There will be a new Request User Interface (UI) in Concur Starting October 1. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a quick look at how the new Request UI will look starting October 1.
Overview
- This article will describe how to apply for a Travel and Entertainment Card
- To process a 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, please see 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 delegate is acting on behalf of
Critical Concepts
- Before applying, review the Travel and Entertainment Card Blink Pages to understand what restrictions and regulations apply to the card
- Download, complete, and sign the Travel & Entertainment Cardholder Agreement
Steps to Take
1. Watch the Concur: New Card Request Training Video
Video: How to Request a New Travel & Entertainment Card (Click above Image)
Script: How to Request a New Travel & Entertainment Card
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. Log into Concur using your Single Sign-On
2. Click on the Requests module at the top of the page
3. On the Requests home page, select New Request
4. The new Request and Request Header tab displays
5. In the Request Header, in Request Type, select Card & Payment Products Request, this action updates the Card & Payment Products form
6. In Payment Product Type, select UCSD Travel and Entertainment Card
7. Fill out all of the required fields highlighted in red, including any additional financial information
8. In Request Name, verify the applicant’s name is entered; last name, first name
9. In the Business Purpose/Additional Information section, provide the department contact or your assistant's name
10. If expedited processing is necessary, indicate that in the Comment section
11. Select Save
12. Next to Request Header tab, select the Expenses tab
13. On the right side of the screen, in Expense Type, select New Card
14. In Payment Product Type, select UCSD Travel and Entertainment Card
15. In the MC field, enter the Mail Code the card should be sent to; cards must be sent to a campus address
16. Click Save to add your Expense
17. An Expense line item will display on the left side of the screen
18. To add any required attachments, including the Travel & Entertainment Cardholder Agreement , select the Attachments button, then select Attach Documents
19. In the Document Upload and Attach dialog box, select Browse
20. Once the file is selected, select Upload and close the window
21. To submit the request, select Submit Request and then Accept and Submit
22. The request will be routed to the Financial Unit approver then routed to the Travel & Entertainment Card team for final review
23. On receipt and approval of the application by the Travel & Entertainment Card team, it takes approximately two weeks until the card is received at the campus address
If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494