Travel Request (New UI)

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.

Completing the Request Header

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

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 "AUG 2021 Albany, NY" have been typed into the space provided.

Make sure to follow the proper naming convention:

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

Example: AUG 2021 Albany, NY.

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 (New UI) 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. 

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, and 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: Attending Adobe Conference to learn about how to build forms and streamline paper process.

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. Albany, New York 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. New York 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. New York City, NY 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.

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. New York City on August 13th is written inside the text box.

Step 18: 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. 

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

Step 19: Fill out the Class and Programs if these fields are applicable to your department. 

Step 20: If you have any additional information that you want to provide regarding your trip, please enter it in the Comment field. 

Comment field. From August 2nd to August 8th in Albany, NY and August 8th to August 13th in New York City, NY is written inside the text box.

Step 21: Once all the applicable fields are filled in, click on the Create button at the bottom right-hand corner. 

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.