Book travel
Travel and p-card
Traveling for state business
We’ll guide you through the process of booking travel. Whether you’ve traveled a lot for the state or this is your first time, we’ll help you find what you need to have a successful, easy trip!
Learn travel policy
Anyone who travels for state business is responsible to understand our travel policy. Be sure you’re familiar with travel policy before you start the booking process.
Get your trip approved
Before booking travel, you need to get your trip approved by submitting a travel request. In Concur, you’ll add expected expenses to a request. If you don’t use Concur, you’ll use form FI 5.
Traveling in state
We don’t require travelers to submit a formal travel request for travel inside Utah, unless you need a cash advance. You just need permission from your supervisor before booking any travel arrangements. If your reimbursement request gets approved, we’ll know you got permission to travel.
Traveling out of state
For any travel outside of Utah, you need to submit a formal travel request. If your agency uses our travel system Concur, submit a travel request at concursolutions.com. We have how-to guides with step-by-step instructions and training videos if you need help. If your agency doesn’t use Concur, fill out form FI 5: Request for Out-of-State Travel Authorization and send it to your supervisor.
Book your trip
There are 2 ways to book travel through the state contracted travel agency: through the booking tool in Concur or through the State Travel Office.
Booking through Concur
You can book airfare, hotels, and rental cars through the booking tool in Concur. When you log into Concur, find the Trip Search section on the left side; this is the booking tool.
Booking through the State Travel Office
If your agency doesn’t use Concur or if you’d like a person to help you book travel, contact our State Travel Office.
[email protected]
(800) 367-3230
If you’ve worked with a specific travel agent before, you can contact them directly.
- Lanea Blosser (801) 327-7653
- Amy Feliciano (801) 327-7667
- Donnie Pyle (801) 436-3070
- Mary Money (801) 797-1022
If you have an emergency or need help after hours, call (888) 739-7018.
Rental Cars
All out of state rental cars need to be book through Concur or the State Travel Office.
Assign someone to request and book travel for you
Your agency may have a travel coordinator or administrative assistant who manages travel for employees. You can assign this person as a delegate in Concur and they'll be able to create travel requests and book travel for you.
When you add someone as a delegate, they'll have permission to create travel requests, reimbursement requests, and p-card reconciliations—they get permissions for all 3 functions.
Delegates can't submit anything for you, so you'll still need to submit the travel request yourself.
Request a cash advance
Cash advances are funds given to state employees before a trip to cover expected expenses. Cash advances are given to employees through an electronic funds transfer. Travelers are given 90% of the expected cost of lodging, meals and incidental expenses, parking, taxis, and rideshares. If you end up using the full cash advance and need to use personal funds for approved travel expenses, you’ll be reimbursed for your personal costs. If you have extra money left over from the cash advance, you’ll return it to the state. Follow the steps below to request a cash advance.
Request access to the cash advance option in Concur
The cash advance option isn’t automatically available in Concur. If you need a cash advance, talk to your supervisor. Your agency will decide if you should have access to the cash advance option. They’ll email [email protected] to request access for you.
Once the cash advance option is added to your profile, you’ll be able to request a cash advance for any trip. But if you travel often, we prefer you have a p-card instead of using the cash advance option. Ask your agency about getting a p-card if you travel a lot. Check out our p-card help page for more information.
Fill out a travel request
Once you have access to the cash advance option in Concur, create a travel request for your trip. Once you’ve added all your expected expenses, you’ll need to do a little calculation. Add up the costs for lodging, meals and incidental expenses, parking, taxis, and rideshares. Multiply that total by .9 to calculate 90%. This number will be the total amount of your cash advance. But remember, you can’t request a cash advance for expenses that will be paid for with a p-card or by a third party. So exclude any of those expenses from your calculation.
In your travel request, from the Expected Expenses screen, click the blue text Request Details and select Add Cash Advance from the drop-down menu.
Add the number you calculated, add any comments you need to, and click Save.
Now your cash advance is added and you can submit the travel request like normal! If you need help, check out our how-to guide with step-by-step instructions.