Overview

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• 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 the KBA on How to add a Request Delegate and an Expense Delegate in Concur
• To learn how to act as a Delegate for another user, please see the KBA on 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 Eelegate is acting on behalf of

Critical Concepts

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• Travel Requests are the equivalent to pre-authorization required for UCSD business travel
• Refer to Guest Travel and Group Travel KBAs for more specific information on these processes

Steps to Take

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1. Watch the Concur: Travel Request Training Video

 

 

 

 

 

 

 

 

 

 

 

 

Video: How to Create a Travel Request in Concur (Click above Image)

Script: How to Create a Travel Request in Concur

2. Review the written steps below

 

The following content is the same as what is covered in the video, only presented in a different format.

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. Chart of Accounts (COA) information is required, confirm that you are searching for COA with the proper parameters by using this guide for more information

a. If you are unsure what to enter for these values, please consult with your Fund Manager

6. When complete with the Request Header entries, click Save

7. Next to the Request Header tab, select the Expenses tab

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 on the left under Expenses tab

12. When finished entering your estimated Expenses, submit your Request by clicking Submit Request

13. The Requests page displays 

14. To track the Travel Request, in Requests, select Manage Requests

15. Select the Travel Request, select the Approval Flow tab - this will display a list of approvers and the order in which they need to approve the Request