Administrative Systems (AFIT)Concur International TravelInternational Travel Request (New UI)

International Travel Request (New UI)

These instructions cover how to complete an International Travel Request. 

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

Creating a New International Travel Request

Step 1: From the Concur Dashboard, click on Requests.

Use the Request tab to access travel requests.

Step 2: Click on Create New Request.

Completing the Request Header

Step 1: Fill out the required (as noted by a red asterisk) and appropriate fields for the Request Header.

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

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

Make sure to follow the proper Naming convention:

[Month] [Year] [City, Country].

Example:  July 2021 Beijing, China

Request/Trip name with appropriate naming convention.

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

  • Outside of Concur = You will be booking your trip outside of Concur (i.e. with another travel agent/vendor).
  • Concur Travel Booking = You will be booking your trip through Concur.
Dropdown menu with option to choose booking outside of concur or through travel booking.

Step 5: For Will hotel cost exceed $275 per night drop-down, select N/A – Int’l Travel.

Dropdown with option to select if hotel cost will exceed $275 or not.

Step 6: For Trip Type drop-down, select International.

Dropdown menu with option to select trip type.

Step 8: For Int’l travel reimbursements: business or personal travel, select the appropriate option that pertains to your trip.

Step 9: For Start Date and End Date, click on the calendar icon to select the dates of your trip. For this trip, we are using an example of July 2021 Beijing, China.

Step 10: For the Report/Trip Purpose drop-down, select the appropriate option that best suits the purpose of your trip.

Report/Trip Purpose field with dropdown menu.

Step 11: For the Traveler/User Type drop-down, select the appropriate option which best represents the traveler.

Step 12: For the Purpose field, enter the reason for your travel in the text box provided. 

Include as much information as possible.

Required Purpose field with comment.

Step 13: For Main Destination City, enter in the appropriate location of your trip.

Make sure to list both the City and Country.

Fill in the Main Destination City field.

Step 14: For the Main Destination Country, enter in the appropriate country of your trip.

Step 15: For the State drop-down, select the International option from the list.

Required State field with dropdown menu.

Step 16: For Add’l Cities/States or Cities/Countries Traveled To, input any and all stops throughout your trip.

You must list every city and country you are traveling to.

Provide any additional cities that you may be traveling to.

Step 17: For Regions Traveling To drop-down, select the appropriate option for your trip.

Fill in the Regions Traveling To, if applicable..

Step 18: For Does this trip contain personal travel? Select the appropriate option for the trip.

For this trip example, we are using 5 personal days.

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

This includes personal travel that may occur at the beginning or end of your trip.

Step 19: Be sure to indicate personal travel dates and location(s) in the Personal Dates and Locations section.

Provide Personal Date and Locations in the comment box.

Step 20: Be sure to indicate any additional information regarding your trip in the Comment section. 

Provide any additional information in the Comments section.

Step 21: Division and Department ID will automatically default to your Division and Department. Make sure these are correct or adjust as appropriate.

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

Fill in the Division and Department ID Field.

Step 22: Then, input the Fund code.

Verify the Fund code to use with your approver and/or budget coordinator.

Fill in the proper Fund code.

Step 23: Once all the required fields are filled in, click on the Create button at the bottom right of your screen.

Click on the Save buton to save the Request Header.

Request Details: Edit Request Header

Inside your International Travel Request, you are able to edit/view the Request Header.

Step 1: If you would like to see and edit your request header, click on Request Details and click on Edit Request Header under the drop-down.

Step 2: Your screen will refresh to your Request Header and you can make any adjustments to your International Travel Request if needed.

Request Details (Request Timeline)

Step 1: Because this is an International Travel Request, there are additional work flow steps that are required.

Step 2: If you would like to see the approval (work flow) of your International Travel Request, click on Request Details and click on Request Timeline under the drop-down.

Step 3: Your approval work flow will show up on your screen.

 

Note: This is the correct naming of the approval work flow:

  1. Risk Management Approval
  2. Division Approval Approval
  3. Division / Department Budget Approval
  4. Dean / Director Manager 2 Approval
  5. Vice President Approval
  6. Direct Manager Approval
  7. Risk Management Approval

Entering Expenses into the Travel Request

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

Note: Go to International Daily Allowance (Meals & Incidentals) for instructions on how to add this expense.

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

International Daily Allowance (Lodging) or Hotel Reservation

Step 1: Click on the Add drop down under Expected Expenses. Click on either International Daily Allowance (Lodging) or Hotel Reservation, depending on what your department allows.

 

 

Note: In this example, we have chosen International Daily Allowance (Lodging). If your department allows, it is recommended to use the International Daily Allowance (Lodging) Expense because it automatically calculates the per diem rates for you. However, If you decide to use the Hotel Reservation Expense, it will be your responsibility to not exceed the per diem rates for the City and Country that you are traveling to.

If you would like to use the Hotel Reservation expense type, please see Adding Expenses to a Travel Request

Expenses tab in the Request Header is highlighted in Green.

Step 2: If you selected International Daily Allowance (Lodging), fill out all the required fields noted with a red asterisk. Use the description box to provide additional information regarding your trip.

Step 3: Based on the Country and City you selected in the Request Header, the transaction amount will auto calculate the correct rate when you click Save. Before you click the save however, make sure the Duration and # of Personal Days are correct.

There are multiple required and optional fields shown under the international daily allowance expense type. The Transaction amount field is highlighted in green.

Step 4: If you are traveling to different cities throughout your trip, you will need to add additional International Daily Allowance (Lodging) expenses for the corresponding city that you are staying in.

You can make adjustments to:

  • Trip Start Date
  • Trip End Date
  • Duration Days
  • # of Personal Days
  • City

For example for this travel request, we are also traveling to Hanoi, Vietnam and Manila, Philippines. These trips would also need to be added to additional International Daily Allowance (Lodging).

Step 5: Click the Save button when done.

On the lower right-hand corner, there is a green arrow pointing towards the save button.

International Daily Allowance (Meals & Incidentals)

Step 1: Click on the Add drop down under Expected Expenses and select International Daily Allowance (Meals & Accidentals).

Expense Type field. Under Meals, the International Daily Allowance expense type is highlighted in green.

Step 2: Fill out all the required fields noted with a red asterisk. Use the description box to provide additional information regarding your trip.

Step 3: If you are traveling to different cities throughout your trip, you will need to add International Daily Allowance (Meals & Incidentals) expenses for each corresponding city that you are staying in.

You can make adjustments to:

  • Trip Start Date
  • Trip End Date
  • Duration Days
  • # of Personal Days
  • City

For example for this travel request, we are also traveling to Hanoi, Vietnam and Manila, Philippines. These trips would also need to be added to their own International Daily Allowance (Meals & Incidentals).

Step 4: Click Save.

 International Daily Allowance expense type tab. There is a green arrow pointing towards the  Save button located on bottom right corner.

Step 5: Under expected expenses, the estimated expense amount is automatically calculated based on the city and country you selected.

Expenses tab. Green box highlighting the International daily allowance expense.

Submitting a Travel Request

Step 1: Review the Request Header and verify all required and appropriate fields are complete.

For assistance in reviewing an international travel request, please see the International Travel Request Checklist.

Request Header. There are multiple required and optional fields that are displayed for the user to fill out.

Step 2: Make sure all estimated travel expenses are entered.

For further instruction on how to enter expenses, refer to the Entering Expenses into the Travel Request section of this quick guide.

Within the expenses field, there are multiple expenses that have been inputted.

Step 3: Click the Attachments drop down, then select View Documents.

Check Documents to make sure all attachments are included.

Certain trips require specific attachments. For further instruction on attachments, refer to the Attachment Quick Guide.

Green box highlighting option to View Documents in a new window under Attachments button.

Step 4: Click the Submit Request button in the top right corner.

Your approver will be notified.

Next to the delete request button, there is a submit request button that is highlighted in green.

Step 5: You will be directed back to the Active Requests page where you can view your request and its status.

Travel Request Checklist

If you would like to use a checklist, click on International Travel Request Checklist.

Need more help?

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