Travel & Expense Training Resources

Travel & Expense Training Resources

The university has implemented a new Travel and Expense system through Concur as of July 1, 2026. This system will be the platform for all University Card activity and employee reimbursements.  Below are resources to help CALES employees prepare for this change. 

Upcoming Office Hours

Sessions occur every Tuesday (10am - 11am) and Thursday (1pm - 2pm), covering a range of topics from beginning login details through the approval process of expenditures. The sessions will cover navigating Travel, Non-Travel and University card expense reports to include reconciliation of card activity. The sessions are structured to include a presentation or ‘live’ demo for the first half hour and an open discussion for questions and guidance on best practice for the second half of the session.

A webinar link for each session is available within the agenda document. Recordings will be uploaded to the Office Hour Recordings section below shortly after the session.

Important Travel & Expense Resources

Helpful Guides

Travel & Expense Training Videos

These videos were hosted and recorded by the University Travel & Expense Transformation Project training team. 

Office Hour Recordings

These videos were hosted by the CALES Travel & Expense Advisory Committee and recorded during office hour sessions.

CALES Orientation Info Sessions

Travel & Expense Transformation information sessions were held on 4/15/2026, 4/17/2026 and 4/22/2026. The informational slides and recording of the session are available for review: 

University Card Information

Concur How-To Guides


 

University Finance & Budget Office Resources

This information was shared from Ted Nasser with Business Officers:

For University purchasing purposes, the office supplies category consists of standardized, generally low-dollar, non-capital items used in routine administrative, instructional-support, and office activities.

Examples include:

  • Paper, notebooks, legal pads and sticky notes
  • Pens, pencils, markers and highlighters
  • Folders, binders, labels and filing supplies
  • Envelopes and routine mailing supplies
  • Staplers, staples, tape, scissors and rulers
  • Desk accessories and basic calculators
  • Whiteboard and general presentation supplies
  • Ink and toner for standard office printers

The category does not include:

  • Computers, monitors, printers, software or other IT products
  • Office furniture or ergonomic equipment
  • Laboratory, scientific, clinical or medical supplies
  • Facilities, maintenance, janitorial or industrial supplies
  • Safety equipment or personal protective equipment
  • Promotional merchandise or branded products
  • Food, beverages or catering
  • Commercial printing, signage or specialized instructional materials
  • Appliances, capital equipment or other specialized products

The category is defined by the nature and intended use of the item—not simply by whether the product is available through the Staples catalog.

CALES Travel & Expense Advisory Committee Members and Ambassadors

Please reach out to our listserv with any questions or recommendations. We are here to help!

Need to find who is on your business team? Head to the CALES Business Services page to find who supports your area and their contact information.