International Travel Request

These instructions cover how to complete an International Travel Request. 

Click on any of the links below to skip ahead to that section.

Creating a New International Travel Request

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

Use the Request tab to access travel requests.

Step 2: Click on New Request.

Use the New Request button to start.

Completing the Request Header

Step 1: Fill out the required (as noted in red) and appropriate fields for the Request Header.

FIll out the fileds in the request header.

Step 2: For the Request Policy field, make sure State Approve then Book is selected.

Request Header with Request Policy options.

Step 3: For Request/Trip Name, input the appropriate Request/Trip Name.

Make sure to follow the proper Naming convention:

[Month] [Year] [City, Country].

Example: APR 2018, Paris, FR.

Request/Trip name with appropriate naming convention.

Step 4: For the How will you book your travel? drop-down field, select the appropriate option that applies to your booking preference.

  • Outside of Concur = You will be booking your trip outside of Concur (i.e. with another travel agent/vendor).
  • Concur Travel Booking = You will be booking your trip through Concur.
Dropdown menu with option to choose booking outside of concur or through travel booking.

Step 5: For Will hotel cost exceed $275 per night drop-down, select N/A – Int’l Travel.

Dropdown with option to select if hotel cost will exceed $275 or not.

Step 6: For Trip Type drop-down, select International.

Dropdown menu with option to select trip type.

Step 7: For Start Date and End Date, click on the calendar icon to select the dates of your trip.

Calendar field provides the option to select dates.

Step 8: For the Report/Trip Purpose drop-down, select the appropriate option that best suits the purpose of your trip.

Report/Trip Purpose field with dropdown menu.

Step 9: For the Traveler/User Type drop-down, select the appropriate option which best represents the traveler.

Required Traveler/User Type field with dropdown menu.

Step 10: For the Purpose field, enter the reason for your travel in the text box provided. 

Include as much information as possible.

Required Purpose field with comment.

Step 11: For Main Destination City, enter in the appropriate location of your trip.

Make sure to list both the City and Country.

Fill in the Main Destination City field.

Step 12: For the State drop-down, select the International option from the list.

Required State field with dropdown menu.

Step 13: For Additional Cities Travel To, input any and all stops throughout your trip.

Provide any additional cities that you may be traveling to.

Step 14: For Regions Traveling To drop-down, select the appropriate option for your trip.

Fill in the Regions Traveling To, if applicable..

Step 15: For Does this trip contain personal travel? select the appropriate option for the trip.

If you select Yes, you must specify the number of days in the # of personal day field.

This includes personal travel that may occur at the beginning or end of your trip.

Indicate if you will be taking personal travel or not.

Step 16: Be sure to indicate personal travel dates and location(s) in the Personal Dates and Locations section.

Provide Personal Date and Locations in the comment box.

Step 17: Be sure to indicate any additional information regarding your trip in Comments section. 

Provide any additional information in the Comments section.

Step 18: Division and Department ID will automatically default to your Division and Department. Make sure these are correct or adjust as appropriate.

Verify the Division, Department ID, and Fund with your approver and/or budget coordinator.

Fill in the Division and Department ID Field.

Step 19: Then, input the Fund code.

Verify the Fund code to use with your approver and/or budget coordinator.

Fill in the proper Fund code.

Step 20: Once all the required fields are filled in, click on the Save button at the top right.

Click on the Save buton to save the Request Header.

Inputting Travel Segments

For a International Travel Request, you are able to add Airfare, Railway, Car Rental, and Hotel Reservation through the Segments tab.

Note: If using the Per Diem Rate for lodging, you will add it on the Expenses tab. To input lodging, go to International Daily Allowance (Lodging).

If you are using actuals for lodging, you can add it under Hotel Segments, but you will need to provide a copy of the per diem rates to show actuals will not exceed per diem.

For instructions on how to add expenses, click on Adding Segments to a Travel Request.

Entering Expenses into the Travel request

For a International Travel Request, you are able to add multiple expenses.

Note: Go to International Daily Allowance (Meals & Incidentals) for instructions on how to add this expense.

For instructions on how to add expenses, click on Adding Expenses to a Travel Request.

Expense Type Resources listed as follows. Click on desired expense to be directed to the section.

International Daily Allowance (Lodging)

For International Travel, lodging is entered through the expenses tab.

Step 1: Click on the Expenses tab.  

Expenses tab in the Request Header is highlighted in Green.

Step 2: Click on the New Expense button.

Under the Expenses tab, the New Expense button is highlighted in green, with the mouse hand hovering over it.

Step 3: On the right-hand side, select International Daily Allowance (Lodging) under Travel Expenses.  

Under the Travel Expenses field, the International Daily Allowance expense type is highlighted in green, with a green arrow pointing towards it.

Step 4: Fill in the required and appropriate fields as noted in red.

Based on the Country & City you selected in the Request Header, the amount will auto calculate the rate when you click Save. Before you click save however, make sure Duration and # of Personal Days are correct.

There are multiple required and optional fields shown under the international daily allowance expense type. The Transaction amount field is highlighted in green.

Step 5: If you are traveling to different cities throughout your trip, you will need to add International Daily Allowance (Lodging) expenses for the corresponding city that you are staying in.

You can make adjustments to:

  • Trip Start Date
  • Trip End Date
  • Duration Days
  • # of Personal Days
  • City
Multiple international daily allowance required and optional fields are shown.

Step 6: Click the Save button when done.

On the lower right-hand corner, there is a green arrow pointing towards the save button.

International Daily Allowance (Meals & Incidentals)

Step 1: Select the International Daily Allowance (Meals & Incidentals) expense type under meals.

You will find this located under Expense Type under Meals.

Expense Type field. Under Meals, the International Daily Allowance expense type is highlighted in green.

Step 2: If you are traveling to different cities throughout your trip, you will need to add International Daily Allowance (Meals & Incidentals) expenses for each corresponding city that you are staying in.

You can make adjustments to:

  • Trip Start Date
  • Trip End Date
  • Duration Days
  • # of Personal Days
  • City
International daily allowance expense type. There are multiple required and optional fields.

Step 3: Click Save.

 International Daily Allowance expense type tab. There is a green arrow pointing towards the  Save button located on bottom right corner.

Step 4: The estimated expense amount is automatically calculated based on the city and country you selected.

Expenses tab. Green box highlighting the International daily allowance expense.

Approval Flow

International Travel Requests will require approval from Risk Management, the Vice President, and the President.

Step 1: Because this is an International Travel Request, there are additional workflow steps that are required.

To see the workflow, click on the Approval Flow tab.

There is a green arrow pointing towards the Approval Flow tab within the Request.

Step 2: Once clicked on, you will see the following workflow:

  1. Risk Management
  2. Division Approval Process
  3. Division Approval Process
  4. Risk Management (Only if High Hazard)
  5. Division Vice President
  6. President
  7. Risk Management
Approval flow listing multiple approvers.

Submitting a Travel Request

Step 1: Review the Request Header and verify all required and appropriate fields are complete.

For assistance in reviewing an international travel request, please see the International Travel Request Checklist.

Request Header. There are multiple required and optional fields that are displayed for the user to fill out.

Step 2: Make sure all estimated travel expenses are entered.

For further instruction on how to enter expenses, refer to the Entering Expenses into the Travel Request section of this quick guide.

Within the expenses field, there are multiple expenses that have been inputted.

Step 3: Click the Attachments dropdown, then select View Documents in a new window.

Check Documents to make sure all attachments are included.

Certain trips require specific attachments. For further instruction on attachments, refer to the Attachment Quick Guide.

Green box highlighting option to View Documents in a new window under Attachments button.

Step 4: Click the Submit Request button in the top right corner.

Your approver will be notified.

Next to the delete request button, there is a submit request button that is highlighted in green.

Step 5: You will be directed back to the Active Requests page where you can view your request and its status.

Active Requests page. There are four travel requests, and their status is highlighted in green.

Travel Request Checklist

If you would like to use a checklist, click on International Travel Request Checklist.

Need more help?

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