FYI…
From: University Travel Office via Nutravel nutravel@lists.nebraska.edu Sent: Wednesday, April 24, 2024 8:20 AM Subject: NU Travel Office eNews: April 2024
[cid:image004.jpg@01DA8CCB.BDD280B0] To better assist with travel/non-travel questions or issues, please submit a Travel/Non-Travel Help Requesthttps://app.smartsheet.com/b/form/0b5f2a4be5ac4769a89fca0f44bf97cf via the tile in Firefly.
[cid:image003.jpg@01DA962F.C907C590] Please read and distribute as needed.
Transition to Firefly Travel (Request and Expense) Expense reports for Concur travel requests need to be submitted as soon as possible, as Concur Requests and Expense will be decommissioned on June 15, 2024.
* The process for booking air, hotel, and car rentals will remain in Concur, the tool used by the university’s travel management company. Do not cancel or reschedule reservations for airfare, car, or hotel. * Approved travel requests in Concur for future travel after April 15, 2024, need to be recreated in Firefly (this needs to be done by the traveler or a delegate – it is not an automated process).
A detailed Q&A is posted on the University’s websitehttps://nebraska.edu/-/media/projects/unca/docs/travel/travel-resources/quick-reference-guide/faqs.pdf. Faculty and staff with additional questions may contact the University of Nebraska’s Travel Office through an online form https://app.smartsheet.com/b/form/0b5f2a4be5ac4769a89fca0f44bf97cf or by emailing traveloffice@nebraska.edumailto:traveloffice@nebraska.edu.
The Scarlet Hotel The University of Nebraska has partnered with the Scarlet Hotel in Lincolnhttps://ffnews.nebraska.edu/travel/scarlet.pdf on a negotiated rate. The rate is only available when booking through Concur. For groups of ten or more, please contact the hotel directly.
Assigning a Delegate Employees can assign a delegate to prepare non-travel expense reports, travel requests, and expense reports; however, only the employee can submit on their behalf. When assigning a delegate, select Delegate Travel Entry. Note: if an employee was mistakenly assigned as a Travel and Expense Approver, please delete the entry; otherwise, the delegate will receive approval notifications instead of the approver. Both a quick reference guidehttps://nebraska.edu/-/media/projects/unca/docs/travel/travel-resources/quick-reference-guide/del_assign_delegate.pdf and video https://ffnews.nebraska.edu/travel/Assign_Delegate.mp4 are available for this feature.
Firefly Travel Tips:
* When traveling to Washington DC, select District of Columbia from the state drop-down menu and enter District of Columbia in the city field. * If not seeing the Calculate Amount button on meals per diem, collapse the Firefly left menu (click on three horizontal lines at the top left) or reduce the browser zoom. * Approved requests in Firefly can be recalled, edited, and resubmitted. * Domestic travel: one day before the start date. * International travel: 15 days before start date. * Adding Conference Attendee/Participant expense type in a travel request requires an agenda (attachment) and dollar amount. * Travelers can attach a screenshot of the conference agenda or dates. * If attending a no-cost conference, enter “Reg/Conf Fees-Paid By” expense type and enter $1.00. * If traveling to a multi-day event and return home each night instead of incurring nightly lodging, the pre-trip request needs to be a blanket request (BTA) to claim Meals One-Day per the University travel policy: * Breakfast: if the departure time is at or before 6:30 a.m. * Lunch: reimbursement not allowed. * Dinner: if return time is at or after 7:00 p.m.
Travel Videos To assist with the new Firefly travel application, four videos have been created.
* Blanket Travel Authorization (BTA) Request: https://ffnews.nebraska.edu/travel/BTA_Request.mp4 * Blanket Travel Authorization (BTA) Expense: https://ffnews.nebraska.edu/travel/BTA_Expense.mp4 * International Travel Request with Personal and/or Companion Travel: https://ffnews.nebraska.edu/travel/REQ_INTL.mp4 * Assigning a Delegate: https://ffnews.nebraska.edu/travel/Assign_Delegate.mp4
Concur Changing Design Theme The Concur interface/design has changed. Even though Requests and Expenses are now submitted via Firefly, the new design will affect the Concur Booking Tool, which is managed by Fox World Travel.
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To act on a traveler’s behalf, click the profile icon [cid:image006.jpg@01DA962F.C907C590] at the top right. To locate requests and expenses, click the Home dropdown menu [cid:image010.jpg@01DA9620.2FAF52F0] .
Fox World Travel: Live Chat Support Fox World Travel provides a live chat within Concur booking tool to support University travelers. Detailed information can be found herehttps://nebraska.edu/-/media/projects/unca/offices-policies/travel-office/documents/fox_chat_support.pdf.
Travel Training Schedule The training schedule has been posted to the NU travel websitehttps://nebraska.edu/travel/announcements-and-training/training-events. Firefly travel training information can be found in Bridge LMShttps://nebraska.bridgeapp.com/learner/library?search=travel.
Melody Stark NU Travel Office/Sourcing Agent Procure-to-Pay Office: (402) 554-3456 melody.stark@nebraska.edumailto:melody.stark@nebraska.edu https://nebraska.edu/travel [university of nebraska logo lockup with campuses]
