Before You Depart
The University has contracted with JP Morgan to provide employees with a University Travel Card. The Travel Office is currently working with HR to order cards for new full-time employees upon hire. If an employee does not receive a travel card upon hire and a supervisor determines that a travel card is needed, applicants will fill out the online Travel Card Application at least two weeks prior to travel. The card will be distributed to the traveler when received by ACU’s Travel Department.
Once received, the cardholder is responsible for activating their travel card by calling the toll free number provided on the card. Each travel card is issued to a named individual. Abilene Christian University is clearly displayed on the card, along with the text “ACU Travel.”
The ACU Concur website will be used on a per trip or monthly basis to submit travel expense reports to allocate charges to proper FOAP. All reports should be filed 30 days after the end of the trip or monthly (depending on frequency of travel).
Before using your ACU Travel card, please know and follow the travel card policy.
Since the ACU Travel card is issued to a named individual, if an employee changes organizations within the University, they will not need a new Travel Card, they will only need to contact the Travel Office to update their FOPA information and default manager within Concur.
If your role requires traveling on the university as a primary job function and you and your supervisor deem it necessary to negate the need to request approval in Concur on a per trip basis, please contact the Travel Office for the Frequent Traveler Approval Form. Once submitted to the Travel Office with required approvals, we will update travelers per month credit limit. User will still be required to file a monthly expense report in Concur.
University business travel requires considerable planning to ensure the best experience during the trip and after when reconciling expenses. It will also help to ensure that the most cost efficient means of travel are selected. Once it is determined that ACU sponsored travel is required for you or a guest, a Travel Request must be submitted and approved through Concur prior to booking travel arrangements and to ensure proper credit limit is established on ACU Travel Card to pay for all necessary travel expenses.
Assistance with submitting a Travel Request can be found in Quick Reference Guide – Request under the Job Aid / Training Section.
To ensure efficiency and fiscal responsibility, be sure to refer to Abilene Christian University’s Travel Policy prior to departure and before extending institute/personal funds for travel related expenses.
- Review Abilene Christian University’s Travel Policy
- Submit Travel Request through Concur
- Purchase airfare in advance
- Reserve ground transportation (e.g. rental car)
- Reserve hotel
- Check airline baggage/boarding rules
- Check travel advisories for destination
- Check Export Control requirements
- Obtain appropriate immunizations
- Acquire applicable travel identification (e.g. passport/visa)
- Confirm necessary insurance coverage (e.g. medical)
- Arrange financial options
- Check your flight status before departure
- Share itinerary and other travel details with department/family/friend
NOTE: The pre-departure checklist is a general list and is not inclusive of all items necessary for travel to your business destination. Consult your airline, travel agency, host or other travel resources to ensure all basic requirements are covered.
What to take with you
Take only the identification information that you will need (e.g. driver’s license, passport, visa, etc). To determine what identification is required for the travel destination, contact the airline, travel agency or appropriate government agency.
- Financial Resources
Bring multiple forms of money, including traveler’s checks, ATM cards, credit cards, and cash. Do not rely on a single means of accessing funds.
- Emergency Contact List
Take a list of emergency contacts, including family members, physicians, and university supervisors.
- Medical Insurance Card
Carry your insurance card and important medical information about any significant health issues in the event of an emergency.
- Baggage and Equipment
Limit baggage and equipment to the basics needed for the trip.