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Concur: Creating a New Request for Overnight Travel

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12.0 - Updated on 10/02/23 by Meireles, Melissa

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3.0 - Updated on 09/02/22 by Meireles, Melissa

Overview

Requests are used to obtain preapproval for overnight travel. Rowan University employees are expected to submit Requests in Concur for all overnight domestic and international travel. Requests will automatically close 61 days after the Travel End Date and cannot be linked to an Expense Report. Day travel does not require a Request. Note: Per University policy Requests (Domestic / International) must be submitted and approved 4 weeks prior to departure except for those situations specifically authorized by the President or Divisional Vice Presidents.

For more help with Concur, view the Concur training resource knowledge base article.

Before completing this task, you will need to: 

Table of Contents

Request Workflow

  1. The traveler obtains estimates regarding travel through the Concur website or 3rd party websites.
  2. The traveler creates a Request in Concur which includes travel dates and the details of estimated expenses. The amounts added to the Request are estimates to collect general information for the approval.
  3. Once the traveler submits the Request, it is electronically sent to their approvers.
  4. The approver can approve the Request, approve and forward it to another approver or send the Request back to the traveler with comments.
  5. When the Request is fully approved and the Encumbrance Approval Number (E#) is issued via email, the traveler can begin making travel arrangements.
  6. The information provided on the Request will be added to the Expense Report. 

Solution

Creating a New Request

  1. From the Concur home page, hover over + New and select Start a Request.



  2. The Request Header window will appear. The traveler will provide basic information regarding the trip. Complete all required fields denoted by an asterisk (*).



    • Request/Trip Name: Required naming convention: Destination City and Conference name, workshop, etc. (Example: Boston-AACOM)  (Note: This field has a 32 character limit; abbreviate location or name if necessary).
    • How will you book your travel?


      1. Online using Concur Travel – Select this option if you will be using the the travel agent (Direct Travel) within the Concur website to book online. This is the preferred method of booking for University travel.
      2. Phone call to Direct Travel Agent –Select this option if you will be contacting Direct Travel by phone for assistance in booking your travel. This option is recommended if your travel will include multiple stops, or other complicated variations. (Note: There is an additional fee associated with this option)
      3. Third Party (Outside Source) – Select this option if you will be booking all of your travel arrangements outside of the Concur website or the University’s approved Travel Management Company, Direct Travel.
      4. Travel already occurred – Select this option if you are requesting approval for travel that has already occurred. This is a rare exception to policy and will require justification to approvers as to why this was not submitted before traveling.
      5. No Booking – Approval Only ($0.00) –Select this option if you are requesting approval only to attend a sponsored trip where the sponsor/host is assuming the financial risk and they do not have a direct relationship to the University. (Note: You will not be using University/Grant funds or requesting reimbursement.)  
    • Extension of prior trip: Complete this field if this is an additional Request associated with a previously submitted request. Using this feature will require the entire approval workflow again and a new Encumbrance Approval Number (E#) will be assigned.
    • Trip Type: Day Travel, Domestic, and International (Note: Day travel does not require a Request and should be entered in Expense). The trip type selected will determine the approval flow.
    • Destination City: Type the name of the city you are traveling to, or choose from the drop down menu that auto-populates. (Note: If the city does not populate, contact asktravel@rowan.edu)
    • Request/Trip Start Date and End Date: These fields should represent the time period of the business trip and include any extra days for personal travel.
    • Request/Trip Purpose: Select the appropriate reason from the list. You must attach supporting documentation (brochure, agenda, meeting invitation, etc.) before submitting the Request.
    • Reason for Travel: This field should include a more detailed description of why you are traveling. If personal days precede the start date or are after the end date, include those dates in this field. 
    • Fund, Org, and Program: Will pre-populate based on your department FOAPAL. If necessary, changes can be made by the traveler. This can be changed by selecting the drop-down arrows in each field.
    • Travel Account: Select the appropriate travel account. (7216-Employee Travel, 7217 Student Travel, 7251 Grant Participant). All mileage will be charged to 7215 behind the scenes.
    • Comment To/From Approvers/Processors: This field is required when prompted to explain a booking type, audit rule, or if personal days are added to the business trip. This field can also be used to include a comment to the approvers/processor.

  3. Select Create Request at the bottom right corner of the window. 

Attachments

Supporting documentation is required for all Requests. All Requests, domestic and international, must include:
  • One or more of the following documents: a brochure, a conference agenda, an event agenda, a meeting invite, or any other document that substantiates your request for travel.

Note: If Sponsored related travel, complete and attach Request for Approval for Attendance at Events form.

Additionally, if you are traveling internationally then you must complete the following steps as well:

  1. Visit the U.S. Department of State – Bureau of Consular Affairs website to determine the Risk Level for your destination before proceeding with your request.  
  2. Review and acknowledge the University’s International Travel Policy & Guidelines.
  3. Complete the Export Controls Training through the Collaborative Institutional Training Initiative (CITI) as mandated by the Office of Research Compliance.
  4. Complete and attach the International Travel Checklist form as mandated by the Office of Research Compliance.

Lastly, if your international travel is federally funded complete this final step:

  1. Review and acknowledge Fly America Act provided the Office of Sponsored Programs.

To add attachments:

Before adding an attachment, please save the documents to your computer or Google Drive where they are easily accessible. 

  1. Select Attachments, then select Attach Documents.



  2. The Document Upload and Attach window will appear. Select + Upload and Attach.



  3. Select the file the select Open.
  4. You will receive a message stating "Your attachment has been added" and the attachment icon will appear next to Attachments. 

To view attachments: 

You can view the attached documents by selecting Attachments and then selecting View Documents.


 
You can delete the documents you have attached by selecting Attachments and then selecting Delete Documents. A confirmation window will appear. Select Yes. 
 

Expected Expenses

 
You should provide estimates for all expenses related to your travel regardless of how they will be paid (University Paid or Cash Out of Pocket). 
  1. Select Add.



  2. Select Expense Type from the list or search for an expense type at the top of the window.



  3. The New Expense window will appear. Enter the required information about the expense denoted by a red asterisk (*). 

    • Meal Per Diem is a calculated field based on the number of days of your trip. You do not need to enter any information. 
    • Mileage is a calculated field based on the number of miles that you are estimating driving.
    • Car rentals are not typically covered by the University. You must provide a justification for renting a car in the comments field. Please refer to the Travel policy for detailed information regarding rental car authorization.

  4. Select Save.

Delete an Expected Expense

  1. Select the checkbox(es) for the expense type under Expected Expenses you want to delete, then select Delete.



  2. The Confirm Delete window will appear. Select Delete from Request.

 

Request Timeline

The Request Timeline window displays the route that the Request will follow once it is submitted. Travelers can view the Timeline at any time. 

Select Request Details then select Request Timeline.

Once the Request is submitted and approved, the date and time of the approval will appear. 

 

Audit Trail

The Audit Trail logs every addition, change, deletion, comment, etc. for the request.

Select Request Details then select Audit Trail. 

The Audit Trail window includes: Date/Time the action occurred, who set the action (Updated By), the Action, and a Description.

The action column will display one of the following: 

  • Field Edit: Appears when an attachment has been uploaded to the Request. Confirmation Agreement Acceptance: Appears when the Request was submitted.
  • Exception: Appears whenever a Request is submitted that contains exceptions at the report level. The Audit Trail will list the exception details. 
  • Approval Status Change: Appears when approval of a Request is changed; either by the system or by an approver.


Request a Cash Advance

Cash advances are not generally permitted. In order to be eligible to request a cash advance, an approval from the Accounts Payable department is needed. Please email your request to asktravel@rowan.edu. 

  1. Select Request Details then select Add Cash Advance.



  2. Enter the amount in the "Cash Advance Amount" field. If needed, change the currency by selecting the currency drop-down.
  3. Select Save.

 

Submit a Request

After you have completed the Request Header, attached the necessary documents, and added all estimated expenses you can submit your Request.

  1. Select Submit Request at the top right corner of the Request screen.



  2. A new window will appear with the Confirmation Agreement. Read the agreement, and select Accept & Continue. 

Once you have submitted a Request, you can no longer make updates. However, you can add additional attachments at any time. 

Delete a Request

You can delete a Request before it is submitted.

1. Select the trash icon next to the name of the Request.

 

2. A confirmation window will appear. Select Yes. 

 

Notes

Additional Resources

Contact

If you have questions or need further assistance, please email asktravel@rowan.edu.

Revised by Meireles, Melissa
Last modified 7 months ago