FAQ
University Integrated Travel & Expense Management Tool – General
Travel
Expense
Travel Assistant/Arrangers (arrange travel on behalf of others)
Expense Approvers
University Travel Card (US Bank Visa)
1 UNIVERSITY INTEGRATED TRAVEL & Expense Management Tool - GENERAL
Q. What does “Travel and Expense” refer to?
‘Travel and Expense’ covers a wide spectrum of activities including (but not limited to): Airfare, trains, car rentals, hotel, taxis, meals, incidentals, conference bookings and per diems.
Q. What types of fares will be displayed?
You can compare web fares, Global Distribution System fares, and direct connect fares within the tool. All University preferred vendors will be highlighted.
Q. What is the Global Distribution System?
The Global Distribution System is a computer reservation system used by all airline & travel agents to store and conduct transactions related to travel.
Q. What is “Direct Connect”?
Direct Connect refers to a direct Internet portal connection to an airline’s website. (e.g. Air Canada). It displays all fare results in real-time allowing you to book a flight, including A La Carte options such as seat selection, at the time of booking. You are directly connected and negotiated rates and discounted fares appear in the University Integrated Travel & Expense Management Tool.
Q. What if I missed the training for my unit?You are welcome to attend any session being offered for other units or online webinar training whichever is more convenient to you. The classroom training schedule can be found on the Aurora Finance web page at:
http://www.umanitoba.ca/computing/renewal/aurora/finance/1271.htm
The webinars are accessible at:
http://www.umanitoba.ca/computing/renewal/aurora/finance/elearning/concur.html
Q. If I don’t travel, do I need to attend training?Any employee who needs to be reimbursed will require training in order to gain access to prepare an expense report.
Q. Who can attend Claimant Training?
This training is available for all those who travel and/or claim travel related expenses.
Q. What is a Claimant?
An individual who is submitting an expense report for reimbursement.
Q. What is a Unit Expert?
Unit Experts are key resources for your area, who are trained to provide you with additional assistance with the Integrated Travel & Expense Management Tool.
Q. What Internet browser must I use to access the University Integrated Travel & Expense Management Tool?
You can access the tool through all standard Internet browsers including Internet Explorer, Firefox and Safari 24 hours a day, 7 days a week.
Q. How do I access the University Integrated Travel & Expense Management Tool?
Log in to JUMP and under “Quick Links” (bottom right hand corner), click on “Concur”.
Q. What is my User ID/Password to sign into the University Integrated Travel & Expense Management Tool (Concur) to complete my Profile?
Your login is: You’re UMnetID@umanitoba (e.g. jdoe@umanitoba)
Password: welcome
Q. How do I get help with the University Integrated Travel & Expense Management Tool?
You can contact the Travel Services Help Desk at (204) 480-1001 option 1, or Travelassistance@umanitoba.ca.
Q. Why should I use the University Integrated Travel & Expense Management Tool instead of calling Carlson Wagonlit Travel directly?
It is easily accessible and is a “one stop” shop for all travel needs. In addition, the use of the tool is free. There are no fees to book travel in the University Integrated Travel & Expense Management Tool and, in fact, some lower fares cannot be accessed outside of the tool.
Q. Can the University Integrated Travel & Expense Management Tool be used for one time travellers (i.e. Guest lecturers and students)?
Yes.
Q. Can I collect my points with the use of the University Integrated Travel & Expense Management Tool?
Yes, you can register your point programs for Air, Car and Hotel on your Profile on the University Integrated Travel & Expense Management Tool.
Q. How is ticket fulfillment handled?
When you use the University Integrated Travel & Expense Management Tool to reserve your flights, Carlson Wagonlit Travel will handle fulfillment/ticketing in the same manner as a phone reservation. Electronic tickets are issued unless otherwise requested.
Q. What does the yellow diamond represent for air, hotel, and car options?
The yellow diamond represents a University of Manitoba preferred vendor.
Q. What is a preferred vendor?
A preferred vendor is one in which the University has an existing agreement to provide products or services at a negotiated reduced rate.
Q. What if I don’t know the area when booking a hotel or renting a car?
To ensure your bookings are in close proximity to your preferred location the University Integrated Travel & Expense Management Tool contains maps showing locations of hotels & car rental agencies relative to specific locations. You can search via airport location, major landmark, event location address, or full city content.
Q. What if I have an assistant book my travel?
You can set up an assistant/arranger to book your travel. Go to the Profile tab and scroll to the bottom and click Add an Assistant to add the person who you would like to authorize to book your travel. This person can update your profile and update any travel arrangements for you. Assistants must have their own login.
Q. What if I require last minute airfare reservations?
Reservations that are less than 24 hours in advance of your departure, you will need to contact Carlson Wagonlit Travel directly.
Q. How can I view the itinerary for flights I have already booked?
On the My Concur page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/Description column and then click View Itinerary.
Q. How do I change my reservation after it’s been booked?
To make changes to your seat assignment or add a hotel or car reservations to a trip, click the trip name in the Upcoming Trips area of the My Concur page. To change your air itinerary contact Carlson Wagonlit Travel directly. To cancel your air itinerary, please contact Carlson Wagonlit Travel directly.
Q. Can I book simple International reservations online?
Yes. It is recommended that all other International travel should be booked through the University’s designed travel agencies due to the complexity of international faring, routing and rules.
Q. May I use the University Integrated Travel & Expense Management Tool for booking personal (non-business) airfare?
No.
Q. What is an expense management tool?
This is the part of the University Integrated Travel & Expense Management Tool that allows for you to create, submit, review and approve expense reports. It is a user friendly, automated tool that substantially reduces the time needed for tedious and resource consuming manual tasks. The expense reports are automatically routed through the workflow (i.e. Approvals) with e-mail notifications sent at each step. This process provides an end-to-end visible and paperless solution.
Q. Why do yellow or red indicators appear on my Expense Report?The University Integrated Travel & Expense Management Tool will notify you of any problems with your expense report by showing red or yellow exception indicators. These indicators may just contain information regarding policy (yellow) or require you to make changes (red) before submitting your expense report.
Q. What if I have an expense charged to my Visa Travel Card, but it does not appear in the University Integrated Travel & Expense Management Tool to attach?
Please wait to submit those expenses until you do see them in the system and can match them to a report. Do not enter the expenses manually since the payment will NOT go to U of M University Travel Card (US Bank Visa) as it should.
Q. I have already processed my Expense Report. What do I do if I have additional expenses?
You would submit a second Expense Report. Any additional expenses pertaining to a previous trip should be added to a NEW expense report and submitted. For records purposes, please note the same RN number as your previous report.
Q. If I do not have a Visa Travel Card, can I still use the University Integrated Travel & Expense Management Tool to process my travel expenses?
Yes. All travel related expenses will be entered manually as “cash” expenses.
Q. Is each Traveler assigned a Default approver?
Yes.
Q. When will direct deposit be available for my reimbursements?
Direct Deposit is currently available. All travel reimbursements will be paid through direct deposit, if the traveler has direct deposit information on file with HR/Payroll.
Q. To which bank account will the direct deposit go into?
The direct deposit will deposit into the account that is currently on file for payroll deposits.
Q. Can I submit an Expense Report on behalf of another employee?
No. If you are a “Delegate” in another employee’s workflow, you can prepare expense reports for that employee, but they must submit the report for approval.
Within 20 days after the completion of the trip.
4 TRAVEL ASSISTANTS/ARRANGERS (arrange travel on behalf of others)
Q. What is the difference between a Travel Assistant/Arranger and an Expense Delegate?
A Travel Arranger is able to book travel on behalf of someone else and an Expense Delegate is able to prepare an expense report on behalf of someone else.
Q. What is an expense approver?
The expense report approver is the employee’s one-over-one authority as listed in VIP, the University Human Resources System. Expense reports are automatically sent for review & approval to this person.
Q. What if my one-over-one is not the signing authority of the FOP being charged?
The one-over-one should “Approve & Forward” indicating the signing authority of the FOP.
Q. Can the Approver modify an expense report?
No. The Approver can, however, send an expense report back to the employee to modify & resubmit.
6 UNIVERSITY TRAVEL CARD (US BANK VISA)
Q. Is the University Travel Card (US Bank Visa) required for all travelers?No. The University Travel Card (US Bank Visa) is strongly encouraged for use by faculty and staff travelling and/or incurring University travel related expenses.
Q. What type of expenses can the University Travel Card (US Bank Visa) be used for?
· Hotels
· Car Rentals
· Meals
· Taxis
· Conference Registration
Q. Can I purchase airfare with the Visa Travel Card?
No. Airfare must be arranged through either the Integrated Travel & Expense Management Tool or Carlson Wagonlit Travel (CWT).
Q. Why is the University Travel Card (US Bank Visa) of benefit to University employees?
The University Travel Card (US Bank Visa) conveniently pre-populates the Expense Management System with all transactions. You can simply drag and drop your Card transactions into an Expense Report.
There’s no need for employees to use their personal credit for University travel expenses.
Card benefits include Car Rental Collision Damage Waiver (CDW).
Q. Is there any cost to the Visa Travel Card?
No.
Q. What if the University Travel Card (US Bank Visa) is lost or stolen?
You will need to contact both U of M University Travel Card (US Bank Visa) service provider and the University’s Credit Card Coordinator.
Q. How and when can I get a Visa Travel Card?
Complete a U of M University Travel Card (US Bank Visa) application form and Memorandum of Understanding and Agreement. Once you have been confirmed access to go-live you receive your Visa Travel Card.
Q. How long does it take for a University Travel Card (US Bank Visa) request to be processed?
The request takes five to 10 business days from the day Financial Services receives the request.
Q. How are the University Travel Card (US Bank Visa) transactions paid?
The University will pay all appropriate and approved travel and travel related expensed Card charges directly to U of M University Travel Card (US Bank Visa) service provider upon the approval of your Expense Report.
Q. Can personal expenses be charged to the Visa Travel Card?
The Card must not be used for personal purchases (except for incidental expenses that cannot be easily separated from a business charge). The Cardholder is personally responsible for paying U of M University Travel Card (US Bank Visa) service provider directly for all personal Card charges.
Q. What is the card limit of the Visa Travel Card?
$7,500.
Q. Do I need to send in original receipts?
Yes, print the Receipt Submission Report and forward it with original supporting documentation to Travel Services.
Q. How do I activate my Visa Travel Card?
Please call...
Q. Does the University Travel Card (US Bank Visa) accumulate reward points?
No.
Q. What do I do if I charge a personal expense to the Travel Card?
When processing a personal charge in a Concur expense report, please mark the “personal expense” check box and select “999991” account. Selecting this check box and account will ensure the expense is not applied to a FOP.
Q. I have obtained a University Travel Card (US Bank Visa). Can I still use the old paper forms for submitting my expense reports?
No, all expenses charged on the University Travel Card (US Bank Visa) are fed into the University Integrated Expense System and would need to be reconciled within the system.
Q. Is the University Travel Card (US Bank Visa) Mandatory?
No, the Card is optional. Travelers who prefer to use their personal credit card may continue to do so.
Q. Why does my University Travel Card (US Bank Visa) transaction sometimes display a different city and supplier than my receipt?
Some suppliers transmit Card charges through a parent company or corporate location to centralize their billing process. Consequently, the city or supplier name displayed may reference the city of the parent company rather than the supplier referenced on your actual receipt.
Concur Documents
Concur Profile Department listing
405 Administration Building
University of Manitoba, Winnipeg, MB R3T 2N2 Canada