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. 

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 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.

Step 3: Click Save.

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.

Step 4: Click Save.

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. 

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 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.

Step 3: 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.

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. 

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. 

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.

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

Example: Multi-day pass for the train.

Step 4: Type in an appropriate estimate for Transaction Amount

Step 5: Click Save.

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.

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.

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. 

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. 

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. 

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. 

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. 

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

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. 

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.

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.