UMass Boston

Instructions

Visit the Travel & Expense website for all available resources including step-by-step instructions, forms, and trainings. Job aids and instructional videos are available in the Concur Resource Library.

Faculty/Staff Pre-Travel Authorization and Registration

  1. If you are planning on participating in University Travel, you must obtain pre-travel approval by creating a travel request in Concur (see section "Pre-Travel Authorization/Prior Approval").
    1. Definition of University Travel
    2. Job aids
  2. Fill out all required information and upload all relevant documentation to the travel request.
    1. All International Travel requires completion of the UMass Boston International Pre-Travel Export Control and Risk Form. Once you complete the online form, it will be emailed to you as a PDF document.  You must attach the PDF to your travel request in Concur.
    2. All International Group Travel involving students requires the Conditions of Agreement Form. This international travel liability release form must be filled out and signed by each UMass Boston student (including minors) and volunteer traveling as part of a group internationally.
    3. All High Risk International Travel requires the completion of the Assumption of Risk Form for Faculty/Staff. This form is also available in the Company Notes section of Concur.
  3. Submit your travel request.  Approvers will review and determine if additional information is needed.
  4. Book your travel once the travel request has been approved.
    1. Booking through the UMass Travel Management Company (TMC) is strongly recommended. 
    2. Travel can be booked through the TMC in Concur.
  5. Register your travel.
    1. Travel booked in Concur through the TMC is automatically registered.  If you booked your travel in Concur through the TMC, that means no other action is required of you.
    2. If you did not book your travel in Concur through the TMC, you must register your travel by submitting travel itinerary information to Healix Sentinel.  Detailed instructions are available under the Travel Registration: How Do I Register My Travel? section.
    3. If you are registering group travel, visit the Travel Registration: Registering Group Travel section for detailed instructions.
    4. If you do not have an official itinerary for your travel (e.g. driving a personal vehicle and staying with a friend), please send your travel dates and address of your meeting location to the Travel and Expense team at travelexpense-services@umassp.edu to have your travel manually registered.
  6. Enjoy your trip!

Student Pre-Travel Authorization

There are two request types available to obtain pre-travel authorization for students in Concur:

  1. Faculty/Employee-led: This is a travel request where an employee and student(s) are traveling together.
  2. Campus Sponsor: This is a travel request that an employee makes on behalf of a student. The employee is not traveling with the student.

Detailed instructions and job aids showing the pre-travel authorization process for students are available on the Concur Resources page under the "Student Pre-Travel Authorization" heading.