Administrative Systems (AFIT)Concur Travel RequestAllocating Expenses within a Travel Request (New UI)

Allocating Expenses within a Travel Request (New UI)

These instructions cover how to allocate expenses to a different Division, Department, Fund, Class, Program, or Project and how to split funds between multiple parties on a travel request. For information on how to fill out a travel request, refer to Travel Request.

  • If a different Division, Department, Fund, Class, Program, or Project will be paying for the entire or most of the trip, select the Request Header Allocations.
  • If a different Division, Department, Fund, Class, Program, or Project will partially cover the expenses, select the Travel Request Expense Allocations.

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

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Request Header Allocations

If a different Division, Department, Fund, Class, or Program will be paying for the entire or most of the trip, you make the designation in the Request Header.

Step 1: From the Concur dashboard, click on Requests

Concur Portal. On the top left-hand corner, there is a Requests tab that is highlighted. There is also a green arrow pointing towards the Requests tab.

Step 2: Click on the Travel Request that needs to be allocated to a different Division, Department, Fund, Class, or Program.

Under manage requests, green arrow and box hightlighting a travel request.

Step 3: If a different Division, Department, Fund, Class, or Program will pay for the entire trip or majority of the trip, you can make the designation in the Request Header.

At the bottom of the Request Header, you can select the different Division, Department, Fund, Class, or Programs.  

the Division, Department ID, Fund, Class, and Programs fields in the Request Header.

Step 4: Click on the entry field and select the appropriate Division, Department, Fund, Class, or Programs.  

Department ID field has been clicked on with the entry field revealing multiple ID's to select from.

Step 5: Once you have finished making the changes, select Save to have your travel request updated. 

On the right-hand corner in the Request Header, a green arrow is highlighting the Save button.

Travel Request Expense Allocations

If a different division, department or fund will partially cover the expenses, you can allocate those expenses to a different Division, Department, Fund, Class, Program, or Project.

Step 1: From Expected Expenses, select the check boxes next to the expenses (i.e. Air Ticket) that needs to be allocated to a different Division, Department, Fund, Class, Program, or Project.

In the Expected Expenses, a green arrow is pointing to the check boxes next to the individual expenses.

Step 3: Then click on Allocate. 

Hotel reservation, air ticket, and car rental has been selected to allocate. Green arrow hightlighting the Allocate button.

Certain allocations will need to be allocated as a group such as Lodging, Airfare, and Rental Car.

Step 4: The window will refresh and show the Allocate window. From there select Add to change the Division, Department, Fund, Class, Program, or Project.  

The allocate window is opened with a green arrow pointing to the Add button.

Step 5: Click on the entry field and select the appropriate Division, Department, Fund, Class, Program, or Project. Then click Add to List.

In the allocations field, the department id field is selected which reveals different options with a green arrow highlighting the Add to List button.

Step 6: If an expense is going to be split between two or more Divisions, Departments, or Funds, Class, Program, or Project, click on the Add button and repeat Step 5.

In the allocations tab, green arrow is hightlighting the Add button to add additional allocations.

Step 7: Select Percentage or Amount to choose how you would like to allocate expenses.

In the allocations tab, green arrow is hightlighting the percentage and amount option.

Step 8: From there, you can edit the percentage or amount that you would like to allocate to each expense.

In the allocations tab, two separate allocations have been made.

Step 9: Once you have finished making the changes, select Save to have your travel request updated. 

In the allocations tab, there is a save button on the lower right-hand corner. It is highlighted, and there is a green arrow pointing towards it.

Step 10: Once saved the page will refresh to the Expected Expenses page. Your Allocations will show up on the right-hand side where you will be able to make changes by clicking on the blue Allocated link.

Green arrow pointing to the expenses with the blue Allocated link.

Allocation through the Expense Level

Step 1: Make sure your under Expected Expenses in your travel request. Then click on the expense you'd like to allocate.

Under the expected expenses page, a green arrow is hightlighting over an expense item to allocate it.

Step 2: Once in the Expense click Allocate.

Under an individual expense, a green arrow is hovering over the Allocate link.

Step 3: From the Allocate page select Add to change the Division, Department, Fund, Class, Program, or Project.

Under the Allocate window there's a green arrow pointing to the add button

Step 4: Click on the entry field and select the appropriate Division, Department, Fund, Class, Program, or Project. Then click Add to List.

In the allocations field, the department id field is selected which reveals different options with a green arrow highlighting the Add to List button.

Step 5: Once you have finished making the necessary changes, select Save to update your travel request.

In the allocations tab, there is a save button on the lower right-hand corner. It is highlighted, and there is a green arrow pointing towards it.

Step 16: When you are done allocating your expenses and have clicked Save. Your page will refresh to the Expected Expenses page.

Expected expenses page in a travel request.

Step 17: Under Request Details, select Request Timeline to add additional approvers who will be paying for the trip or individual expenses.

Refer to Adding Additional Approvers Guide for more information.    

Under expected expenses, the Request Details has been selected to reveal the Request Timeline option that a green arrow is pointing to

Step 18: When you are done filling out your travel request, select Submit Request.  

The submit request button on the right-hand side is highlighted.

Need more help?

Contact Concur Support at concur@fullerton.edu or at 657-278-3600.