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Planning, Approval, and Reservations
Starting July 1, 2024, all flights and train journeys , train travel, and non-conference hotels must be booked through Concur or via phone with Princeton World Travel. This method should be used even when lower rates are available elsewhere. Travel booked through any other services will not be approved and will be charged to the employee.
Departments must include travel planning in their annual budget planning process. To aid in the process, and to every extent possible, Conference and Education and Training travel requests should be submitted via the Travel Requests application by June 1 of the preceding fiscal year (e.g., June 1, 2024, for travel between July 1, 2024, and June 30, 2025).
Supervisors should start planning in April for travel by their staff, based in part on annual performance goals and business needs.
Supervisors should work to ensure equity in travel opportunities and be mindful of the number of their staff attending the same event.
Where appropriate, preference should be given to staff who are early in their career development.
Staff must have an approved Travel Request before booking reservations or making other travel commitments.
The amounts in the Travel Request System should be as accurate as possible.
This includes hybrid or remote conferences, regardless of whether there is a registration cost.
To ensure the best rates, travel and reservations should be booked as soon as possible after the request is approved, preferably at least three months in advance. Changes to existing reservations can be made by contacting Princeton World Travel.
Travelers must utilize Concur for booking and expense management. Booking with Concur and Princeton World Travel often provides discounts and makes changing plans more straightforward and cost-effective when necessary.
Exception: conference hotels may be booked directly through the conference organizer or hotel when required to receive special rates.
If the flight or train schedule is unavailable via Concur or costs less on another website, the employee should contact Princeton World Travel to make the reservation.
Before traveling, all trips must be registered with the University using Enroll My Trip.
For international travel, travelers must register with International SOS.
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