Travel Request

A Travel Request will be required if the traveler travels domestically and within 48 states, except for Alaska & Hawaii. You must 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. If you would like to submit a Travel Request for blanket travel, please refer to the Blanket Travel Request Quick Guide.

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

Table of Contents:

If you need assistance with logging into Concur, please go to Logging into Concur.

Creating a New Travel Request

Step 1: In the Concur Dashboard, click on the Requests tab. 

Concur portal. There is a green arrow pointing towards the requests tab on the top left-hand corner.

Step 2: Click on New Request

Concur portal. The request tab has been clicked on, and an option to click on "new request" has appeared. The option to create a new request is highlighted, and there is a green arrow pointing towards it.

Completing the Request Header

Step 1: Once you have created a new request, fill out the applicable fields for the Request Header. 

Request header within the Concur Portal

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

The request header has been zoomed in, and there is emphasis on the Request policy. The option "State Approve then Book" is selected.

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

Request/Trip Name is zoomed in. The words "Jan 2018, Las Vegas, NV" have been typed into the space provided.

Make sure to follow the proper naming convention:

Naming convention: [Month] [Year] [Destination]

Example: Jan 2018, Las Vegas, NV.

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

"How will you book your travel?" is zoomed in. There are two options to select from, Outside of Concur and Concur Travel Booking.
  • Request for Outside of Concur = You will be booking your trip outside of Concur (i.e., with another travel agent/vendor).
  • Request for Concur Travel Booking = You will be booking your trip through Concur. 

Step 5: For the Extension of dropdown, select the appropriate travel request, if you are linking this request to an existing approved travel request.

Extension of option. The field is empty.

Please refer to the Amended Travel Request Guide for more information.

Step 6: For Will hotel cost exceed $275 per night dropdown, select the appropriate option for your trip.

Will hotel cost exceed $275 per night? There are three options to choose from; N/A-Int'l Travel, No (excludes taxes and international travel) and Yes.

If you select Yes, you must enter a comment to explain the reason the hotel cost would exceed $275 per night.

Step 7: For Trip Type dropdown, select the appropriate option for your trip. 

Trip Type option. There are three options to choose from, In-State, International, and Out-of-State

Step 8: For Start Date and End Date, click on the calendar icon to select the dates of your trip. 

Start Date and End Date options. There is a green arrow pointing to the calendar option on the top right corner of each calendar.

Step 9: For Report/Trip Purpose dropdown, select the appropriate option that best suits the purpose of your trip. 

Report/Trip Purpose. When clicked on, there are a multitude of options to choose from. These options are Blanket Travel, conference, field research, institutional advancement, meeting, mileage only, non-employee travel, other travel, p-card paid travel by/for other(s), POST UPD training, recruitment, study abroad, teaching, training

Step 10: For Traveler/User Type dropdown, select the appropriate option which best represents the traveler. 

Traveler/User Type. When clicked on, there are four options to choose from. They are faculty, recruitment, staff, and student.

Step 11: For Purpose field, enter the reason for your travel in the text box provided.

Purpose field. Inside the text box, the following is typed up: To attend a Concur conference.

Include as much information as possible.

Step 12: For Main Destination City field, enter in the appropriate location of your trip. If traveling to multiple destinations, enter all destinations in the Comment box.

Main Destination City field. Las Vegas, Nevada had been selected as the main city

Make sure to select the correct City and State. If traveling to multiple destinations, enter all destinations in the Comment box.

Step 13: For State dropdown, select the appropriate State for your trip.

State field. When clicked on, there is a drop-down that shows every state in the United States. Nevada is selected.

If you are traveling internationally, please see the International Travel Request guide.

Step 14: For Add’l Cities/States or Cities/Countries Traveled To fieldtype in the name of the cities that you anticipate that you will also be traveling to during your trip. 

Additional Cities/States or Cities/Countries Traveled To field. Nothing is written in the text box.

Step 15: For Regions Traveling To dropdown, select the appropriate option for your trip. 

Regions Traveling To. When clicked on, there is a drop-down of three options. These options are Chechnya, Northern Ireland, and Other/Not Listed. Other/ Not Listed is selected.

Step 16: For Does this trip contain personal travel? dropdown, select the appropriate option for the trip.

Does this trip contain personal travel?

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

Step 17: Enter personal travel dates and locations in the Personal Dates and Locations field (include dates, city, state). 

Personal Dates and Locations field. Nothing is written inside the text box

Step 18: If you have any additional information that you want to provide regarding your trip, please enter it in the Comment field. 

Comment field. Nothing is written inside the text box

Step 19: Division and Department ID will automatically default to your Division and Department. Make sure these are correct or adjust as appropriate.

Then, input the Fund code. 

Division, Department ID, and Fund options.

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

Step 20: Fill out the Class and Programs if these fields are applicable to your department. 

Class and programs. Both fields are left blank.

Step 21: Once all the applicable fields are filled in, click on the Save button at the top right. 

Request header. There is a green arrow pointing towards the save button.

Inputting Travel Segments

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

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

Entering Expenses into the Travel Request

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

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

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.