Travel Request. These instructions will cover how to create and submit a Travel Request for your one time trip.

Transcription

1 Travel Request These instructions will cover how to create and submit a Travel Request for your one time trip. If you would like to submit a Travel Request for blanket travel, please refer to the Blanket Travel Request Quick Guide. Blanket Travel Request only covers business meals with an official University Guest charged to a P Card, mileage, and parking within California. Requirements: A Travel Request will be required if the traveler requests to go on a University business trip for more than 24 hours. You must identify estimated travel expenses that will be incurred throughout the trip (i.e. registration, lodging, airfare, transportation expenses, etc.). 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. At the end of the instructions, there are reminders on what to check on your Travel Request. V. 1 Page 1 of 45

2 Table of Contents Creating a New Travel Request... 3 Completing the Request Header... 4 Inputting Travel Segments Inputting Air Ticket Inputting Car Rental Inputting Hotel Reservation Entering Expenses into the Travel Request Entering Actual Incidentals Per Day Entering Airline Fees Entering Parking Fees Entering Rail Expenses Entering Rental Car Gas Expense Entering Taxi/Shuttle Fees (Uber/Lyft) Entering Actual Per Day Meal Expense(s) Entering Registration Fees/Workshops Entering Mileage Submitting a Travel Request Travel Request Checklist V. 1 Page 2 of 45

3 Creating a New Travel Request Step 1: Log into Concur using the CSUF Portal. You will see your Concur dashboard. Click on the Requests tab. Step 2: Click on Create New and then click on New Request. V. 1 Page 3 of 45

4 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. V. 1 Page 4 of 45

5 Step 3: For Request/Trip Name field, input the appropriate Request/Trip Name. Note: Make sure to follow the proper Naming convention: [Month] [Year] [Destination]. Example: Jan 2018, Las Vegas, NV. Step 4: For How will you book your travel? dropdown, select the appropriate option that applies to your booking preference. Note: Request for Online/Concur Travel Booking = You will be booking your trip through Concur. Request for Offline/CTP Travel Booking = You will be booking your trip outside of Concur (i.e. with another travel agent/vendor). Step 5: For Extension of dropdown, select the appropriate travel request, if you are linking this request to an existing approved travel request. Note: Please refer to the Amended Travel Request Guide for more information. V. 1 Page 5 of 45

6 Step 6: For Will hotel cost exceed $275 per night dropdown, select the appropriate option for your trip. Note: 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. Step 8: For Start Date and End Date, click on the calendar icon to select the dates of your trip. V. 1 Page 6 of 45

7 Step 9: For Report/Trip Purpose dropdown, select the appropriate option that best suits the purpose of your trip. Step 10: For Traveler/User Type dropdown, select the appropriate option which best represents the traveler. Step 11: For Purpose field, enter the reason for your travel in the text box provided. Note: Include as much information as possible. V. 1 Page 7 of 45

8 Step 12: For Main Destination City field, enter in the appropriate location of your trip. Note: 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. Note: If you will be travelling internationally, select the International option from the list. Step 14: For Additional Cities Travel To field, type in the name of the cities that you anticipate that you will also be traveling to during your trip. Step 15: For Regions Traveling To dropdown, select the appropriate option for your trip. V. 1 Page 8 of 45

9 Step 16: For Does this trip contain personal travel? dropdown, select the appropriate option for the trip. Note: 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). Step 18: If you have any additional information that you want to provide regarding your trip, please enter it in the Comment field. Step 19: 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. Note: Verify the Division, Department ID, and Fund with your approver and/or budget coordinator. V. 1 Page 9 of 45

10 Step 20: Fill out the Class and Programs if these fields are applicable to your department. Step 21: Once all the applicable fields are filled in, click on the Save button at the top right. V. 1 Page 10 of 45

11 Inputting Travel Segments Step 1: After saving the Request Header, Concur will generate a Request ID (equivalent to the TR#) at the top left of the page. Step 2: Once your Request ID has been assigned, select the Segments tab. Step 3: The icons available for segments are as follows: Air Ticket Railway Ticket Car Rental Hotel Reservation Note: The Railway Ticket segment is only for international travel. To input railway tickets, refer to the Entering Expenses into the Travel Request section of this guide. To create any of the other segments, proceed to one of the following: Inputting Air Ticket Inputting Car Rental Inputting Hotel Reservation V. 1 Page 11 of 45

12 Note: Each aspect of the travel package must be separately itemized on the receipt (e.g., itemized hotel charges, airfare, rental car, shuttle, etc.) for reimbursement or allowable Procurement Card charge. No business related travel should be booked through a vendor unless the traveler has confirmed with the vendor that each aspect of the package will be separately itemized on the reciept. V. 1 Page 12 of 45

13 Inputting Air Ticket Step 1: Select the Air Ticket icon. Step 2: Fill in all applicable fields. V. 1 Page 13 of 45

14 Step 3: Enter in the estimated Amount for the Air Ticket. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Air Tickets. Step 4: In the Outbound section, enter the airport you will be departing from. Then, enter the airport you will be arriving to. Step 5: Next to the Outbound and Return Dates are the departure times for each flight. Input the appropriate times in Pacific Standard Time. Note: The Outbound and Return Dates are automatically filled in with the Start and End Dates of your trip (specified in the Request Header). Make sure to verify that these are correct. V. 1 Page 14 of 45

15 Step 6: Once you have filled in all the required information, click Save. V. 1 Page 15 of 45

16 Inputting Car Rental Step 1: Select the Car Rental icon. Step 2: Fill in all applicable fields. V. 1 Page 16 of 45

17 Step 3: Enter in the estimated Amount for the Car Rental. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Car Rentals. Step 4: Specify the City for both Pick Up and Drop Off. V. 1 Page 17 of 45

18 Step 5: The Pick Up and Drop Off Dates are automatically filled in with the Start and End Dates of your trip (specified in the Request Header). Note: Make sure these dates are correct for your rental car pick up and drop off. Step 6: Enter in any Car Preference you may have in regards to the rental car. Example: No red cars Note: Make sure to do this for both Car Preference fields. V. 1 Page 18 of 45

19 Step 7: Once you have filled in all the required information, click Save. V. 1 Page 19 of 45

20 Inputting Hotel Reservation Step 1: Select the Hotel Reservation icon. Step 2: Fill in all applicable fields. V. 1 Page 20 of 45

21 Step 3: Enter in the estimated Amount for the Hotel Reservation. Excludes updates, extras, insurance, etc.. Note: Check with your approver and/or Budget Coordinator on what is considered to be an appropriate estimate for Hotel Reservations. Step 4: In the Check In section, type in the City where you will stay. Step 5: The Check In and Check Out Dates are automatically filled in with the Trip Start and End Dates (specified in the Request Header). Note: Make sure these dates are correct for your stay at the hotel. V. 1 Page 21 of 45

22 Step 6: Enter any additional details pertaining to your Hotel Reservation. Example: Staying at conference hotel with the conference rate Step 7: Once you have filled in all the required information, click Save. V. 1 Page 22 of 45

23 Entering Expenses into the Travel Request Step 1: Click on the Expenses tab to enter estimates for the expenses on this trip. Note: Travel expenses, regardless of who pays, must be included. Step 2: Any segments added will show on the list of expenses. Click New Expense to add a new expense to the list. Step 3: Select an expense type. For further instructions on adding expenses, proceed to one of the following: Entering Actual Incidentals Per Day Entering Airline Fees Entering Parking Fees Entering Rail Expenses Entering Rental Car Gas Expense Entering Taxi/Shuttle Fees (Uber/Lyft) Entering Actual Per Day Meal Expense(s) Entering Registration Fees/Workshops Entering Mileage V. 1 Page 23 of 45

24 Entering Actual Incidentals Per Day Step 1: Select the Actual Incidentals/Up to $7 Per Day expense type. Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3. Step 3: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 24 of 45

25 Step 4: The estimated expense amount is automatically calculated on the list. V. 1 Page 25 of 45

26 Entering Airline Fees Step 1: Select the Airline Fees (Baggage; Wifi; etc) expense type. 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. V. 1 Page 26 of 45

27 Step 4: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 27 of 45

28 Entering Parking Fees Step 1: Select the Parking expense type. 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. V. 1 Page 28 of 45

29 Step 4: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 29 of 45

30 Entering Rail Expenses Step 1: Select the Rail expense type. Step 2: In the Description field, enter a reason for this expense. Example: Multi day pass for the train. Step 3: Type in an appropriate estimate for Transaction Amount. V. 1 Page 30 of 45

31 Step 4: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 31 of 45

32 Entering Rental Car Gas Expense Step 1: Select the Rental Car Gas expense type. Step 2: In the Description field, enter a reason for this expense. Example: Fill up rental car before drop off. Step 3: Type in an appropriate estimate for Transaction Amount. V. 1 Page 32 of 45

33 Step 4: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 33 of 45

34 Entering Taxi/Shuttle Fees (Uber/Lyft) Step 1: Select the Taxi/Shuttle expense type. Step 2: In the Description field, enter a reason for this expense. Example: Ride to the airport. V. 1 Page 34 of 45

35 Step 3: Type in an appropriate estimate for Transaction Amount. Step 4: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 35 of 45

36 Entering Actual Per Day Meal Expense(s) Step 1: Select the Actual Per Day Meal Expense(s) expense type. Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3. V. 1 Page 36 of 45

37 Step 3: Click Save. Note: 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. V. 1 Page 37 of 45

38 Entering Registration Fees/Workshops Step 1: Select the Registration Fees/Workshops expense type. Step 2: In the Description field, enter a reason for this expense. Example: Conference Registration Fee V. 1 Page 38 of 45

39 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. Note: For further instruction on attaching documents, see the Attachments Quick Guide. Step 5: Click Save. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information. V. 1 Page 39 of 45

40 Entering Mileage Step 1: Select the Mileage expense type. Step 2: In the Description field, enter a reason for this expense. Example: Picked up from the airport V. 1 Page 40 of 45

41 Step 3: Type in an appropriate estimate for Distance. Note: Use Google maps or MapQuest to determine the distance for your trip. Step 4: Click Save. Note: 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. V. 1 Page 41 of 45

42 Submitting a Travel Request NOTE: Travel requests for certain types of trips will require additional documentation. For further instruction on how to attach these files, please refer to the Attachment Quick Guide. Step 1: Review the Request Header and verify all required fields are complete. Step 2: Make sure all estimated travel expenses are entered. Note: For further instruction on how to enter expenses, refer to the Entering Expenses into the Travel Request section of this quick guide. V. 1 Page 42 of 45

43 Step 3: Click Attachments > Check Documents to make sure all attachments are included. Note: Certain trips require specific attachments. For further instruction on attachments, refer to the Attachment Quick Guide. Step 4: Click Submit Request in the top right corner. Note: Your approver will be notified. Step 5: You will be directed back to the Active Requests page where you can view your request and its status. V. 1 Page 43 of 45

44 Travel Request Reminders: A Travel Request will be required if the traveler travels domestically and within 48 states, except for Alaska & Hawaii. You must identify 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. Checklist Trip destination is clearly stated Reviewed Header tab Appropriate options were selected on the following fields: Request Policy selected State Approve then Book Request/Trip Name correct naming convention [Month] [Year] [Destination] Example: SEP 2017 San Diego, CA How will you book your travel? Will hotel cost exceed $275 per night? Selecting Yes requires entering a comment to explain why the hotel cost exceeds $275 Trip Type Start Date End Date Report/Trip Purpose Traveler/User Type Purpose Main Destination City State Additional Cities Travel To Regions Traveling To Does this trip contain personal travel? If yes, provide personal dates and location in Personal Dates and Locations box Comment include reasons of hotel cost exceeding $275, and personal dates and location (if applicable) Division Department ID Fund Reviewed Segments tab Estimated amount was selected appropriately Estimated amount is within department s budget V. 1 Page 44 of 45

45 Reviewed Expenses tab Estimated amount was selected appropriately Estimated amount is within department s budget Ensure these estimated travel expenses have been added (if applicable to the traveler s trip) and reviewed: Airfare / Airline Fees (Baggage, Wifi, etc.) Lodging Car Rental / Car Rental Gas Mileage Actual Per Day Meal Expense Actual Incidentals Per Day Registration Fee / Workshop Registration form must be attached (if applicable) Parking Fee, Tolls Taxi / Shuttle V. 1 Page 45 of 45