April 2026

• Traveler highlight
• Hertz car rental
• Flight booking and disruption tips
• Study abroad and student travel
• UK registration
• Travel guide highlight

Welcome to The Campus Compass

Welcome to the first edition of The Campus Compass, your new go-to guide aimed at pointing you in the right direction for travel at Kansas State University. Our goal is to share timely travel tips, important updates and practical resources to help reduce stress and avoid hiccups along the way. You’ll also get a sneak peek at the incredible work our travelers are doing near and far. We’re excited to begin this journey and look forward to supporting your travels in each edition ahead! 

Traveler highlight

Have you or someone you know had a memorable travel experience through Concur? Whether it’s research, a study abroad trip, Student Group Travel, or something else, we want to hear about it! Each newsletter will spotlight the great things happening through travel at K-State. If you have someone in mind, please share their story with us by completing this form: Traveler Highlight Nomination 

Did you know?

Hertz is now an option you can choose when you book a rental car through Concur! Much like booking a car through Enterprise in Concur, Hertz can be charged to the university card, and you will receive the contracted rate that K-State has with Hertz. 

Flight booking and disruption tips

Air travel involves many moving parts, so a little preparation can go a long way. Below are tips to keep in mind when booking flights and helpful guidance if travel plans don’t quite go as expected. 

• Concur Default Time Window Update: Concur released an update that impacts the default time window when searching for flights. Instead of “Anytime” being the default time window, sliders must be manually adjusted now if you’d like to search for flights outside of the default time window. This can be done in two places. You can update this when you initially enter search information. 

Or you can update this after the search results are shown under “Departure Time.” 

• Compare departure options:  When booking travel, consider flights departing from Manhattan, Salina, Wichita or Kansas City when they meet your business needs. Comparing routes, times, and fares can help you find the best value for your travel itinerary. 
• Review baggage fees carefully:  When you book, it can also be beneficial to review the baggage fees. Many airlines recently updated their checked-bag fees, these generally apply based on ticket purchase date or the date that a ticket is voluntarily changed. The table below shows the updated checked-bag fees. 

• Plan for potential disruptions: Flight cancellations or delays can happen due to weather, mechanical issues, or other factors. If your flight is canceled or changed, you should contact vendors to request a refund of any unused portion. There are certain allowable reasons the expenses can be paid by the university. View more information about reimbursable travel expense information and cancellation and change fee guidelines.
• Test your knowledge! Which three are reasons for cancellation or change where expenses are allowable to be paid? The answer is at the bottom of the newsletter! 
  1. Conflicting K-State business obligation that takes precedence 
  2. Traveler decided they did not want to attend the conference 
  3. Canceled conference/meeting 
  4. A personal event for the traveler came up that is at the same time as the travel is planned 
  5. Traveler’s unexpected illness, not due to the traveler’s own misconduct/negligence

Being proactive when booking and prepared for possible changes can help reduce stress and keep your travel on track. 

Study abroad and student travel

Summer travel often means traveling together. In this edition, we’re highlighting best practices for group travel to help keep everyone stay organized, informed and on track. While student travel is not booked in Concur, the university faculty/staff member leading this group should submit a Travel Request and Travel Expense Report in Concur for the trip. Many occasional travelers also request a Single Event Travel (SET) Card to use during the trip for business expenses, which can also be completed in Concur.

Anthony Travel is the university’s travel partner and can assist with University‑funded airfare when all members of a student group depart from and travel to the same location. Anthony Travel will gather travel information, share quotes and support the department through the ticketing and travel process. If there are questions about whether it’s better to book individual tickets or group tickets, Anthony Travel can help you decide what is best for your group. The Anthony Travel agent can be reached at 785-532-2200 or kstate@anthonytravel.com.

UK registration

When planning summer research, please be sure you complete your UK registration before summer travel begins to ensure a smooth and compliant experience. 

If you are traveling to the UK and don’t need a visa, you will likely need an ETA. It’s valid for two years (or until your passport expires) and allows multiple short trips.  As of February 25, travelers without a valid ETA won’t be able to board their flight to the  UK, so it’s important to make sure it is completed at least 3 days prior to your departure date.   

Travel guide highlight

Each newsletter we will highlight a piece of our Travel Guide. This month in connection with the new Hertz contract, we are highlighting our Car Rental section. Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) are automatically included in the coverage when paying for most rental cars with a university-provided credit card and should be declined. Using a personal credit card? Many cards include CDW/LDW coverage. Check your card benefits first—if coverage is not provided, CDW/LDW charges may be reimbursed. 

If you have questions regarding the information on this newsletter, please reach out to concur@k-state.edu. Safe travels! 

Test your knowledge answer: Which three are reasons for cancellation or change where expenses are allowable to be paid?

Answers:

A. Conflicting K-State business obligation that takes precedence
C. Canceled conference/meeting
E. Traveler’s unexpected illness, not due to the traveler’s own misconduct/negligence