Colleagues,

One of the many benefits of our KU Travel program is the opportunity for the university to earn rebates that can be shared to offset your travel costs. Read below for how to request the rebates, and learn about other important travel-related changes.

If you’re planning university travel on Southwest Airlines, KU Travel has $10,000 in rebate funds available to offset your ticket cost. Call (877-630-1232 option 1) or email our CTP full-service agents (ku@ctptravelservices.com) during regular business hours to book a flight and use the rebate funds for your trip. You must provide the agent with your Approved Concur Travel Request number, and the funds are available on a first come, first served basis.

The Southwest rebates are achieved by meeting our contract spending goals for Southwest trips booked in Concur or through Collegiate Travel Partners (CTP). By booking your travel in Concur or with CTP, you help us gain access to more rebate funding each quarter.

In March, Southwest announced several changes to offerings and policies. Beginning with flights booked on or after May 28, only Southwest Rewards status members and other select customers will be offered free checked bags. Customers who are not eligible for free checked bags will be charged a fee.

Other Southwest changes:

If you need to book travel but anticipate your direct supervisor will change before the trip occurs, please include the name of your future supervisor when completing your Travel Request. After entering your business purpose and funding, add your future supervisor’s name in the "Explain Business Purpose & Funding" text box.

Supervisors: While reviewing a Travel Request assigned to you, please use the Approve & Forward button to add the additional supervisor if the traveler indicates one needs to be added. Then approve the request as normal to route it to the additional supervisor.

Did you know you have several options when booking KU travel within policy and with no added service fee?

*Methods 3 and 4 should be used only if your flight and/or hotel options are not available in Concur or through our CTP agents. Flights booked directly through these methods are not supported by CTP and do not always count toward our contract spend goals, which can negatively impact our ability to maintain or expand our airline contracts.

Visit the KU Travel Services website for additional information, guidance and announcements. You can contact the KU Travel team at travel@ku.edu or the Help Desk at concurhelpdesk@ku.edu.

Thank you,

Lori

Lori Gutsch
Assistant Director, Travel Services & Travel Program Administrator

Visit the Travel Services website at travel.ku.edu

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