Overview
This article details how to Create a Travel Request in Concur.
Essential Information
- Travel Requests are the equivalent to pre-authorization required for UC San Diego 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 to reimburse the traveler directly.
- To process a Travel Request on behalf of another UCSD employee, the employee will first 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 (X icon) in an expense report are hard stops that provide information as to what you need to update or what you are missing.
- Orange alerts (triangle icon) 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 (concur.ucsd.edu) using your Single Sign-On credentials.
2. From the home page, select the Home dropdown and click Request, then select Create New Request.
3. In the Request Header, select Travel Request in the Request Type field.
4. Fill out all of the necessary trip information in the Request Header. Required fields are:
- Trip Name
- Traveler Type
- Is this Request for a student traveling on behalf of UCSD?
- Trip Expenditure Type
- Trip Purpose
- Detailed Business Purpose
- Business Travel Start Date
- Business Travel End Date
- Origin (City, State)
- Final Destination City
- Destination Country
- Will this trip include personal travel?
- Financial Unit
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. Once you have finished completing the Request Header entries, click the Create Request button.
7. After clicking on Create Request, the system will take you to the Expected Expenses section:
a. This is where you will enter the estimated expenses that will be incurred during this trip.
b. The estimated amount will not affect your ability to claim actual expenses after the trip.
c. The estimate provides the approver of this trip visibility into the expected amount of expenses.
8. To begin adding the expected expenses, click the Add button and choose an Expense type from the menu, e.g. Air Travel Expense.
9. Fill out the Expense Type required fields 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 string information.
- Required fields: Financial Unit, Approver, Project, Task, Fund (only required if not using a Project), Function (only required if not using a Project)
- For more step-by-step guidance on allocating expenses, review steps 2-7 in the How to Allocate Expenses in Concur KBA.
13. After allocating your Estimated Expenses, submit your Request by clicking the Submit Request button.
14. Once your Travel Request is fully approved, you will be able to create a Travel Expense Report from the approved Travel Request.