- Obtain Pre-Travel Authorization (also known as Prior Approval): University Travelers must obtain prior approval/pre-travel authorization in Concur prior to booking travel. Please see the Before Booking Travel (Pre-Travel Authorization) section for additional information.
- Book Travel Arrangements: University Travelers can book their travel after pre-travel authorization is obtained. University travelers are encouraged to book travel through Concur. See the Booking Travel section for additional information.
- Register Travel: University Travelers must register travel once travel is approved and booked. There are two options for registering University Travel:
Book Travel within Concur: Travel booked within Concur is automatically registered. Travelers booking their Travel in Concur do not need to take additional steps to register their Travel.
OR
- Register Your Travel Via Email: Travel booked outside of Concur (i.e., another travel management company, online booking tools such as Orbitz, etc., direct booking with an airline or hotel, etc.) must be manually registered by the Traveler through email. Please see the appropriate sections below for guidance on how to correctly register your travel.
Travelers are also encouraged to visit Before Departure to obtain information on university travel insurance, how to receive emergency alerts while traveling, and information on travel using your Bank Card.
Yes. In accordance with the University’s Travel Policy, all University Travel - both international and domestic (in-state overnight and all out-of-state) - must be registered in the University’s Travel Registry once travel has been approved and booked.
Please note: failing to register your Travel may impact expense reimbursement eligibility.
University Travelers must register their travel not only to be compliant with University policy, but also to provide campus risk managers with information on traveler location should an event impacting the traveler's safety or security occur.
Because a formal travel booking/travel itinerary is needed to enable registration of Travel, Travel should be registered only after travel has been approved and booked and before the traveler departs.
If changes to travel plans result in updated travel itineraries, the updated travel itineraries/travel bookings must also be registered.
Formal travel accommodations must be registered. This includes:
- Overnight lodging
- Air travel
- Long-distance train travel (when this is a primary mode of transportation)
Conference confirmations are not required to be registered. To avoid errors with travel registration, please do not register conference confirmations.
With the implementation of Concur and the new Healix Sentinel Travel Registry, travel is registered using the formal travel booking/travel itinerary after travel has been approved and booked. Travel must be registered prior to the traveler's departure.
There are two ways to register Travel:
Book Travel within Concur: Travel booked within Concur is automatically registered. Travelers booking their Travel in Concur do not need to take additional steps to register their Travel.
OR
Register Your Travel Via Email: Travel booked outside of Concur (i.e., another travel management company, online booking tools such as Orbitz, etc., direct booking with an airline or hotel, etc.) must be manually registered by the Traveler through email. Please see the appropriate sections for guidance on how to correctly register your travel:
Registering Travel for Yourself: See the Registering Travel via Email for Yourself section below
Registering Travel on Behalf of Someone Else: See the Registering Travel via Email on Behalf of Someone Else section below
Registering Travel When a Formal Travel Booking is not Possible: See the Registering Travel without a Formal Travel Booking section below
Registering a Group of Travelers with the Same Travel Itinerary: See the Registering Group Travel section below
There are two critical components to successful travel registration via email:
- WHAT to forward via email and
- HOW to forward
WHAT to Forward
Travelers must email their official travel confirmation issued by the travel provider (hotel, airline, rental car agency, etc.); the UMass Travel Registry can accept only the original booking confirmation provided by the point of sale.
Please forward ONLY travel confirmations; do NOT forward conference registration confirmations.
Please see the table below for acceptable formats of the original booking confirmation as well as formats that will not be accepted.
| Accepted | Not Accepted |
|
|
Emailing any "not accepted" format will result in an error with your travel registration.
HOW to Forward
The email MUST be appropriately formatted to ensure the registration is correctly associated with the traveler in the UMass Travel Registry. Incorrect formatting will result in errors with the travel registration. See the table below for instructions on correctly formatting the email.
| Sending from your UMass email (PREFERRED) | Sending from your personal or non-UMass email |
Forward the travel itinerary issued by your travel provider/point of sale to UMass.trips@healix.com Please note: only one booking per email can be sent |
|
Incorrectly forwarding your travel booking/confirmation will result in an error with your travel registration.
PLEASE DO NOT USE THE UMass.Trips@healix.com FOR PRE-TRAVEL AUTHORIZATION. PRE-TRAVEL AUTHORIZATION MUST BE OBTAINED IN CONCUR.
Please send any travel related questions (pre-travel authorization, travel booking, travel registration, travel expenses, etc.) to travelexpense-services@umassp.edu. DO NOT SEND QUESTIONS TO UMass.Trips@healix.com; doing so will result in significant delays in responding to your inquiry.
Will I Receive an Acknowledgement of the Travel Registration?
No. You will only receive a response if your email has not been successfully received. If you do not receive a response, you can consider your registration via email as accepted.
What If My Itinerary Changes?
If your itinerary changes, you are required to register your new itinerary by following the same steps detailed above. The itinerary will then be updated in the registry with the new information.
There are two critical components to successful travel registration via email:
- WHAT to forward via email and
- HOW to forward
What to Forward
Delegates must email the traveler's official travel confirmation issued to the traveler by the travel provider/point of sale (hotel, airline, rail line, etc.). The UMass Travel Registry is unable to read anything other than the original booking confirmation.
Please do not forward conference confirmations; conference confirmations are not required to be registered and sending them can result in errors with travel registration.
Please refer to the table below regarding accepted and unaccepted forms of travel confirmations.
| Accepted | Not Accepted |
|
|
Emailing any "not accepted" format will result in an error with your travel registration.
HOW to Forward
The email must be correctly formatted to ensure the travel itinerary is correctly associated with the traveler in the UMass travel registry. Incorrect formatting will result in the itinerary being associated with the person sending the email on behalf of the traveler.
Please follow these steps to ensure correct formatting:
- Forward the travel itinerary issued by the travel provider/point of sale (see section on WHAT to Forward above for additional information)
- Replace the Email Subject Line with the Traveler's UMass email address. (Please note: Skipping this step will result in the travel itinerary being associated with the person forwarding the travel itinerary and not the traveler, creating an error with the travel registration.)
- Send the email to UMass.Trips@healix.com
Please note: only one booking per person, per email can be sent
Please do not use UMass.Trips@healix.com for pre-travel authorization. Pre-travel authorization must be obtained in Concur.
Please send any travel related questions (pre-travel authorization, travel booking, travel registration, travel expenses, etc.) to travelexpense-services@umassp.edu. DO NOT SEND QUESTIONS TO UMass.Trips@healix.com; doing so will result in significant delays in responding to your inquiry.
Will I Receive an Acknowledgement of Travel Registration?
No. You will only receive a response if your email has not been successfully received. If you do not receive a response, you can consider the travel registration via email as accepted.
What If the Traveler's Itinerary Changes?
If the traveler's itinerary changes, the new itinerary must be registered by following the same steps detailed above. The itinerary will then be updated in the registry with the new information.
If you are traveling and do not have formal booking (i.e., attending a conference or meeting but staying with a family or friend, or driving in a personal vehicle to an out-of-state meeting), please complete the Travel Registration without Formal Booking template and email it to travelexpense-services@umassp.edu. Please note: pre-travel authorization in Concur is required prior to sending your information for travel registration.
To register a group of travelers with the same itinerary, please download and complete the Group Travel Registration Template. Email the completed template to travelexpense-services@umassp.edu.
Please email travelexpense-services@umassp.edu with any questions about registering group travel.
If you have questions regarding travel registration, please contact the Travel and Expense team at travelexpense-services@umassp.edu .
Please do NOT use the email address of UMass.Trips@healix.com for questions about travel policies or processes, Concur, pre-travel authorization, travel registration or travel expenses. This email address is not manned and is enables only to receive travel itineraries for the travel registry; sending questions to this address will result in a delayed response to your inquiry.
Campus Risk Managers/Sentinel Administrative Users may use this SSO link to access Healix Sentinel. Credentials are required.
Please note: Only campus Risk Managers have access to this site. Travelers do not have access to this site are not required to log in to register their travel. Please see section above "How Do I Register My Travel" to learn how to register your travel.
Concur Travel & Expense Support
There are 3 ways to get T&E support as listed below:
- Submit a support request online to create a case by the types listed:
- Email travelexpense-services@umassp.edu to create a case
- Call the Concur Hotline at (774)570-5507. Live phone support M-F from 9-4.