Travel at UD

World Travel, Inc. is the University of Delaware's travel management company.

World Travel's services are housed within Concur to fulfill employees' travel booking requests.

UD employees are encouraged to book travel through Concur. Booking through Concur provides support from World Travel agents while traveling as well as safety and security services from Crisis24.

In order for your travel to automatically be populated in Crisis24’s GlobalRiskManager platform, travel must be booked through Concur on the World Travel site.  Once travel is booked, you will receive a welcome email with additional information. 

Itinerary information from World Travel bookings is automatically transferred to an expense report in Concur that allows employees to attach UD credit card expenses with a simple drag and drop action.

Using World Travel to book your trips within Concur also enables the University to see when travelers are in locations with developing emergencies and provide assistance should the need arise. 

Low Airfare Guarantee. Prior to booking, if you find a lower airfare is available for your identical itinerary, World Travel, Inc. will match the lower airfare or provide a refund of double the difference

1. Before booking travel, log into Concur to complete and/or update your profile. 
   • Ensure that your name in your profile matches your legal ID exactly.
     
   • Clicking Save in any section of your profile will sync your information (travel preference, rewards programs, etc.) to World Travel’s reservation system.
2. Create and submit a Travel Request
3. Begin booking travel in the Trip Search tool in Concur.
   • You do not need to wait for the Request to be approved to begin booking your travel.
   • Faculty Requests are auto-approved.
   • Staff Requests will need Supervisor and COA approval prior to departure.

1. Create and submit a Travel Request
   
2. Begin booking travel in the Trip Search tool in Concur.
   • You do not need to wait for the Request to be approved to begin booking your travel.
   • Guest Travel Requests will need approval from the travel arranger's Supervisor and the COA prior to departure.
     

Concur allows you to create your expense report from your approved travel request. You can submit UD Credit Card charges and requests for reimbursement for out of pocket travel expenses on the same report.

Your travel itinerary will automatically be assigned to your Travel Expense Report if you generate the report from your approved Travel Request.

Crisis24 provides travel risk information and services to facilitate both domestic and international travel by all UD authorized travelers. 

This partnership provides safety and security intelligence prior to travel departure and alerts of emerging risks for the duration of your trip, in addition to granting the ability for 2-way communication in the event of an emergency via their mobile app. 

Should a situation arise that warrants evacuation of the area from where you have traveled, Crisis24 will also provide extraction services.

Please visit the UD Risk Management site for more details.

GeoBlue provides our campus community with international medical insurance coverage.

GeoBlue has a significant provider network in over 190 countries, all major cities, and many remote regions, representing over 120 medical specialties.

Support for services is available 24/7, by phone, web, or mobile app.

International medical coverage through GeoBlue is provided to our campus community with a $0 deductible.

For more information about GeoBlue registration, please visit the UD Risk Management site.

World Travel also offers personal travel services including packages, cruises, escorted tours, custom itineraries and safaris as well as professional destination wedding planning and group travel.

For Vacations:

Call: 1 (800) 451 5449

Email: vacations@worldtravelinc.com

For Cruises:

Call: 1 (800) 874 6700 ext. 6703

Email: cruises@worldtravelinc.com

The UD Credit Card Program is available to University employees to use for travel related expenses. 

Verification of expenses and submission of reimbursements and settling of any cash advances, along with necessary original receipts, must be submitted no later than thirty (30) days after the ending date of the business activity. 

Travelers may submit their out-of-pocket travel expenses on an expense report in Concur.

The traveler is personally accountable for the accuracy and itemized documentation of submitted expenses.

All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.

When traveling by commercial airline, tickets are to be for coach or economy class.

The University will allow a single class upgrade from coach or economy class for flights with destinations outside the contiguous United States, provided all three of the following requirements are met:

1. The flight itinerary for the ticket must include a single leg of at least 6 hours of continuous flying time.
   
2. The upgrade is approved by the traveler’s dean or vice president, and such approval is documented.
3. The cost difference between the coach or economy class and the upgraded class is charged to a discretionary purpose code when possible.

Baggage fees, emergency aisle fees, early boarding, and other fees associated with coach fares are NOT considered upgrades.

Travelers are allowed two personal bag fees for travel up to one week.

An additional bag fee is allowable if the trip duration is more than 1 week.

Baggage fees, emergency aisle fees, early boarding, and other fees associated with coach fares are NOT considered upgrades, but should be considered when comparing and booking travel.

For Fly America details and conditions, please visit the Research Office website.

Procurement Services has negotiated discounted rental rates for University Business Travel with the preferred rental car suppliers listed on this website. These rates apply to rentals within the U.S. and are inclusive of  the minimum $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage required by the University. 

Limits of coverage may vary by location.  Please confirm the limits of coverage upon pick-up to ensure that the required $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage is included.

Important to note

• The Personal Contract ID# must be used whenever renting for non-UD business.  This contract ID will provide UD staff and students with the negotiated discount but does not include the insurance.  When using the discount for personal use, you will need to supply Enterprise with your personal full coverage insurance or purchase insurance to cover your rental.  
• If you are traveling on official UD business but are traveling with a non-UD employee such as a spouse, you may use the UD Business Contract ID#.  However, if you are planning to let your companion drive, you will need to 1) list them as an additional driver and 2) either provide their personal full coverage insurance or purchase additional coverage for them (not reimbursable).
• Check for Damage - Always remember to check for damages when you pick up your rental and document it prior to leaving the lot. Date stamped photos are a good way to document existing damage so that you are not held responsible for when it is returned

When making a car rental reservation, UD requires that Collision Damage Waiver/Supplemental Liability Protection insurance coverage be selected for a minimum of $1,000,000.

This applies to both domestic and international rentals.

Procurement Services has negotiated discounted rental rates with UD's preferred rental car suppliers.

These rates apply to rentals within the U.S. and include the minimum $1,000,000 Collision Damage Waiver/Supplemental Liability Protection insurance coverage required by the University. 

When making a reservation, the traveler must reference the designated CDP or Contract ID number to ensure that adequate insurance coverage is in place. 

Important to note

• The Personal Contract ID# must be used whenever renting for non-UD business.  This contract ID will provide UD staff and students with the negotiated discount but does not include the insurance.  When using the discount for personal use, you will need to supply Enterprise with your personal full coverage insurance or purchase insurance to cover your rental.  
• If you are traveling on official UD business but are traveling with a non-UD employee such as a spouse, you may use the UD Business Contract ID#.  However, if you are planning to let your companion drive, you will need to 1) list them as an additional driver and 2) either provide their personal full coverage insurance or purchase additional coverage for them (not reimbursable).
• Check for Damage - Always remember to check for damages when you pick up your rental and document it prior to leaving the lot. Date stamped photos are a good way to document existing damage so that you are not held responsible for when it is returned

Use of a privately owned vehicle is reimbursable at the U.S. Government reimbursement rate as posted on the government website, gsa.gov/mileage.

The posted rate is intended to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage, and other similar expenditures.

Official travel by privately owned vehicles is based on the actual driving distance using the most direct route.

University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; the vehicle owner’s automobile insurance is the primary coverage.

• University liability coverage will apply only to claims which exceed the vehicle owner’s insurance. 
• The University does not provide physical damage coverage for privately owned vehicles.

1. When traveling internationally, contact Bank of America before the start of your trip and let them know the time period you will be out of the country to ensure continuity in your UD Credit Card or Declining Balance Card usage.
2. Check your UD Credit Card or Declining Balance Card before leaving on any business trips. Is your card funded correctly? Is your card set up to allow travel expenses?

Review UD policies:

• University Travel and Business Hosting Policy 
• UD Credit Card Policy 
  

What charges can be put on the UD credit card?

What out-of-pocket expenses are reimbursable?

What expenses require documentation and receipts?

Prior to travel, determine whether you will be requesting reimbursement of your aggregate Per Diem allowance, or if you will be submitting direct meal expenses with receipts for reimbursement.

IRS regulations state that you cannot mix the two methods in a single trip.

If you will be requesting a reimbursement of your Per Diem Allowance:

Some departments may have limits on meal allowances that are more restrictive than the GSA/State Department Per Diem rates.

• Please consult with your department's business administrator prior to travel to determine whether or not you will be able to claim the full Per Diem allowance determined by GSA/State Department rates.

If you will be using your UD credit card to pay for your meals:

• Itemized receipts must be provided for meal expenses incurred on a UD Credit Card.
• You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
• Employees must reimburse the University for UD Credit Card meal expenses in excess of the aggregate Per Diem allowance for the trip within 30 days of their return. 

If you will be requesting direct reimbursement for out-of-pocket meal expenses:

Some departments may only provide direct reimbursement for out-of-pocket meal expenses rather than reimbursing employees for the aggregate Per Diem allowance.

• Itemized receipts must be provided for direct meal expenses.
• You will still need to know the per diem meal rate for your destination because your meal charges may not exceed the total Per Diem allowance for the trip.
• Please consult with your department's business administrator prior to travel to determine whether or not you will be able to be reimbursed for your out-of-pocket meal expenses up to the full Per Diem allowance determined by GSA/State Department rates.

Understand insurance considerations:

• The University does not reimburse for travel insurance
• The University does not cover the cost of, nor reimburse for, additional rental car insurance purchased when traveling domestically or internationally other than the required Collision Damage Waiver/Supplemental Liability Protection insurance coverage
  • In the event of an accident, keep the rental car agreement accessible at all times as proof of insurance coverage.