This training document covers information on how to Request travel in Concur for students excluding Grad Assistants, Grad Interns and Post-Docs.
Concur Request makes department budgeting, requesting travel, and submitting travel-related expenses easier when travelling on UConn business with the pre-trip request and approval process.
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The request with Air Ticket, Car rental or Hotelestimates Hotel estimates should be submitted in the department travel coordinator’s profile who will be using their travel card to purchase those expenses – this includes car rental which would be direct billed to UConn through Anthony Travel by the coordinator on behalf of the student.
Students can also submit a Travel request in their own profile if they need to initiate a request for a student travel card to cover incidental expenses such as actual meal expenses (if not claiming per diem reimbursement), baggage fees, ground transportation, etc. The request in the student’s profile will then initiate an email to the student within 48hrs that includes links to the student travel card training and card request form. This document provides an overview for submitting a travel request in Concur.
Table of Contents
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Logging In
Navigate to any web browser.
Access Concur by clicking on the following link: Concur SSO.
Profile SetUp
It is best practice to update your Concur profile with specific personal and account information. Profile information then populates respective fields throughout Concur, which minimizes manual input.
Refer to the Navigation and Profile Setup reference documentation for specific details.
Start a New Request
From the Concur homepage, hover on the New icon.
Click Start a Request.
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Fields identified with a red bar are required. Complete all required fields
Request Header
The Request Header is the default tab that displays when creating a new request. Certain information, captured in the header, automatically feed to the Expense Report.
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(1) The department travel coordinator will use their Travel card to pay for the business portion of the airfare. (2) Any additional cost associated with the inclusion of personal days must be paid using the student’s personal card.
Alerts
Click the Alerts drop-down arrow to the top right of the request to review any alerts that may display and take action as needed.
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Attachments
Click the Attachments dropdown and then click Attach Documents, to attach a document to a request.
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Request Details
Click the Request Details drop-down menu to review the available options.
Edit Request Header. Select this option to return to the Request Header to make changes to the information that was completed in the previous steps.
Request Timeline. Select this option to review the Approval workflow of the Request after successfully submitting the request.
Audit Trail. Select this option to review the history of the Request after successfully submitting the request.
Add Cash Advance. Select this option on a need only basis after adding estimated trip expenses.
(1) Travel cash advances will be limited to 75% of estimated costs, excluding those costs that are eligible to be paid directly on a University Travel Card or by the University (such as air tickets, conference registration fees, meals, hotel, or rental car). Travel advances may only be Requested for $500 or greater and will not be issued more than 10 days prior to the departure date. (2) Guests are not eligible for a Cash Advance.
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Expected Expenses
If the Trip includes Air Ticket, Car rental or Hotel expenses those expected expenses are required to be completed in the department travel coordinator’s profile who will be using their travel card to pay for the student’s travel.
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Click the blue Add button under Expected Expenses.
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Air Ticket
Click Air Ticket.
The Air Ticket fields display. Round Trip is the default selection.
Begin typing a departure airport (full name or airport code) in the From field. A live search activates, a list of options become available for selection.
Click to select a valid option from the list.
Begin typing a destination airport (full name or airport code) in the To field.
Click to select a valid option from the list.
Complete the Outbound Date.
Complete the Return Date.
Complete the Estimated Amount field.
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The Bradley Parking Pass program has been temporarily suspended by the State of Connecticut due to Covid19 related parking lot closures. While this suspension is in place you may use pay for parking at the lowest cost parking lot available and seek reimbursement upon return from the trip along with your other travel expenses.
Click Save.
Car Rental
From the Expected Expenses menu, click the Add then click Car Rental. The Car Rental fields display.
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Begin typing a city name in the Pick-up Location field. A live search activates, a list of options become available for selection.
Click to select a valid option from the list.
Type a city name in the Drop-off Location field.
Click to select a valid option from the list.
Complete the Estimated Amount field.
Click Save.
Hotel Reservation
From the Expected Expenses menu, click Hotel Reservation.
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The Check-in and Check-out dates will pre-fill from the Request header. Modify as needed.
Begin typing a city name in the City field. A live search activates, a list of options become available for selection.
Click to select a valid option from the list.
Complete the Estimated Amount field.
Click Save.
Incidental Expenses
If students require a student travel card to cover incidental expenses such as actual meals expenses (If not claiming per diem reimbursement), baggage fees, ground transportation etc., the expected expenses should be added to the request in the student’s profile via the Expected Expenses menu.
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Click the appropriate expense type from the list of expenses that appear or
Type the expense type in the search field above the list of expense types.
Complete required expense type fields
Click Save.
Continue to add additional expenses, as applicable.
Incidental Expenses
If students require a student travel card to cover incidental expenses such as actual meals expenses (If not claiming per diem reimbursement), baggage fees, ground transportation etc., the expected expenses should be added to the request in the student’s profile via the Expected Expenses menu.
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Click Save.
Continue to add additional expenses, as applicable.
Allocations
The Allocations menu can be used to split an expense between multiple KFS account numbers or to charge individual expenses to different KFS account numbers.
To allocate an expense click the checkbox beside the expense type and click Allocate.
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Submitting Requests
Once expenses are added to the Request, click Submit Request. An attestation displays.
Scroll to read through the attestation, and then click Accept & Submit.
Student Requests will route for Approval to the fiscal officer of KFS account on the Request Header. Additional approvals may apply (e.g., Export Controls or Global Affairs, etc.).
(1) If a request is not yet fully approved you can open the request and ‘Recall’ the request to make changes. (2) If an approved Request is cancelled inadvertently, a new Travel Request must be created, and submitted for approval.
Reviewing the Request Approval Timeline
After submitting a Request, you may want to check whose approval your Request is currently pending, or which request timeline step has already been approved.
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You will now see each approval timeline step with the name of the corresponding approver. If a step has been previously approved, the approval flow step will show a green circle and checkmark. The approval date will also show to the right under the word Approved.
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Copying a Previous Request
If you travel to the same destination more than once, there is a copy feature that will copy the Request and you will need to make changes details, as necessary.
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Update the date as necessary and then click Create New Request. A new Request displays with the header tab active.
Review the Request Header and Expected Expenses for accuracy.
Attach documentation, as needed and then Submit the Request, as usual.
Closing a Request
If you have a fully approved Request for travel that has been completed and you do not need to create an expense report, the Request will need to be closed.
From the Concur homepage, click Requests from the top ribbon.
Click the name of the Request you want to Close to open that request.
Student Travel Cards
UConn has provided students with the option to pay for certain travel expenses such ground transportation including trains, actual meal expenses (if not claiming per diem reimbursement), baggage fees, etc., using a university backed student travel card.
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Further information on UConn student travel cards can be found at https://travel.uconn.edu/university-travelcards/#student.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to https://travel.uconn.edu/training-and-resources/.
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