Click here for the link to Concur Travel & Expense Management website. Here you will find all the Quick Reference Guides and travel policies. If you need further assistance, please contact the KIPRC finance office.
Business Office
Instructions on Effort Cost Distribution Request Form
If you are requesting any type of change to your project for personnel effort, this form is required to start that process. The “requester” will complete the top portion of the form and email to the KIPRC Assistant Financial Director for further processing. Once all approvals are received, and the effort is changed, a copy of the form will be sent back to the requester.
Concur Travel Information
Day Trip Information
Be sure that you are inputting the WBS number of your project.
When putting in your trip destination – mileage is from your work address, unless your home address is a shorter distance. Mileage will be figured automatically in the Concur system once the address is loaded.
Mandatory is the business purpose of each trip and how it benefits the project. If you just put down “staff meeting”, it will be returned to you for further information.
If you are attending a meeting, conference, etc., an agenda from that meeting MUST also be attached.
Sending in a trip report for the entire month? Remember that all applies from above, for each trip. Also, a monthly report is to be for any trips from 1st of month to last day of same month. You cannot cross months.
Sending your expense report in after 60 days? Be sure to attach the 60 Day Taxation Form with it.
Overnight Trip Information
Mandatory - All overnight trips will have a Concur Travel Request submitted to the traveler’s supervisor prior to the trip. (You will come back to this document when submitting your expenses, after the trip).
If you have not submitted the Travel Request, then your expense report must include a copy of an approval to make the trip, (email from supervisor is fine).
Be sure that you are inputting the WBS number of your project.
Mandatory - The business purpose of each trip and how it benefits the project. If you just put down “staff meeting”, it will be returned to you for further information.
If you are attending a meeting, conference, etc., an agenda from that meeting MUST also be attached.
All receipts are required to be attached. This will include any pre-paid items with the procard.
Prepaid: registrations; hotels; airfare
Also required: agendas; parking receipts (like airports); baggage fees
Sending your expense report in after 60 days? Be sure to attach the 60 Day Taxation Form with it.
Procard Expense
If you need to make a procard purchase, you are required to receive approval from your supervisor and PI for the project. Please complete the Order Form, found under the Forms page for this.
If you have made a purchase on the procard, such as registration, hotel, airfare – be sure to send the receipt for that purchase to the business office as soon as you get it. Be sure to include the approval for the expense as well. These documents are required. This receipt is required for the business office to process the monthly procard charges.
IT Equipment
If you need work done on your PC, Laptop, dock station, telephone, etc., please contact the business office. They will submit any necessary work orders to help you.
Building Maintenance
Contact the business office or center director with any building issues. Remember, we are renting this office space and it does not belong to UK. If you would like to change your office, you must contact one of these areas before moving forward with any changes.