Concur Requests & Travel

Columbia University has partnered with a new Travel Management Company (TMC), Direct Travel. Effective August 31, 2026, Direct Travel replaced World Travel Inc. (WTI) as Columbia’s servicing agency for all new travel bookings made through Concur.

What You Need to Know

  • Bookings made on or after August 31, 2026: New Concur and agent bookings are serviced by Direct Travel.
  • Bookings made before August 31, 2026: Existing Concur and agent bookings continue to be serviced by World Travel Inc. (WTI).
Existing WTI Reservations

Existing reservations booked through WTI before the transition will continue to be managed by World Travel, including active trips and travel scheduled after September 1, 2026.

WTI support will transition as follows:

  • Through October 30, 2026: Email support at [email protected].
  • October 31–December 21, 2026: Phone support only at 855-961-0313 or 484-948-2514.
  • Beginning December 22, 2026: Contact World Travel’s general service line at 888-979-0400.
     

For transition resources, visit the Travel Management Transition site

Concur Travel Guidance

Set up your Concur profile to book travel, request advances, and receive travel and expense reimbursements. If your profile is already set up, continue to the next step. Otherwise, follow the Set Up your Concur Profile guidelines to complete your profile.

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Guidance to Book Travel in Concur

Direct Travel provides support through Concur for booking air, rail, hotel, and car rentals, as well as itinerary management and e-ticketing. Visit the Direct Travel webpage for full contact details.

  • Concur online booking tool is available for making new reservations and is accessible from the Columbia Travel & Expense site.
  • Travelers and Travel Arrangers will need their Columbia Employee ID number, available in Concur and PAC.

Personal travel cannot be booked through Concur or Direct Travel. Instead, please use the Columbia Visitors & Personal Travel Portal for alternative booking options.

Concur Travel Support

For technical or navigation assistance:

Phone: 800-999-7939, Monday–Friday, 8:00 a.m.–7:30 p.m. ET
Email: [email protected]

International Travel

Travelers are strongly encouraged to book all international travel through Direct Travel. All Columbia-related international travel must comply with Columbia’s international travel guidelines and meet the applicable Crisis24 Horizon registration requirements.

Instructions for creating a Crisis24 Horizon account and registering travel are available on the International Travel Pre-Departure Requirements webpage, including:

  1. Attestation Form
  2. Crisis24 Registration
Travel Cash Advance

Cash advances may be requested in Concur for incidental business travel expenses that cannot be charged to a credit card.

  • Timing: Request 10–20 days before travel.
  • Limit: Advance cannot exceed expected expenses. Up to two open advances for the same purpose are allowed without Accounts Payable approval.
  • Common Uses: International travel, group/team travel, recruiting, and research.
  • Reconciliation: Submit an Expense Report within 20 working days after the trip or business activity.
  • Unused Funds: Refund the Law School for any unused advance.
     

Travel Cash Advance Policy

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Create Request

Columbia Travel & Expense → Log Into Concur 

If preparing a report for a student or guest, select Act as Another User before proceeding.

To begin, select → Create Request

Complete the Request Header

Type of Request: Select the appropriate option:

  1. CU Travel Cash Advance – Faculty or Staff cash advance for travel-related expenses.
  2. CU Non-Travel Expense/Advance – Faculty or Staff cash advance for business-related, non-travel expenses.
     

School/Division/Department: This section defaults from your profile but can be updated if needed. 

Request Name: Use Payee’s UNI – Payee’s Name. 

Select the appropriate:
Business Travel Start Date
Business Travel End Date
Trip Purpose
Departure City

Detailed Business Purpose / Funding Source: Include the following:

  1. SpeedChart – where the expense should be charged.
  2. SpeedChart Description – description corresponding to the SpeedChart.
  3. Business Purpose – clearly explain what, when, where, why, and how the expense relates to Law School business.

Select the appropriate:

  • Travel Type
  • Trip Type
  • Will this trip include personal travel? 
  • Personal Travel Dates


ChartFields: Review GL BU, Department, PC Business Unit, Project, Activity, Initiative, Segment, and Site, and update them as needed to match the provided SpeedChart and SpeedChart Description.

Select the appropriate:

  • Purpose for Advance
  • Payment via Direct Deposit / ACH / Check

Add a Comment if needed and proceed to select the expected expenses to estimate.

Add Expense Items
  • Select Add to enter expected expenses or travel plans.
  • Select Save to continue adding expenses or return to your request.
Attach Documents

Attach document to support the business purpose and audit requirements, such as:

  • Proof of the event, such as an email, conference flyer, agenda, or invitation
  • Email containing the ChartString information when a SpeedChart is not provided.
Review and Submit
  • Once all expected expenses have been added, select Submit Request.
  • On the User Electronic Agreement, select Accept & Continue, then select Submit.
Reconcile Travel/Cash Advance Request

Reconcile an approved advance by creating an Expense Report from the approved Request or importing the Request into an existing Expense Report. See Reconciling Travel/Cash Advance Request for instructions.

When completing the report header, follow Expense Report Guidance 

Reconcile Corporate Card or Air/Rail Charges

Reconcile purchases or reservations paid with a CU Corporate Card or Columbia Air/Rail Central Pay as soon as possible. To reconcile charges, create an Expense Report and assign your active transactions to the report. See Assigning Travel and Expense Corporate Card Transactions for instructions.

When completing the report header, follow Expense Report Guidance 

To book travel for a colleague, you must be designated as their Travel Delegate in Concur. Only designated Travel Arrangers can book travel for Students and Guests.

Assign and Manage Delegates

A designated Travel Arranger can book travel on behalf of students, other University employees, and guests. Visit Group Travel for guidelines on booking group travel.

Air Travel

Select the lowest logical airfare whenever possible. Higher fares require expense segregation, cost comparison, and documented justification.

  • First/Business Class: Requires Business Office approval before booking.
  • Exceptions: Approved medical accommodations, flights exceeding five hours of in-air time, or other extenuating circumstances. Email the Business Office with the details and request approval before booking. Include the approval email with your expense report.

For additional information, requirements, and restrictions, see Air Travel

Rail Travel

Amtrak is Columbia University’s preferred rail provider. Columbia travelers may book negotiated domestic rail rates through Concur Travel. Select Coach for Amtrak Regional and Business Class for Acela; Acela Business Class does not require a cost comparison.

Other cabin classes require expense segregation, cost comparison, and Financial Approver acknowledgment. Rail booked through Concur or Direct Travel using Columbia Air/Rail Central Pay is paid by the University.

International Rail

International rail travel cannot be booked through Concur Travel. Please contact Direct Travel to make international rail bookings:

  • Direct Travel Counselor: 1-888-352-8030
  • Emergency assistance outside the U.S. for existing Direct Travel itineraries: +1-646-494-7335
  • Email: [email protected]

For additional information, requirements, and restrictions, see Rail Travel

Columbia University offers discounted rates at select preferred hotels throughout Manhattan, with competitive pricing and value-added amenities. See Preferred Hotels for requirements and restrictions.

Per University policy, lodging reimbursement limits are:

  • Domestic travel: $350 per night
  • International travel: $400 per night

Hertz is Columbia University’s preferred car rental provider. Columbia travelers may book business travel car rentals at negotiated rates and benefits through Concur Travel.

For additional information, requirements, and restrictions, see Car Rental

Travelers may be reimbursed for public transportation, shuttles, taxis, private car services, and reasonable tips incurred while traveling on University business.

For instructions on connecting Uber and Lyft to Concur, see Connecting Uber and Lyft to Concur

For additional requirements and restrictions, see Ground Transportation