Administrative Systems (AFIT)Concur Travel RequestAllocating Expenses within a Travel Request

Allocating Expenses within a Travel Request

These instructions cover how to allocate expenses to a different Division, Department, Fund, Class, Program, or Project and how to split funds between multiple parties on a travel request. For information on how to fill out a travel request, refer to Travel Request 

  • If a different Division, Department, Fund, Class, Program, or Project will be paying for the entire or most of the trip, select the Request Header Allocations.
  • If a different Division, Department, Fund, Class, Program, or Project will partially cover the expenses, select the Travel Request Expense Allocations.

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Table of Contents:

 

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Request Header Allocations

If a different Division, Department, Fund, Class, or Program will be paying for the entire or most of the trip, you make the designation in the Request Header.

Step 1: From the Concur dashboard, click on Requests. 

Concur Portal. On the top left-hand corner, there is a Requests tab that is highlighted. There is also a green arrow pointing towards the Requests tab.

Step 2: Click on the Travel Request that needs to be allocated to a different Division, Department, Fund, Class, or Program.

Active Requests tab has been opened. On the lower left-hand corner, there is a request labeled "JUL 2018 San Francisco, CA." It is highlighted in green, and there is an arrow pointing towards it.

Step 3: If a different Division, Department, Fund, Class, or Program will pay for the entire trip or majority of the trip, you can make the designation in the Request Header.

At the bottom of the Request Header, you can select the different Division, Department, Fund, Class, or Programs.  

the Division, Department ID, Fund, Class, and Programs fields in the Request Header.

Step 4: Click the dropdown list and select the appropriate Division, Department, Fund, Class, or Programs.  

Department ID field has been clicked on, and a drop-down emerged revealing multiple ID's to select from. The Division of Administration and Finance IT has been selected, and there is a green arrow pointing towards it.

Step 5: Once you have finished making the changes, select Save to have your travel request updated. 

The Request header. On the top right-hand corner, there is a save button that has been highlighted, and there is a green arrow pointing towards it.

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Travel Request Expense Allocations

If a different division, department or fund will partially cover the expenses, you can allocate those expenses to a different Division, Department, Fund, Class, Program, or Project.

Step 1: From the Travel Request, select the Segments tab.

Request 37FW. Next to the Request Header tab, there is a tab labeled "Segments." It is highlighted, and there is a green arrow pointing towards it.

Step 2: Go to the Expense (i.e. Air Ticket) that needs to be allocated to a different Division, Department, Fund, Class, Program, or Project.

When allocating expenses under Segments, Airfare, Hotel, and Car Rental will be allocated together.

Segments tab has been opened. The air ticket, railroad, car rental, and lodging fields are visible.

Step 3: Under the expense click on Allocate. 

Air Ticket field has been filled out. On the lower right-hand corner, there is an "Allocate" button. It is highlighted, and there is a green arrow pointing towards it.

Step 4: The window will refresh and show the Allocations for Request. From there you will be able to change the Division, Department, Fund, Class, Program, or Project.  

The Allocations for Request field has been opened. On the right-hand side, there is a percentage, trip type, division, department id, fund, and class field to fill out.

Step 5: Click on the dropdown list and select the appropriate Division, Department, Fund, Class, Program, or Project.   

In the allocations field, the department id field has been clicked on. A drop-down has emerged, and the "Accounts payable" option has been selected. It is highlighted, and there is a green arrow pointing towards it.

Step 6: If an expense is going to be split between two or more Divisions, Departments, or Funds, Class, Program, or Project, click on the Add New Allocation button.

In the allocations tab, there is an option to click on "Add New Allocation in the left-hand side. This option is highlighted, and there is a green arrow pointing towards it.

Step 7: Click on Allocate By to select percentage or amount.

In the allocations tab, there is an option to click on the "Allocate by" option. When clicked on, there is a percentage and amount option to select from. Both options have been highlighted, and there is a green arrow pointing towards them.

Step 8: From there, you can edit the Amount, Division, Department, Fund, Class, Programs, or Project by clicking in the field text box.

In the allocations tab, two separate allocations have been made.

Step 9: Once you have finished making the changes, select Save to have your travel request updated. 

In the allocations tab, there is a save button on the lower right-hand corner. It is highlighted, and there is a green arrow pointing towards it.

Step 10: Once you have finished allocating expenses under Segments, select the Expenses tab.

Request 37FW page. Next to the segments tab, there is an Expenses tab. This tab is highlighted, and there is a green arrow pointing towards it.

Step 11: Go to the expense (i.e. registration fees/ workshops) that needs to be allocated to a different Division, Department, Fund, Class, Program, or Project.

Under the Request, the registration fees/workshop expense is highlighted.

Step 12: In the expense click on the Allocate button.

Registration fees/workshops expense type itemization field. On the lower right-hand corner, there is an option to click on "Allocate." This option is highlighted, and there is a green arrow pointing towards it.

Step 13: The screen will refresh to the Allocations for Request window. From there you will be able to change the Division, Department, Fund, Class, Program, or Project. 

The Allocations for Request window has been opened. There are options to change the division, department, fund, class, program , or project.

Step 14: Click on the expenses that you want to allocate at the same time.

Allocations for request window. On the bottom, there are two expenses that have been highlighted. These two expenses are airfare and lodging.

Step 15: Once you have selected the expenses, select the Allocate Selected Expenses button.

From there you will be able to change the Division, Department, Fund, Class, Program, or Project. 

Repeat Steps 3 – 9 on how to allocate and split costs.

In the allocations for request window, there is an option to click on "allocate selected expenses" on the left-hand side. This option is highlighted, and there is a green arrow pointing towards it.

Step 16: When you are done allocating your expenses, click on the Approval Flow tab. 

Request 37FW page. Next to the expenses tab, there is an approval flow tab that is highlighted. There is also a green arrow pointing towards it.

Step 17: From the Approval Flow tab, you can add additional approvers who will be paying for the trip or individual expenses.

Refer to Adding Additional Approvers Guide for more information.

In the approval flow tab, there are three separate approvers that have been listed.

Step 18: When you are done filling out your travel request, select Submit Request.  

The submit request button on the right-hand side is highlighted.

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Need more help?

Contact Concur Support at concur@fullerton.edu or at 657-278-3600.