• Creating a New International Travel Request
• Completing the Request Header
• Inputting Travel Segments
• Entering Expenses into the International Travel Request
• International Daily Allowance (Lodging)
• International Daily Allowance (Meals & Incidentals)
• Approval Flow
• Submitting a International Travel Request

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

Step 2: Click on New Request.

back to top

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Step 19: Then, input the Fund code.

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

back to top

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.

back to top

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.

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

Step 1: Click on the Expenses tab.  

Step 2: Click on the New Expense button.

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

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

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

Step 6: Click the Save button when done.

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

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

Step 3: Click Save.

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

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.

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

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

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

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

Check Documents to make sure all attachments are included.

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

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

back to top