travel request - finance.fullerton.edufinance.fullerton.edu/concur/documents/travelrequest.pdf ·...

Division of Administration and Finance

Administration of Finance Information Technology ● 657‐278‐3737 ● Fax 657‐278‐5599

Concur ● [email protected] ● 657‐278‐7777

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Travel Request

These instructions will cover how to create and submit a Travel Request for your one‐time trip. If you would like to submit a Travel Request for blanket travel, please refer to the Blanket Travel Request Quick Guide. Blanket Travel Request only covers business meals with an official University Guest charged to a P‐Card, mileage, and parking within California.

Requirements: A Travel Request will be required if the traveler requests to go on a University business trip for more than 24 hours. You must identify estimated travel expenses that will be incurred throughout the trip (i.e. registration, lodging, airfare, transportation expenses, etc.). To ensure you comply with Travel policies, ask your budget coordinator to provide an amount that is allowed for your department to spend on your travel expenses. At the end of the instructions, there are reminders on what to check on your Travel Request.




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Table of Contents Creating a New Travel Request .............................................................................................................. 3

Completing the Request Header ............................................................................................................ 4

Inputting Travel Segments ................................................................................................................... 10

Inputting Air Ticket ........................................................................................................................... 12

Inputting Car Rental ......................................................................................................................... 15

Inputting Hotel Reservation ............................................................................................................. 19

Entering Expenses into the Travel Request .......................................................................................... 22

Entering Actual Incidentals Per Day ................................................................................................. 23

Entering Airline Fees ......................................................................................................................... 25

Entering Parking Fees ....................................................................................................................... 27

Entering Rail Expenses ...................................................................................................................... 29

Entering Rental Car Gas Expense ..................................................................................................... 31

Entering Taxi/Shuttle Fees (Uber/Lyft) ............................................................................................. 33

Entering Actual Per Day Meal Expense(s) ........................................................................................ 35

Entering Registration Fees/Workshops ............................................................................................ 37

Entering Mileage .............................................................................................................................. 39

Submitting a Travel Request ................................................................................................................ 41

Travel Request ...................................................................................................................................... 43

Checklist............................................................................................................................................ 43




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Creating a New Travel Request Processing Step Screen Shots

Step 1: Log into Concur using the CSUF Portal. You will see your Concur dashboard. Click on Requests.

Step 2: Click on Create New and then click on New Request.




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Completing the Request Header Processing Step Screen Shots

Step 1: Once you have created a new request, fill out the required fields (as noted in red) for the Request Header.

Step 2: For Request Policy, make sure State Approve then Book is selected.




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Processing Step Screen Shots

Step 3: For Request/Trip Name, input the appropriate Request/Trip Name. Note: Make sure to follow the proper Naming convention: [Month] [Year] [Destination]. Example: Jan 2018, Las Vegas, NV.

Step 4: For How will you book your travel?, select the appropriate option that applies to your booking preference.

Note:

Request for Online/Concur Travel Booking = You will be booking your trip through Concur.

Request for Offline/CTP Travel Booking = You will be booking your trip outside of Concur (i.e. with another travel agent/vendor).

Step 5: For Will hotel cost exceed $275 per night, select the appropriate option for your trip.

Note: If you select Yes, you must enter a comment to explain the reason the hotel cost would exceed $275 per night.




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Step 6: For Trip Type, select the appropriate option for your trip.

Step 7: For Start Date and End Date, click on the calendar icon to select the dates of your trip.




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Step 8: For Report/Trip Purpose, select the appropriate option that best suits the purpose of your trip.

Step 9: For Traveler/User Type, select the appropriate option which best represents the traveler.

Step 10: For Purpose, enter the reason for your travel in the text box provided. Note: Include as much information as possible.




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Step 11: For Main Destination City, enter in the appropriate location of your trip. Note: Make sure to select the correct City and State. If traveling to multiple destinations, enter all destinations in the Comment box.

Step 12: For State, select the appropriate State for your trip. Note: If you will be travelling internationally, select the International option from the list.

Step 13: For Regions Traveling To, select the appropriate option for your trip.




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Step 14: For Does this trip contain personal travel?, select the appropriate option for the trip.

Note: If you select Yes, you must specify the number of days in the # of personal day field. Enter personal travel dates and locations in the Comment field.

Step 15: Division and Department ID will automatically default to your Division and Department. Make sure these are correct or adjust as appropriate. Then, input the Fund code.

Note: Verify the Division, Department ID, and Fund with your approver and/or budget coordinator.

Step 16: Once all the required fields are filled in, click on the Save button at the top right.




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Inputting Travel Segments Processing Step Screen Shots

Step 1: After saving the Request Header, Concur will generate a Request ID (equivalent to the TR#) at the top left of the page.

Step 2: Once your Request ID has been assigned, select the Segments tab.

Step 3: The icons available for segments are as follows:

Air Ticket Railway Ticket Car Rental Hotel Reservation

Note: The Railway Ticket segment is only for international travel. To input railway tickets, refer to the Entering Expenses into the Travel Request section of this guide. To create any of the other segments, proceed to one of the following:

Inputting Air Ticket Inputting Car Rental Inputting Hotel Reservation




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Note:

Each aspect of the travel package must be separately itemized on the receipt (e.g., itemized hotel charges, airfare,

rental car, shuttle, etc.) for reimbursement or allowable Procurement Card charge.

No business‐related travel should be booked through a vendor unless the traveler has confirmed with the vendor

that each aspect of the package will be separately itemized on the reciept.




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Inputting Air Ticket Processing Step Screen Shots

Step 1: Select the Air Ticket icon.

Step 2: Fill in all required fields (as noted in red).




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Step 3: Enter in the estimated Amount for the Air Ticket. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Air Tickets.

Step 4: In the Outbound section, enter the airport you will be departing from. Then, enter the airport you will be arriving to.

Step 5: Next to the Outbound and Return Dates are the departure times for each flight. Input the appropriate times in Pacific Standard Time. Note: The Outbound and Return Dates are automatically filled in with the Start and End Dates of your trip (specified in the Request Header). Make sure to verify that these are correct.




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Step 6: Once you have filled in all the required information, click Save.




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Inputting Car Rental Processing Step Screen Shots

Step 1: Select the Car Rental icon.





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Step 3: Enter in the estimated Amount for the Car Rental. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Car Rentals.

Step 4: Specify the City for both Pick‐Up and Drop‐Off.




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Step 5: The Pick‐Up and Drop‐Off Dates are automatically filled in with the Start and End Dates of your trip (specified in the Request Header).

Note: Make sure these dates are correct for your rental car pick‐up and drop‐off.

Step 6: Enter in any Car Preference you may have in regards to the rental car.

Example: No red cars

Note: Make sure to do this for both Car Preference fields.




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Inputting Hotel Reservation Processing Step Screen Shots

Step 1: Select the Hotel Reservation icon.





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Step 3: Enter in the estimated Amount for the Hotel Reservation. Excludes updates, extras, insurance, etc.. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Hotel Reservations.

Step 4: In the Check‐In section, type in the City where you will stay.

Step 5: The Check‐In and Check‐Out Dates are automatically filled in with the Trip Start and End Dates (specified in the Request Header). Note: Make sure these dates are correct for your stay at the hotel.




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Step 6: Enter any additional details pertaining to your Hotel Reservation. Example: Staying at conference hotel with the conference rate





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Entering Expenses into the Travel Request Processing Step Screen Shots

Step 1: Click on the Expenses tab to enter estimates for the expenses on this trip. Note: Travel expenses, regardless of who pays, must be included.

Step 2: Any segments added will show on the list of expenses. Click New Expense to add a new expense to the list.

Step 3: Select an expense type. For further instructions on adding expenses, proceed to one of the following:

Entering Actual Incidentals Per Day

Entering Airline Fees

Entering Parking Fees

Entering Rail Expenses

Entering Rental Car Gas Expense

Entering Taxi/Shuttle Fees (Uber/Lyft)

Entering Actual Per Day Meal Expense(s)

Entering Registration Fees/Workshops

Entering Mileage




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Entering Actual Incidentals Per Day Processing Step Screen Shots

Step 1: Select the Actual Incidentals/Up to $7 Per Day expense type.

Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3.

Step 3: Click Save. Note: If you need to allocate an

expense, refer to the

Allocating Expenses Travel

Request Instructions for more

information.




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Step 4: The estimated expense amount is automatically calculated on the list.




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Entering Airline Fees Processing Step Screen Shots

Step 1: Select the Airline Fees (Baggage; Wifi; etc) expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Baggage fee for flight

Step 3: Type in an appropriate estimate for Transaction Amount.




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information.




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Entering Parking Fees Processing Step Screen Shots

Step 1: Select the Parking expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Parking at the airport for 5 days.





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information.




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Entering Rail Expenses Processing Step Screen Shots

Step 1: Select the Rail expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Multi‐day pass for the train.





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information.




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Entering Rental Car Gas Expense Processing Step Screen Shots

Step 1: Select the Rental Car Gas expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Fill up rental car before drop‐off.





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information.




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Entering Taxi/Shuttle Fees (Uber/Lyft) Processing Step Screen Shots

Step 1: Select the Taxi/Shuttle expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Ride to the airport.




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information.




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Entering Actual Per Day Meal Expense(s) Processing Step Screen Shots

Step 1: Select the Actual Per Day Meal Expense(s) expense type.

Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3.




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information.





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Entering Registration Fees/Workshops Processing Step Screen Shots

Step 1: Select the Registration Fees/Workshops expense type.

Step 2: In the Description field, enter a reason for this expense.

Example: Conference Registration Fee




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Step 4: Check I have attached a copy of the registration form or other to indicate you have attached the required documentation.

Note: For further instruction on attaching documents, see the Attachments Quick Guide.





information.




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Entering Mileage Processing Step Screen Shots

Step 1: Select the Mileage expense type.

Step 2: In the Description field, enter a reason for this expense. Example: Picked up from the airport




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Step 3: Type in an appropriate estimate for Distance.

Note: Use Google maps or MapQuest to determine the distance for your trip.





information.





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Submitting a Travel Request

NOTE: Travel requests for certain types of trips will require additional documentation. For further instruction on how to attach these files, please refer to the Attachment Quick Guide.


Step 1: Review the Request Header and verify all required fields are complete.

Step 2: Make sure all estimated travel expenses are entered. Note: For further instruction on how to enter expenses, refer to the Entering Expenses into the Travel Request section of this quick guide.




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Step 3: Click Attachments > Check Documents to make sure all attachments are included. Note: Certain trips require specific attachments. For further instruction on attachments, refer to the Attachment Quick Guide.

Step 4: Click Submit Request in the top right corner. Note: Your approver will be notified.

Step 5: You will be directed back to the Active Requests page where you can view your request and its status.




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Travel Request

Reminders: A Travel Request will be required if the traveler travels domestically and within 48 states, except for Alaska & Hawaii. You must identify estimated travel expenses that will be incurred throughout the trip. To ensure you comply with Travel policies, ask your budget coordinator to provide an amount that is allowed for your department to spend on your travel expenses.

Checklist Trip destination is clearly stated Reviewed Header tab

– Appropriate options were selected on the following fields: Request Policy— selected State Approve then Book Request/Trip Name— correct naming convention

[Month] [Year] [Destination]

Example: SEP 2017 San Diego, CA How will you book your travel? Will hotel cost exceed $275 per night? — Selecting Yes requires entering

a comment to explain why the hotel cost exceeds $275 Trip Type Start Date End Date Report/Trip Purpose Traveler/User Type Purpose Main Destination City State Regions Traveling To Does this trip contain personal travel? — If yes, provide personal dates

and location in comment box Comment— include reasons of hotel cost exceeding $275, and personal

dates and location (if applicable) Division Department ID Fund

Reviewed Segments tab – Estimated amount was selected appropriately – Estimated amount is within department’s budget




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Reviewed Expenses tab – Estimated amount was selected appropriately – Estimated amount is within department’s budget

Ensure these estimated travel expenses have been added (if applicable to the traveler’s trip) and reviewed: Airfare / Airline Fees (Baggage, Wifi, etc.) Lodging Car Rental / Car Rental Gas Mileage Actual Per Day Meal Expense Actual Incidentals Per Day Registration Fee / Workshop Registration form must be attached (if applicable) Parking Fee, Tolls Taxi / Shuttle