will see an American flag next to flights that are Fly America Act compliant.

For more information on travel booking, visit the Travel and Expense website.

Expense Management

Concur and the Travel and Expense Card make expense management easier and paper free. 

Faculty, staff, and students who incur reasonable and appropriate business and travel expenses may apply for a Travel and Expense Card, reducing the need to use personal funds and wait for reimbursement. This card will be the primary method to pay for most University travel and individual business expenses.

Travel and Expense Card transactions load into Concur under the cardholder’s profile. These transactions and any out-of-pocket expenses are added to an expense report in Concur. Electronic copies of receipts are attached for expenses of $50 or more. Once complete, expense reports are submitted for approval and sent electronically to Accounts Payable for processing.
 

Policy Updates

With the introduction of the new travel and expense program, a few updates to policy and procedure are in place:

  • There is no need to keep receipts for purchases of less than $50.
  • Travelers claim actual expenses, not per diem rates. 
  • Guidance on nightly hotel rates for certain locations can be found on the Travel and Expense website. 
  • The forward cabin on a 2-cabin plane may be considered business class.
  • Travelers should decline car rental insurance for domestic rentals booked with a preferred supplier through Concur or CWT.
  • Contact CWT when seeking assistance from a travel agency.

Training Information

Learn more about the courses offered for Travel & Expense.

Registration for all courses is in the Employee Learning Center.


 

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