Overview
This article details how to Create a Travel Request in Concur.
Essential Information
- Travel Requests are the equivalent to pre-authorization required for UCSD business travel.
- Travel Requests are simply to inform your department of expected travel expenses and do not generate a payment until a Travel Expense Report is submitted.
- Refer to Guest Travel and Group Travel KBAs for more specific information on these processes.
- Travel Requests are associated with Travel Expense Reports.
- An approved Travel Request can be linked to multiple Travel Expense Reports.
- The Travel Request can facilitate making payments for hotels or registrations before a trip and after the trip or reimburse the traveler directly.
- To process a Travel Request on behalf of another UCSD employee, the employee will need to add you as their Delegate.
- To learn how to assign users to act on your behalf, review article, KB0031969: How to add a Request Delegate and an Expense Delegate in Concur.
- To learn how to act as a Delegate for another user, please review article, KB0031975: How to act as a Delegate in Concur.
- Concur will identify the employee payee under the Payment Type:
- Payment to Employee as the user submitting the Expense Report or
- The user that the Delegate is acting on behalf of.
- Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
- Orange alerts are informational and provide key details about policy that you should be aware of upon submission.
Next Steps
Video: How to Create a Travel Request in Concur
1. To create a Travel Request, log into Concur using your Single Sign-On.
2. Select the Request module, then select New Request.
3. In the Request Header tab, in Request Type, select Travel Request.
4. Fill out all of the necessary trip information, required fields are highlighted in red.
5. Be sure to add your Financial Unit in the required field.
a. If you are unsure what to enter for this, please consult with your Fund Manager.
6. When complete with the Request Header entries, click Create Request.
7. After clicking on Create Request, the system will take you to the Expected Expenses section:
a. Estimate the Expenses that will be incurred by this trip.
b. The estimate will not affect your ability to claim Expenses.
c. The estimate provides the approver of this trip the expected amount/number of Expenses.
8. On the right hand side of the screen, select an Expense type from the menu, e.g. Air Travel Expense.
9. Fill out the Expense Type required fields, highlighted in red, e.g. Air Travel Expense.
10. Click Save.
11. Repeat Steps #8-10 until you have entered all of your estimated expenses:
a. For each Expense Type, a line item displays under Expected Expenses.
12. Select all of your Expected Expenses and click the Allocate button to add your Chart of Account (CoA).
- Required fields: Financial Unit, Approver, Project, Task, Fund (only required if not using a Project), Function (only required if not using a Project)
13. When finished entering your estimated Expenses, submit your Request by clicking Submit Request.
14. Once you submit the request, to track the Travel Request's approval workflow, select the Request Details dropdown and then click on Request Timeline.