Summer Travel Readiness: Registration, Pre-Trip Planning, and Travel Resources
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 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.
- 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: 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 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 webpage.
Helpful Travel Resources
- UCR Travel Risk and Insurance Programs
- Quick Start Pre-Trip Travel Request
- Training Resources (search for "Concur")
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/