Process - International Travel

A travel request must be completed prior to each travel status instance (each trip). Instructions on creating a travel request can be found  here.

1. Log into Firefly and click on the Concur Request, Travel, and Expense tile.
2. Click on Requests and follow the instructions listed  here. Note: the request can be created by either the traveler or by a delegate, however the traveler will have to submit the request. This step cannot be delegated.
3. Once the request is submitted, it will go through an approval process – supervisor approver, financial approver, and international travel approver must approve the request. These steps are automated – no action is required by the traveler.
4. An email confirmation will be sent when the travel request has been approved, at which time all travel arrangements can be made.

Purpose: The University places a high value on protecting all faculty, staff and students when traveling overseas. Completing the Travel Request of all international travelers allows the University to provide evacuation insurance, alert travelers to potential dangers and provide guidance on following federal export control laws.

Note: Enrolled students (including Graduate Assistants) are currently required to register university-related international travel with their campus Education Abroad Office.

International reservations can be made through the Concur booking tool or by calling a Fox World Travel agent. 

International travel destinations require additional approval and will automatically be routed to the required personnel. Be as specific as possible when entering details regarding the final destination.

Lodging, Airfare, and Car Rental

Log into Concur to utilize the booking tool or contact Fox World Travel to book travel arrangements. The four-digit Request ID will be needed from the approved travel request. 

Refer to this video for help booking within Concur.

Helpful hints:

1. International accommodations booked through the Concur booking tool or with a Fox World Travel agent will not automatically appear in a travel request. Airfare, lodging and car rental should be manually entered in the segments tab of the travel request whenever applicable.
2. In the event the trip is 100% paid from another source and it is anticipated no expenses reimbursements will be claimed by the traveler, utilizing Fox World Travel is encouraged, but not required. However, the traveler is still required to create a travel request in Concur prior to the trip

Once the international travel request is approved and the booking arrangements have been made, the traveler should receive e-mail messages that are customized to the trip, its destinations, and countries in route. Some examples would be:

• Instructions about signing up for University-provided emergency evacuation insurance.
• U.S. State Department and Center for Disease Control websites that highlight current risks and countries on high alert status.
• Export control law information and guidance.

Conference Registrations

The University-issued purchasing card (known as a “P-card”) is available to pre-pay for conference registrations. Other travel expenses must be pre-approved by the traveler’s respective campus purchasing card office before a traveler may use a P-card for travel purchases. These purchases must also comply with the University Purchasing Card Policy with the traveler’s respective campus amendments.

Purpose: The university values the ability to know how and when to assist international travelers when circumstances change, especially during the course of travel. Fox World Travel tracks all reservations purchased from their system and can efficiently notify both travelers and the university of potential remedies to dangerous situations, and assist in medical emergency evacuations.

Helpful hints

• All travelers are responsible for ensuring proper documentation is obtained prior to international travel. Refer to the NU Travel Program international resources page for links to international travel requirements.
• Start an expense report from the approved travel request a few days prior to departure. This will allow expenses captured with the Concur mobile app to be added to the expense report during travel.
• Department of State - Know Before You Go (International Travel): travel tips and resources for traveling internationally.
• Smart Traveler Enrollment Program (STEP): a free service to allow U.S. citizens and nationals traveling and living abroad to enroll their trip with the nearest U.S. Embassy or Consulate. 
• Research destination for travel advisories and risk alerts using information from Riskline/Concur.
• If traveling with or using funds from a federal grant, refer to the Fly America Act or contact campus grants accounting office.
• To access detailed medical information for various locations and information about creating a user profile, refer to the AIG Welcome Letter.

Recommended mobile apps:

• Concur mobile app and update the employee profile to link the app/mobile device to the Concur account.
• Conferma App: if lodging reservations are booked through the Concur booking tool with the company-paid credit card, this app will provide confirmed payment information and uninterrupted check-in.
• TripIt Pro: organizes travel plans, creating a master itinerary for each trip. Access and connect to TripIt through the App Center within Concur.
• Mobile Passport: enables U.S. citizens to save time during the entry process at most major U.S. airports.
• AIG Travel Assistant: contains travel, security, and health information.

Helpful hints

• Use the Concur mobile app to capture electronic images of receipts and upload them into Concur.
• Ensure all receipts are itemized, including:
  • the item(s) purchased;
  • the name of the business where the transaction took place;
  • the transaction date/time; and,
  • the amount of the transaction.
• Employees should pay for their own expenses. Ask for separate tickets if traveling with a group.
• If receipts are listed in any language other than English, the business name, location, date, and individual items must be translated by the traveler prior to uploading them into Concur. Associated prices can be converted through Concur to the U.S dollar equivalency.
• Meal receipts are no longer required with the per diem model. Do not upload meal receipts into Concur. If traveling on grant funding, contact the sponsored programs office for receipt requirements.

Log into Firefly and click on the Concur Request, Travel, and Expense tile.

From the Concur main screen:

• If this is a new expense report, click on the Requests tab and locate the approved travel request for the completed trip. Click on the Expense link to the right of the row. Follow the instructions listed here.
• If the traveler or a delegate already created an expense report, click on the Expense tab and locate the expense report. Click on the tile for that report and continue editing.

For assistance with expense reporting and allowable trip expenses, contact campus Accounts Payable/Payment Services Office.