This booking method will allow travelers and delegates to book travel around the clock and anywhere there is internet access. Concur Travel and Expense functions similarly to external booking sites and has access to most publicly available airline fares and hotel rates. In addition, discounts already negotiated by Rutgers are automatically loaded into the system.

Note: Travelers and delegates must complete a travel profile prior to using Concur Travel and Expense for the first time.

Accessing Concur Travel and Expense

• Access to the online booking tool is limited to active faculty and staff. Concur Travel and Expense can be accessed in the My Apps section of my.rutgers.edu.
• Log In via single sign-on (please email RUTravel@finance.rutgers.edu if you are not logged in automatically).
• Smartphone and tablet mobile apps are available.

Traveler Profile

• Travelers and delegates will need to complete a traveler profile in the online booking tool prior to use.
• Delegates who want to book online reservations for non-employees (candidates, guest speakers, other visiting guests, etc.) should email RUTravel@finance.rutgers.edu to enable “Guest Booking” access.

Note: It is recommended to contact the travel agency to book complex or multi-city reservations.

Additional information available in the Resources section.

The university’s contracted travel agency is Direct Travel. The preferred method of booking travel is Concur Travel and Expense. You can call or email the travel agency for complex, multi-city reservations, group travel, or other travel-related assistance.

Employees must complete a profile prior to contacting the travel agency to make a travel reservation.

For non-employee travelers, please refer to the Travel Request and Approval Forms section below for information.

Direct Travel Contact Information

• Phone: 1-888-818-1067, phone is available 24/7
• Email: RutgersTravel@dt.com
• Email is monitored Monday through Friday, 8:00 am-5:00 pm Eastern, excluding holidays

Traveler Profile

• Travelers and delegates need to complete a traveler profile prior to contacting Direct Travel to book reservations. This is a one-time requirement.
• The online booking tool traveler profile is the same profile used by the travel agency when contacting them directly.

Non-Employee Travel (including group travel)

• Reservations for non-employees (candidates, guest speakers, other visiting guests, students, etc.) require the completion of the Non-Employee Travel Request Form prior to contacting Direct Travel via phone or email.
• Companion Travel is supported. Contact Direct Travel to make reservations.
  • Refer to Companion and Group Travel document for additional details.

Study/Learning Abroad Travel

• For faculty-led and externally provided study/learning abroad petition and authorization forms, please visit the EVPAA Travel Guidance webpage.

Note: It is recommended to contact the travel agency to book complex or multi-city reservations.

Additional information available in the Resources section.

To make any changes and cancellations to existing flight, train, rental car, and hotel reservations, call or email Direct Travel.

• Phone: 1-888-818-1067, phone service is available 24/7
• Email RutgersTravel@dt.com or reply to your Direct2U itinerary
• Email is monitored Monday through Friday, 8:00 am-5:00 pm Eastern, excluding holidays

Domestic or international travel for employees with traveler profiles does not require the completion of a form. The approval flow built into the approved booking methods replaces the need to complete a form.

Travel Request/Approval Forms are required for the scenarios below. Please refer to the Travel Approver Listing to identify the designated approvers for each unit/division.

Non-Employee Travel Request  |  Practice Form

This form is for candidates, guest speakers, students, other visiting guests, etc. (required prior to contacting the travel agency via phone or email).

Group Travel Request Form

This form is used to request domestic and international group travel when additional coordination or assistance is needed from the travel agency (excluding study/learning abroad).

Travel Accommodation Policy Exception Form  |  Practice Form

This form should be used to request special accommodations, due to exceptional circumstances, that are an exception to the University’s travel policy. For example, a person may require extra leg room on a long flight for certain reasons. A signed copy of this form must be submitted with any associated expense reports.

If the employee has a disability that requires certain travel accommodations, or the employee is pregnant and requires certain travel accommodations, please fill out this form but do not submit medical documentation here. Instead, contact the Office of Employment Equity (“OEE”) at employmentequity@hr.rutgers.edu to request a disability/pregnancy related accommodation.  OEE will provide you with the appropriate medical forms to be completed and submitted back to OEE. A signed copy of your accommodation approval letter from OEE and this form must be submitted with any associated expense reports.

**Please note that the accommodation process through OEE may take 7 days (at a minimum) to complete. Please submit your request timely so a decision can be made before you travel.**

Travel Policy Violation Approval Form  |  Practice Form

This form is required when requesting reimbursement for expenses related to out of policy travel reservations.

Study/Learning Abroad Travel Forms

For faculty-led and externally provided study/learning abroad petition and authorization forms, please visit the EVPAA Travel Guidance webpage.