Administrative Systems (AFIT)Concur Blanket Travel Expense ReportAdding Blanket Travel Expenses (UI Upgrade)

Adding Blanket Travel Expenses (UI Upgrade)

These instructions will cover how to add Parking, Mileage, Tolls and Approved Business Meals (Directive 11) expense to your Blanket Travel Expense report.

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

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Personal Car Mileage Expense

Step 1: If you are claiming mileage, click on the Add Expense button under Report Details.

Under Report details. There is a button to Add Expense. It is selected, and there is a green arrow pointing towards it.

Step 2: A window will pop-up. Click on the + Create New Expense tab.

 Under the Add Expense window, the  + Create New Expense tab is selected, with a green arrow pointing towards it.

Step 3: Click on Personal Car Mileage under the Mileage section.

Personal Car Mileage expense type field. There is a green arrow pointing towards the option.

Step 4: A Mileage Calculator window will display. Enter in your starting location in Point A. Your starting location can be work, home, etc.

Personal Car Mileage Expense. Waypoints field. On point A, there is a location being typed in.

Make sure your starting location complies with the Travel Policy. If your home address auto populates be sure to change it appropriately.

Step 5: Fill in the location you are heading to in Point B.

Personal Car Mileage Expense. On point b, there is a location being typed in.

Frequently used locations may populate for you to choose from.

Step 6: Click on the Calculate Route.

Personal Car Mileage Expense. Waypoints field. There is a green arrow pointing towards the Calculate route button on the lower right hand side.

Step 7: Click on Make Round Trip, if you are returning to your work location.

If you made multiple trips throughout the month, you can add it to the same Blanket Travel Expense Report. 

Personal Car Mileage Expense. Waypoints field. There is a green arrow pointing towards the Make Round Trip option in the lower right-hand corner.

Refer to Personal Mileage Instructions for more information on how to calculate mileage.

Step 8: When you are done adding your mileage, click on the Add Mileage to Expense button.

Personal Car Mileage Expense. Add Mileage to Expense button is highlighted, and there is a green arrow pointing towards it.

Step 9: Under Transaction Date, click on your travel date. 

Personal Car Mileage Expense. Transaction date field. A date is selected.

Step 10: Fill out your Departure Time and Return Time. 

Personal Car Mileage Expense. Departure time and return time fields. Both fields have times inputted.

Make sure to include AM or PM when entering Departure Time and Return Time.

Step 11: Under Type of Work Day, click on the appropriate option.

Personal Car Mileage Expense. Type of work day field. There is a dropdown that shows multiple options to select. Depart work location and return work location is selected.

Step 12: Under Purpose of the Trip, enter in the purpose of your trip if it is different from your report header.

Personal Car Mileage Expense. Purpose of the trip field. In the field, meeting has been inputted.

Step 13: Under Comment, you may enter in details of the trip, i.e. purpose of your trip.

Personal Car Mileage Expense. Comment field. In the field, meeting at the chancellor's office has been inputted.

Step 14: Under Request ID, enter in your Travel Request ID number.

Personal Car Mileage Expense. Request ID field. In the field, 36GL has been inputted.

If you have an approved paper Blanket Travel Request, enter in the travel document number instead. Example: TR178000

Step 15: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur.

Personal Car Mileage Expense. Request field. This field is marked as required. An approved blanket travel request is selected.

Step 16: Once you have filled everything out, click on the Save Expense button.

Personal Car Mileage Expense. There is a green arrow pointing towards the Save Expense button on the left-hand side.

If there are more Personal Car Mileage expenses for that month, repeat the previous steps. For each day there is a Personal Car Mileage expense, a New Expense must be entered.

Adding Parking Expense

Step 1: If you are claiming parking, click on the Add Expense button.

In the Expense Report, the Add Expense button is selected, and there is a green arrow pointing towards it.

Step 2: A window will pop-up. Click on the + Create New Expense tab.

Under the Add Expense window, the + Create New Expense tab is selected, and there is a green arrow pointing towards it.

Step 3: Under Transportation, select Parking.

Under the Create New Expense tab, the Parking expense is selected, and there is a green arrow pointing towards it.

Step 4: Under Transaction Date, click on your travel date.

Transaction date field. A date is selected.

Step 5: Under Business Purpose, enter in the purpose of your trip if it is different from your report header.

Business purpose field. In the field, meeting is inputted.

Step 6: Under City, type in the destination city and state.

City field with long beach, california inputted.

Step 7: Under Payment Type dropdown, select the appropriate payment type.

Required Payment Type field. Cash/Personal Credit Card is selected.

If parking was charged to your P-Card, pull the transaction over.

Step 8: Under Amount, type in the transaction amount.

Required Transaction Amount field. Eight dollars is inputted.

Step 9: Under Request ID, enter in your Travel Request ID number.

Request ID field. 36GL is inputted.

If you have an approved paper Blanket Travel Request, enter in the travel document number (TR) number instead. Example: TR178000

Step 10: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur.

Required Request field. A Blanket travel request is selected.

Step 11: Once you have filled everything out, click on Save.

Green arrow pointing toward the Save expense button.

If there are more parking expenses for that month, repeat the previous steps.

  • For each day there is a parking expense, a New Expense must be entered.
  • If the parking expense was a multiple day pass, enter it once and provide comments explaining the number of days it was used for.

Adding Tolls Expense (Excludes FastTrak, Express Lane, or equivalent)

Step 1: If you are claiming tolls (excludes FastTrak, Express Lane or equivalent), click on the Add Expense button under Report Details.

Under Report Details, the Add Expense button is selected. There is a green arrow pointing towards it.

Step 2: On the right-hand side, under New Expense Tab click on the expense you want to claim.

Under Add Expense, the Create New Expense tab is selected, and there is a green arrow pointing towards it.

Step 3: If you are claiming tolls (excludes FastTrak, Express Lane, or equivalent), click on Tolls.

Under the Create New Expense field, the tolls expense type is selected. There is a green arrow pointing towards it.

Step 4: Under Transaction Date, click on your travel date.

Transaction date field. A date is selected.

Step 5: Under Business Purpose, enter in the purpose of your trip if it is different.

Business purpose field. In the field, Meeting is inputted.

Step 6: Under City, type in the destination city.

City Field. Long Beach, California is inputted.

Step 7: Under Payment Type, click on the appropriate payment type.

Required Payment Type field. Cash Personal credit card is selected.

Step 8: Under Amount, type in the transaction amount.

Required Transaction Amount field. Fifteen dollars is inputted.

Step 9: Under Request ID, enter in your Travel Request ID number.

Request ID field. 36GL is inputted.

Step 10: Under Request dropdown, click on the approved Blanket Travel Request if you have it available in Concur.

Required Request field. A Blanket Travel Request has been selected.

Step 11: Once you have filled everything out, click on Save.

Green arrow pointing towards the Save Expense button.

If there are more toll expenses for that month, repeat the previous steps.

  • For each day there is a toll expense, a New Expense must be entered.

Blanket Travel Expense Report Checklist

If you would like to use a checklist, click on Blanket Travel Expense Report Checklist.

Need more help?

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