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

Adding Expenses to a Travel Request (New UI)

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.

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 Add button to enter estimates for the expenses on this trip.

There is a green square highlighting the Add button..

Travel expenses, regardless of who pays, must be included.

Step 2: Scroll through the list and select an expense type

For list of available expenses, go to Available Travel Request Expenses.

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

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. 

Expected Expenses List. Actual incidentals, has a green square highlighting it.

Entering Hotel Reservation

Step 1: Select the Hotel Reservation expense type.

Expense Type lists are zoomed in. There is a green square highlighting the Hotel Reservation option.

Step 2: Enter in the following required fields:

  1. Type in the City that you will be staying in.
  2. The Start Date is pulled from your Request Header and you can enter the check-in time.
  3. The End Date is pulled from your Request Header and you can enter the check-out time.
  4. Type in Details regarding your reservation. If you do not have any details, put 'N/A.'
  5. Use the Comment box to provide any additional information.
  6. If you are staying in California, you can submit the STD236 Exemption to the hotel.
  7. Enter in the estimated cost for the hotel stay.
Enter in the following information: Green Step 1: Type in the City that you will be staying in. Green Step 2: The Start Date is pulled from your Request Header and you can enter the check-in time. Green Step 3: The End Date is pulled from your Request Header and you can enter the check-out time. Green Step 4: Type in Details regarding your reservation. If you do not have any details, put 'N/A.' Green Step 5: Use the Comment box to provide any additional information. Green Step 6: If you are staying in California, you can submit the STD236 Exemption to the hotel. Green Step 7: Enter in the estimated cost for the hotel stay.

Step 3: Click Save.

The save option is highlighted with a green square for the hotel reservation.

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

Entering Air Ticket

Step 1: Select the Air Ticket expense type.

Green highlight showing location of Air Ticket Expense.

Step 2: Select if your expense is going to be Round Trip, One Way, or Multi-City.

Under New Expense: Air Ticket, you can select if your air ticket will be round trip, one way, or multi-city.

Step 3: Fill out the required fields:

  1. Type in the From location that you will be traveling out of.
  2. Type in the To location that you will be traveling to.
  3. The Start Date is pulled from your Request Header and you can enter the Departure time.
  4. The End Date is pulled from your Request Header and you can enter the Arrival time.
  5. Use the Comment boxes to provide any additional information.
  6. Enter in the estimated cost for the air ticket.
Fill out the required fields: Green Step 1: Type in the From location that you will be traveling out of. Green Step 2: Type in the To location that you will be traveling to. Green Step 3: The Start Date is pulled from your Request Header and you can enter the Departure time. Green Step 4: The End Date is pulled from your Request Header and you can enter the Arrival time. Green Step 5: Use the Comment boxes to provide any additional information. Green Step 6: Enter in the estimated cost for the air ticket.

Step 4: Click Save.

Click on the Save button when you are done filling out the air ticket expense. Green highlight showing location of save button.

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

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 fees."

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 top right corner.

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

Entering Car Rental

Step 1: Select the Car Rental expense type.

Expense List, select Car Rental expense type. Green highlight showing location.

Step 2: Enter in the following required fields:

  1. Type in the City location that you will be picking the car up.
  2. The Start Date is pulled from your Request Header and you can enter the pick-up time.
  3. Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.'
  4. Type in the City location that you will be dropping off the car.
  5. The End Date is pulled from your Request Header and you can enter the drop-off time.
  6. Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.'
  7. Use the Comment box to provide any additional information.
  8. Enter in the estimated cost for the air ticket.
Enter in the following required fields: Gren Step 1: Type in the City location that you will be picking the car up. Green Step 2: The Start Date is pulled from your Request Header and you can enter the pick-up time. Green Step 3: Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.' Green Step 4: Type in the City location that you will be dropping off the car. Green Step 5: The End Date is pulled from your Request Header and you can enter the drop-off time. Green Step 6: Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.' Green Step 7: Use the Comment box to provide any additional information. Green Step 8: Enter in the estimated cost for the air ticket.

Step 3: Click Save.

Green highlight showing how to select the Save button when you are done filling out the Car Rental expense.

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.

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, 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, there is a green square highlighting the transaction amount. $150 dollars has been inputted.

Step 4: Click Save

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

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. 

Using this expense if you will not be using AMTRAK, EUROSTAR, or UK RAIL. If you are using those service locations, use the Railway Ticket Expense.

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

Step 2: Confirm the Destination City is listed correctly if you are traveling to multiple locations.

Within the rail expense type, the Destination City box is highlighted with a green square. Confirm the correct city is listed.

Step 3: In the Description field, enter a reason for this expense.

Example: Multi-day pass for the train.

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

Step 4: Type in an appropriate estimate for Transaction Amount

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

Step 5: Click Save.

Within the rail expense type, 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.

Entering Railway Ticket Expense

Step 1: Select the Railway Ticket expense type.

Using this expense if you will be using AMTRAK, EUROSTAR, or UK RAIL. If you are not using those service locations, use the Rail Expense.

Under Expected Expenses, select Railway Ticket expense.

Step 2: Select if your service location is AMTRAK, EUROSTAR, or UK RAIL.

Under View Service Locations For dropdown, select if it will be amtrak, eurostar, or UK rail. Green highlight showing location of dropdown feature.

Step 3: Select if the trip will be Round trip, One way, or Multi-City.

Select if the trip will be round trip, one way, or multi-city. Green highlight showing options to choose from.

Step 4: Fill out the required fields:

  1. Type in the From location that you will be departing from.
  2. Type in the To location that you will be traveling to.
  3. The Start Date is pulled from your Request Header and you can enter the departure time.
  4. The End Date is pulled from your Request Header and you can enter the arrival time.
  5. Use the Comment boxes to provide any additional information.
  6. Enter in the estimated cost for the railway ticket.
Fill out the required fields: Green Step 1: Type in the From location that you will be departing from. Green Step 2: Type in the To location that you will be traveling to. Green Step 3: The Start Date is pulled from your Request Header and you can enter the departure time. Green Step 4: The End Date is pulled from your Request Header and you can enter the arrival time. Green Step 5: Use the Comment boxes to provide any additional information. Green Step 6: Enter in the estimated cost for the railway ticket.

Step 5: Click Save.

The save button is in the upper right hand side. Green highlight showing location of the save button.

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. 

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, 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. On the top 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.

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,  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

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 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.

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 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 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 2 expenses that have been inputted into the request. The last expense, actual per day meal expense, has a green square highlighting it.

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,  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, 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, 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.

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, 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, 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, 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, registration fees/workshops and mileage are inputted. There is a green square highlighting the mileage option.

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.