Skip to main content

Guest Travel

Per university regulations, the Business Office must book all travel for guests directly in Concur.

Step 1: Provide Information to Business Office

If the honorarium letter does not contain the following, the host also provides the following via email to

  • The name of the event
  • Guest's name 
  • Guest's email address
  • The date of event
  • What is being covered - airfare, hotel, food, etc. Specify number of hotel nights and preferred hotel location.
  • Detailed information about source of funding. If multiple groups are splitting the costs, this should be clear in the email and both award letters should be provided

Step 2: Travel Request Form

The traveler submits the department's External Guest Travel Request form via our secure Box folder.

Step 3: The Business Office Makes the Travel Arrangements

The Business Office will make the travel arrangements for the guest via Concur based on the preferences provided, and then share the travel itinerary with the guest and with the host.

Step 4: Post-Visit Submission

When the trip is completed, the guest must submit all receipts and supporting documentation to the Business Office via (this includes the honorarium/invitation letter with details). The Business Office will reach out to the guest should there be any questions about the submitted documentation, or to simply confirm that all is in order and provide an estimated processing time.

Back to Top