- FASS HR personnel fills out FASS Travel Request and selects Candidate Travel
- FASS Travel receives request in queue
- FASS initiates contact with Candidate and CC’s HR personnel
- Verifies Candidates travel dates and departure airport
- provides blank W-9 for candidate to complete
- Internal AP form filled out by FASS Travel
- Once Candidate’s forms received, email the Business Affairs Office Accounts Payable email APBAO@uoregon.edu using template.
- Create travel request in Concur under the HR personnel’s profile:
- *UO-Guest Request Policy
- Select if air will be booked through the TMC or will candidate book their own travel within accordance to UO Travel Policy. Having the candidate book their own air is preferable.
- In the request, under “how will I book my trip” select #2 -TMC or #3, “already used Concur Booking Tool” if candidate will book their own travel.
- Treat the rest of the request as an employee request in terms of personal days, index, business purpose, etc.
- Expenses listed should be as follows:
- Air ticket estimate
- Hotel or lodging estimate
- Guest meal per diem estimate
- Other ground transportation and taxis estimate (this will open the option of car rental if comparison is similar in cost to taxi)
- Booking airfare through TMC:
- Print the approved request summary.
- Email Summary to guest and cc’ TMC. Example.
- Candidate books their own flight: this can be done through any channel of the Candidate’s choosing as long as the cost is reflective of the amount approved in the request process. Candidate will submit the receipt for the flight in the expense step, post interview visit.
- Hotel Reservation can be booked through TMC and be charged to the candidate’s credit card or can booked through one of the local book direct hotels.
- When booked through TMC, the candidate will keep the hotel folio for their expense reimbursement in Concur.
- When booked as a direct billing through local hotel, contact the hotel either via email or by phone and state the following with updated name and dates: “If available, I would like to reserve a King room at University of Oregon with contract pricing for Hari Patel September 25th to September 27th If you have a room available for these dates, please directly bill the Finance and Administration Shared Services department at the University of Oregon for his lodging expenses. Could the confirmation and invoice be sent to fasstravel@uoregon.edu? Please let me know if you require any additional information or have any questions. You can reach me at FassTravel@uoregon.edu or 541-346-7184using the template.
- Car rental or ground transportation: Candidate can decide to rent a car and pay with a personal credit card if the car rental is the most efficient way of local transportation and the cost is similar in price as local taxis or ride services. Let Candidate know to make their own transportation arrangements and keep receipts for expense reimbursement.
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