Adding Expenses to a Travel Request
These instructions will show you how to enter expenses into your Travel Request. You will be tasked to identify the estimated travel expenses that will be incurred throughout the trip. To ensure you comply with Travel policies, ask your budget coordinator to provide an amount that is allowed for your department to spend on your travel expenses.
Click on any of the links below to skip ahead to that section.
Table of Contents:
- Entering Expenses into the Travel Request
- Entering Actual Incidentals Per Day
- Entering Airline Fees
- Entering Parking Fees
- Entering Rail Expenses
- Entering Rental Car Gas Expense
- Entering Taxi/Shuttle Fees (Uber/Lyft)
- Entering Actual Per Day Meal Expense(s)
- Entering Registration Fees/Workshops
- Entering Mileage
If you need assistance with logging into Concur, please go to Logging into Concur.
Entering Expenses into the Travel Request
Step 1: Click on the Expenses tab to enter estimates for the expenses on this trip.

Travel expenses, regardless of who pays, must be included.
Step 2: Any segments added will show on the list of expenses.
Click New Expense to add a new expense to the list.

Step 3: Select an expense type.

Entering Actual Incidentals Per Day
Step 1: Select the Actual Incidentals/Up to $7 Per Day expense type.

Step 2: If the trip includes personal days, enter the # of Personal Days.
If not, proceed to Step 3.

Step 3: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Step 4: The estimated expense amount is automatically calculated on the list.

Entering Airline Fees
Step 1: Select the Airline Fees (Baggage; Wifi; etc) expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Baggage fee for flight.

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Parking Fees
Step 1: Select the Parking expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Parking at the airport for 5 days.

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Rail Expenses
Step 1: Select the Rail expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Multi-day pass for the train.

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Rental Car Gas Expense
Step 1: Select the Rental Car Gas expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Filled up the rental car before drop-off.

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Taxi/Shuttle Fees (Uber/Lyft)
Step 1: Select the Taxi/Shuttle expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Ride to the airport.

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Actual Per Day Meal Expense(s)
Step 1: Select the Actual Per Day Meal Expense(s) expense type.

Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3.

Step 3: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Step 4: The estimated expense amount is automatically calculated on the list.

Entering Registration Fees/Workshops
Step 1: Select the Registration Fees/Workshops expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Conference Registration Fee

Step 3: Type in an appropriate estimate for Transaction Amount.

Step 4: Check I have attached a copy of the registration form or other to indicate you have attached the required documentation.

For further instruction on attaching documents, see the Attachments Quick Guide.
Step 5: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Entering Mileage
Step 1: Select the Mileage expense type.

Step 2: In the Description field, enter a reason for this expense.
Example: Picked up from the airport.

Step 3: Type in an appropriate estimate for Distance.

Use Google maps or MapQuest to determine the distance for your trip.
Step 4: Click Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.
Step 5: The estimated expense amount is automatically calculated on the list.

Travel Request Checklist
If you would like to use a checklist, click on Travel Request Checklist.
Need more help?
Contact Concur Support at concur@fullerton.edu or at 657-278-3600.