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 44

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 44

3 Creating a New Travel Request Step 1: Log into Concur using the CSUF Portal. You will see your Concur dashboard. Click on Requests. Step 2: Click on Create New and then click on New Request. V. 1 Page 3 of 44

4 Completing the Request Header Step 1: Once you have created a new request, fill out the required fields (as noted in red) for the Request Header. Step 2: For Request Policy, make sure State Approve then Book is selected. V. 1 Page 4 of 44

5 Step 3: For Request/Trip Name, 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?, 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 Will hotel cost exceed $275 per night, 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. V. 1 Page 5 of 44

6 Step 6: For Trip Type, select the appropriate option for your trip. Step 7: For Start Date and End Date, click on the calendar icon to select the dates of your trip. V. 1 Page 6 of 44

7 Step 8: For Report/Trip Purpose, select the appropriate option that best suits the purpose of your trip. Step 9: For Traveler/User Type, select the appropriate option which best represents the traveler. Step 10: For Purpose, enter the reason for your travel in the text box provided. Note: Include as much information as possible. V. 1 Page 7 of 44

8 Step 11: For Main Destination City, 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 12: For State, select the appropriate State for your trip. Note: If you will be travelling internationally, select the International option from the list. Step 13: For Regions Traveling To, select the appropriate option for your trip. V. 1 Page 8 of 44

9 Step 14: For Does this trip contain personal travel?, 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. Enter personal travel dates and locations in the Comment field. Step 15: 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. Step 16: Once all the required fields are filled in, click on the Save button at the top right. V. 1 Page 9 of 44

10 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 10 of 44

11 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 11 of 44

12 Inputting Air Ticket Step 1: Select the Air Ticket icon. Step 2: Fill in all required fields (as noted in red). V. 1 Page 12 of 44

13 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 13 of 44

14 Step 6: Once you have filled in all the required information, click Save. V. 1 Page 14 of 44

15 Inputting Car Rental Step 1: Select the Car Rental icon. Step 2: Fill in all required fields (as noted in red). V. 1 Page 15 of 44

16 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 16 of 44

17 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 17 of 44

18 Step 7: Once you have filled in all the required information, click Save. V. 1 Page 18 of 44

19 Inputting Hotel Reservation Step 1: Select the Hotel Reservation icon. Step 2: Fill in all required fields (as noted in red). V. 1 Page 19 of 44

20 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 20 of 44

21 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 21 of 44

22 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 22 of 44

23 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 23 of 44

24 Step 4: The estimated expense amount is automatically calculated on the list. V. 1 Page 24 of 44

25 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 25 of 44

26 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 26 of 44

27 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 27 of 44

28 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 28 of 44

29 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 29 of 44

30 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 30 of 44

31 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 31 of 44

32 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 32 of 44

33 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 33 of 44

34 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 34 of 44

35 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 35 of 44

36 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 36 of 44

37 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 37 of 44

38 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 38 of 44

39 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 39 of 44

40 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 40 of 44

41 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 41 of 44

42 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 42 of 44

43 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 Regions Traveling To Does this trip contain personal travel? If yes, provide personal dates and location in comment 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 43 of 44

44 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 44 of 44