Carnegie Mellon University

Travel Planning

Whether you are booking travel for yourself or someone else to travel domestically or internationally, this page provides important information that you need to know before booking travel for CMU business. 

Explore the sections below for information about planning your travel.

Allowable University Business Travel Types of Travelers Travel Location
Transportation and Lodging Travel Booking Options Payment Methods

See the Booking Travel, While You Are Traveling and Expensing Your Trip pages for more information about those processes.

Allowable University Business Travel

Business and Travel Expense Policy

The university’s Business and Travel Expense (BTE) Policy applies to individuals who incur expenses in the course of traveling and/or conducting business for the university and those that prepare or approve business and/or travel purchases. Read and understand this policy prior to booking university travel to ensure it is within university policies.

Visit the Controller's Office BTE Page for additional BTE Policy information and resources.

Exceptions

If an exception to the BTE Policy is necessary, submit the request to your Designated Department Finance Representative (DDFR) [.pdf] prior to booking the travel.

When booking air travel through Concur, the system will automatically request rationale if the lowest fair is not chosen and the travel arranger must provide reasons for an exception.

Types of Travelers

The university and CTP support business travel for VIPs, faculty, staff, students, student-athletes, university groups and guests. Visit the Booking Travel and Expensing Your Trip pages for specific information for various types of travelers, including information on booking group travel.

Travel Location

Domestic

Effective November 1, 2021, university-sponsored domestic and international travel for all CMU community members is now permitted subject to unit-based requirements and approval from employee managers. For now, travel to countries that carry a CDC Very High or High level of risk is highly discouraged.

Domestic travel includes travel to any U.S. state or territory. You can find additional information about booking, traveling and expensing domestic travel on this site.

CMU Qatar Campus

If you are traveling to or from CMU’s Qatar campus, contact International Finance at qartravel@andrew.cmu.edu for assistance with planning and booking travel.

International

Effective November 1, 2021, university-sponsored domestic and international travel for all CMU community members is now permitted subject to unit-based requirements and approval from employee managers. For now, travel to countries that carry a CDC Very High or High level of risk is highly discouraged.

International travel is any travel outside of a U.S. state or territory. You can find additional information about booking, traveling and expensing international travel on this site.

Transportation and Lodging

Whether you are planning to fly or drive, the university and CTP have special rates you can take advantage of for airlines, rental cars, group ground transportation, hotels and parking. CMU and CTP discounted rates for airlines, rental cars and hotels are automatically applied when booking through the Concur online booking tool. Visit the Booking Travel page to learn more about booking through Concur.

While not encouraged, travel booked outside of CTP/Concur can still leverage the CMU rental car, hotel and parking rates.

Travel Booking Options

Book with CTP via Concur

Concur is CTP’s online travel booking tool and app accessible 24/7/265. It is the university’s preferred method of booking travel. Access your Concur account using your Andrew ID to book university travel for yourself or others.

CTP designated travel agents are available, at cost, for complex travel planning and booking requirements.

Visit the Booking Travel page for more information.

 
Log in to SMART Portal/Concur

Third-Party Vendors

While booking travel through other third-party vendors is not prohibited by the university, travelers and travel arrangers are discouraged from doing so as they do not provide the same level of financial, service and safety benefits that are available through CTP/Concur.

Payment Methods

University Travel Cards

University Travel cards are the preferred method of payment for business and travel expenses. Individual Travel Cards are held by a specific individual with the purpose of booking individual travel and paying for individual travel-related expenses. Departmental Travel Cards are held by a department administrator for purposes of arranging travel on behalf of department employees or non-employees traveling on behalf of the university.

Visit the University Card Program page to learn about the University Travel Card, training requirements, and how to request and use a Travel Card.

Personal Cards

Personal credit cards can be used for business and travel expenses as needed. Reimbursement for allowable travel expenses can be requested via an expense report.

To book travel using the Concur online booking tool, the traveler profile must have a valid university travel card (individual or departmental) or personal credit card associated with it. Within Concur, travel arrangers are able to enter the card information, including department travel cards, into the profiles of those they arrange travel for. If a departmental travel card is provided in the Concur profile, the arranger or traveler can book travel with that card. Full card information is encrypted and is not visible on the profile once added. Arrangers can manage who has access to their departmental travel card, including removing department travel cards from traveler profiles who may not need them any longer.

Visit the Expensing Your Trip page for more information about expensing charges on an individual university travel card, departmental university travel card or personal card.