UCO Travel

**UCO is in the process of transitioning to a new travel and expense management system.  The new system, Concur, will be available in early May, 2019.** 

The Travel and Expense Management (TEM) module is currently used to manage all travel and travel-related expenses. Users can manage travel funds, create travel authorizations, create reimbursements, generate expense reports, and submit approvals. Follow these instructions to complete travel payment tasks. If you are unable to access the Travel and Expense Management module, please visit the UCO Help Desk.  Please refer to the Learning Center for all TEM instructor led training sessions and online modules.

Starting in early May, 2019, UCO's travel and expense management system is changing to (BronchoTravel powered by SAP Concur).  SAP Concur is a worldwide travel company that already serves many higher education clients in Oklahoma and throughout the country.  The system change is required because the current travel and expense management system will no longer be supported by the software vendor.  All University employees who travel will use SAP Concur to request travel authorization, book travel, and reconcile travel expenses.  Find out more about the transition on the BronchoTravel (powered by SAP Concur) project page

If you have additional questions concerning travel, contact the Travel Office at travel@uco.edu or 405-974-3737. 

 

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Travel Updates:

 

FY19 End of Year Processing Dates

 

  • May 31 - Last day to enter complete travel authorizations in the TEM module
  • June 21 - Last day to approve Expense Reports

 

December 17, 2018:  Effective January 1, 2019 through December 31, 2019, the mileage reimbursement rate has changed from $0.47 to $0.50 according to OMES.

October 1, 2018: Current CONUS rates for Oklahoma (per day) for the period October 1, 2018 through September 20, 2019 are as follows:

     (1) Standard Rates:

          (a) Lodging - $94

          (b) Per Diem - $55

     (2) Oklahoma City Rates:

          (a) Lodging - $95

          (b) Per Diem - $61 

***New UCO Travel Agent***

Effective July 27, 2018, UCO's travel agent will change from Ethel's Travel Haus to Travel Incorporated.  UCO travelers should contact Travel Incorporated to request airfare quotes using the below steps:

  1. Continue to research flight availability and pricing via normal means - Expedia, Travelocity, etc.;
  2. Contact Travel Incorporated by phone or email for an airfare quote:  800-237-1248, Tampa@travelinc.com;
  3. Once the quote is received from Travel Incorporated, the process to purchase the ticket will remain the same via UCO Travel Office.  The Travel Incorporated ticketing fee is $20.00.  All other travel policies remain the same.  Any after-hour call-in requests could result in an additional $19.00 charge.

This change is the first step in UCO's transition to a new travel and expense management system, SAP Concur.  SAP Concur is a worldwide travel company that already serves many higher education clients in Oklahoma and throughout the country.  Stay tuned for more details in the coming months.  Contact the UCO Travel Office at 974-3737 with any questions.

 

Please be aware of the following updates and changes affecting University Travel:

The State of Oklahoma has passed legislation that impacts travel reimbursements.  These changes are so new that the Statewide Accounting Manual does not include them.  Provided are important highlights from HB 2435, 2619, and 2704:

  • Travel claims and vouchers may now cover more than 30 days.  However, one claim cannot cover more than one fiscal year.

  • Rather than using map mileage for travel between cities and vicinity miles within a locality, the traveler must track actual business miles based on a recognized GPS system. (We recognize that for some travel GPS is not currently available and that occasionally minor detours are necessary.  GPS miles should be used when available.)

  • When GPS is not available, actual miles per the odometer will suffice as long as no personal miles are included and every travel point is documented.

  • Travel claim must include a log of each location of travel and the associated miles. 

  • For agencies that have travelers that drive over the state but not to specific addresses, a description of the destination will suffice (e.g. ‘2 miles north of Ada’).

  • Attaching GPS printouts to travel claims will not be required.  Transaction Processing will be performing sample audits of mileage to compare reported miles to a GPS system for reasonableness.



 

Travel Policy Reminders

Confirming Hotel & Flight Information: Travelers are reminded to confirm all hotel and flight information at least 48 hours prior to departure.

July TravelIf you are traveling in July or after, please remember to set your TEM report date to July 5 so that any out-of-pocket expenses are encumbered in FY19.

Travel Emergencies: For all life threatening emergencies, please call 911.  For problems with hotel and/or flight reservations during normal business hours, please contact the Travel office at (405) 974-2337 or (405) 974-2397.  For information regarding how to handle travel delays or extensions, please contact your immediate supervisor, director, or financial manager.

Travel & Expense Module (TEM): The TEM is now accessible to off-campus customers. Mac users are recommended to use Firefox while Windows users will have better results with Internet Explorer.  Unfortunately, TEM is not yet available for mobile devices.

Vehicle Tag #: If any mileage is claimed on Out of State or In State travel, the tag number must be noted on the reimbursement form. This also includes state vehicles. YOUR REIMBURSEMENT WILL NOT BE PROCESSED WITHOUT THIS INFORMATION.