Administrative Systems (AFIT)Concur Travel RequestAdding Expenses to a Travel Request

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. 

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Table of Contents:

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Entering Expenses into the Travel Request

Step 1: Click on the Expenses tab to enter estimates for the expenses on this trip.

Request 36FL. There is a green square highlighting the expenses tab.

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. 

Expenses tab. There is a green square highlighting the New expense option.

Step 3: Select an expense type. 

Expense type options are listed. There are four categories: Travel Expenses, Transportation, Meals, and Other.

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Entering Actual Incidentals Per Day

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

Expense Type lists are zoomed in. There is a green square highlighting the actual incidentals/up to $7 per day option

Step 2: If the trip includes personal days, enter the # of Personal Days.

If not, proceed to Step 3. 

There are three options; Trip start date, number of personal days, and transaction amount. Number of personal days is highlighted with a green square.

Step 3: Click Save.

There are three options; Save, allocate, and cancel. The save option is highlighted with a green square.

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. 

Expenses tab. There are four expenses that have been inputted into the request. These expenses are airfare, rental car, lodging, and actual incidentals. The last one, actual incidentals, has a green square highlighting it.

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Entering Airline Fees

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

Expense Type. There is a green square highlighting the Airline Fees option.

Step 2: In the Description field, enter a reason for this expense.

Example: Baggage fee for flight. 

Expense Type option is selected as Airline Fees. The description textbook is highlighted with a green square, and within the box there is the following text, "Baggage fee for flight."

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

Within Expense types, there is a green arrow and square highlighting the transaction amount.

Step 4: Click Save.

There is a green arrow and square highlighting the save option on the bottom right corner.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Parking Fees

Step 1: Select the Parking expense type.

In Expense Types, there is a green square highlighting the parking option.

Step 2: In the Description field, enter a reason for this expense.

Example: Parking at the airport for 5 days. 

Within the parking expense itemization, there is a green square highlighting the description box. Inside the box is written, "Parking at the airport for 5 days."

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

Within the parking expense type itemization, there is a green square highlighting the transaction amount. $150 dollars has been inputted.

Step 4: Click Save. 

Within the parking expense type itemization, there is a green arrow and square highlighting the save option on the bottom right corner.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Rail Expenses

Step 1: Select the Rail expense type. 

In the expense type table, the rail expense type is highlighted with a green square.

Step 2: In the Description field, enter a reason for this expense.

Example: Multi-day pass for the train.

Within the rail expense type itemization, the description box is highlighted with a green square. Inside the text box, the following is written; multi-day pass for the train.

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

Within the rail expense type itemization, the transaction amount is highlighted with a green square. $50 dollars has been inputted.

Step 4: Click Save.

Within the rail expense type itemization, there is a green arrow and square highlighting the save option on the bottom right corner.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Rental Car Gas Expense

Step 1: Select the Rental Car Gas expense type. 

In the expense type list, rental car gas is highlighted with a green square

Step 2: In the Description field, enter a reason for this expense.

Example: Filled up the rental car before drop-off.

Within the rental car gas expense type, there is a green square highlighting the description text box. Within this text box, the following is written; fill up rental car before drop-off

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

Within the rental car gas expense type itemization, there is a green square highlighting the transaction amount. $45 dollars has been inputted.

Step 4: Click Save.

Within the rental car gas expense type itemization. On the bottom right corner, the save option has been highlighted with a green square.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Taxi/Shuttle Fees (Uber/Lyft)

Step 1: Select the Taxi/Shuttle expense type. 

Within the expense type list, there is a green square highlighting the taxi/shuttle expense type option.

Step 2: In the Description field, enter a reason for this expense.

Example: Ride to the airport. 

Within the taxi/shuttle expense itemization, there is a green square highlighting the description text box. Within the text box, "Ride to the airport," is inputted.

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

To the left you see a list of expenses inputted into the request. On the right, under the taxi/shuttle expense type, there is a green square highlighting the transaction amount field. $35 dollars has been inputted into the field.

Step 4: Click Save.

Within the same taxi/shuttle expense itemization field, there is a green square highlighting the save option.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Actual Per Day Meal Expense(s)

Step 1: Select the Actual Per Day Meal Expense(s) expense type. 

Within the expense type list, there is a green square highlighting the actual per day meal expense option.

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

Within the actual per day meal expense itemization field, there is a zoomed in image of the number of personal days. Within the field, a number one has been inputted.

Step 3: Click Save.

Within the actual per day meal expense itemization field, there is a zoomed in image that shows a green square highlighting the save option.

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. 

Under the Expenses, there are 7 expenses that have been inputted into the request. The last expense, actual per day meal expense, has a green square highlighting it.

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Entering Registration Fees/Workshops

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

Within the expense type list, there is a green square highlighting the registration fees/workshops option.

Step 2: In the Description field, enter a reason for this expense.

Example: Conference Registration Fee

Within the registration fees/workshops expense itemization, there is a zoomed in image of the description box. Within this text box, "Conference registration fee" has been inputted.

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

Within the registration fees/workshops expense itemization, there is a zoomed in image of the transaction amount field. $300 dollars has been inputted into the field.

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

Next to the comment text box, there is a green square highlighting the following text, "I have attached a copy of the registration form or other." There is a small checkbox that has been checked.

For further instruction on attaching documents, see the Attachments Quick Guide.

Step 5: Click Save.

Within the registration fees/workshops expense itemization, there is a zoomed in image of the following options: Save, allocate, and cancel. There is a green square highlighting the save option.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Mileage

Step 1: Select the Mileage expense type. 

Within the request, there is a zoomed in image of the expense type list. There is a green square highlighting the mileage option.

Step 2: In the Description field, enter a reason for this expense. 

Example: Picked up from the airport.

Within the mileage expense itemization, there is a zoomed in image of the description text box. Inside the text box the following is written: Picked up from the airport.

Step 3: Type in an appropriate estimate for Distance.

Within the mileage expense itemization, there is a green square highlighting the distance field. Within this field, the number 60 has been inputted.

Use Google maps or MapQuest to determine the distance for your trip.

Step 4: Click Save.

Within the mileage expense itemization, there is a zoomed in image of the following options: Save, allocate, and cancel. There is a green square highlighting the save option.

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. 

Within the listed expenses on the request, rental car gas, taxi/shuttle, actual per day meal expenses, registration fees/workshops and mileage are inputted. There is a green square highlighting the mileage option.

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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.