[Concurdelegates] Summer Travel Readiness: Registration, Pre-Trip Planning, and Travel Resources

[Asirra Suguitan]

Dear Colleagues,

As summer travel activity increases, Business and Financial Services (BFS)
and Risk Management would like to share several reminders regarding
traveler readiness.

*Travel registration is required for university business travel more than
100 miles from campus. *Travel arrangements booked through Concur or
ConnexUC are automatically registered (excluding SWABIZ bookings).
Travelers booking outside these channels (e.g., SWABIZ or direct airline
bookings) must manually register in UC Away
<https://www.ucop.edu/risk-services-travel/registering.html> before
departure.

Travelers are encouraged to submit pre-trip requests, book travel, and
complete any required UC Away registration at least *21 days before
international travel* and *14 days before domestic travel* to allow time
for approvals and any additional travel requirements. Learn more:
https://risk.ucr.edu/travel


*Why This Matters*
Recent events have reinforced the importance of completing UC Away travel
registration before travel occurs. Registration completed after a trip has
started does not provide the same traveler tracking, emergency response,
and risk management benefits that advance registration is intended to
support. Early planning also allows time to address travel requirements and
potential issues before departure.

*Travel Registration Action Needed*
Before you travel, confirm registration requirements, complete any
necessary approvals, and ensure your travel arrangements are properly
registered in UC Away
<https://www.ucop.edu/risk-services-travel/registering.html>.

   - Review and update your Concur profile before travel.
   - If you use a Concur delegate, coordinate pre-trip requests and travel
   registration activities in advance.
   - Save itemized receipts and supporting documentation throughout your
   trip.

*Scenario Spotlight*
*Scenario: *A faculty member is traveling with UCR students to attend a
conference or participate in an off-campus university activity.

*What should they do?*
In addition to completing their own travel registration requirements, *faculty
traveling with UCR students must register their group in UC Away before
departure*. Registration helps support traveler safety, emergency response,
insurance coverage, and access to travel alerts and assistance services.

*Questions & Answers*
*Q: Does submitting a pre-trip request register me with UC Away?*
A: No. Travel registration depends on how travel is booked. Travel
arrangements booked through Concur or ConnexUC are automatically registered
(excluding SWABIZ bookings).

*Q: Can a delegate help me before I travel?*
A: Yes. Concur supports delegate access. Delegate support for entering
information in Concur on a traveler's behalf is determined at the
department level. Questions about delegate support should be directed to
your department's financial manager or travel support staff.

*Q: What should I do before traveling internationally?*
A: Faculty and staff traveling internationally should review travel
registration requirements and complete any required risk review activities
before departure. In addition, travelers should complete the International
Travel – Export License Review
<https://ucr.kualibuild.com/app/65d52396f9a011013b2e04dd/run> webform *at
least one week before departure*. This review helps ensure compliance with
export control and economic sanction laws that may affect international
travel. Additional information is available on the UCR Export Control
<https://research.ucr.edu/export-control#international-travel> webpage.

*Helpful Travel Resources*

   - UCR Travel Risk and Insurance Programs
   <https://risk.ucr.edu/travel#step-1-travel-approval>
   - Quick Start Pre-Trip Travel Request
   <https://drive.google.com/file/d/17xliaXcMltvIl2SzLOX-TicDdLlLQdhh/view?usp=drive_link>
   - Training Resources <https://bfs.ucr.edu/training-resources> (search
   for "Concur")

Thank you for your continued partnership and support.

Sincerely,

*Asirra Suguitan*
Associate Vice Chancellor and Campus Controller
Business & Financial Services
http://bfs.ucr.edu/

*Ariel Caluag*
Director, Office of Risk, Insurance, and Disability Management
Environmental Health, Safety, and Risk Management
P: (951) 827 4207
https://risk.ucr.edu/


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