Creating/Submitting/Closing a Student Travel Request

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.

An approved request is required, for all students planning to incur travel expenses on UConn business prior to the start date of the trip.

The request with Air Ticket, Car rental or 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

Logging In

1. Navigate to any web browser.

2. 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

1. From the Concur homepage, hover on the New icon.

2. Click Start a Request.

Open

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.

1. Request Policy. This field will default as appropriate.

2. Trip Name. Enter a brief and accurate description of the nature of the business trip.

3. Does trip include a Level 3 or 4 Country/Region? Level 3 or 4 Country/Region field is required. Refer to the Company Notes section in Concur for additional assistance with the Level 3 or 4 Country/Region dropdown.

Open

4. Business Travel Start Date and End Date. Enter the first day of your travel and the last day of your travel.

5. Trip Purpose. Make a selection from the dropdown, as appropriate.

6. Destination City. Start to type the primary location where business is occurring (last or farthest). A live search result will display. Select a valid option from the dropdown.

7. Traveler Type. This field defaults from your profile. Choose Grad Student or UGrad Student based on the type of student.

8. Trip Type. Make a selection from the dropdown, as appropriate.

9. Will this trip include personal travel? If you are including additional time outside of business travel, select yes. If yes, a business comparison for flights must be attached when submitting the expense report. Comparisons need to be done at the time of booking not when the trip is completed.

10. Personal Travel Dates. Complete this field, if personal travel = Yes. a.

    1. If yes, at time of booking, the department travel coordinator should:

       1. Call Anthony Travel directly.

       2. Obtain a business cost comparison.

       3. Book Travel reservation with Anthony Travel directly.

       4. A cost comparison can also be done in Concur following the instructions in the following document: UConn Business Airfare Price Comparison.

       5. Cost comparison must be attached to expense report with submission of the Airfare expenses paid on the Department travel coordinator’s travel card.

11. Business Purpose/Justification. Enter a brief description stating the business purpose of travel.

12. Account Number. This field should pre-populate to your default/home department account - based on profile settings. If account information does not auto-populate:

    1. Type your KFS number in the Account Number field. Then select the account from the menu options that display.

13. Sub-Account Number. If the KFS account you are using has an associated sub-account number, type your sub-account number in the Sub-Account Number field, then select the account from the menu options that display.

14. Click Create Request at the bottom right.

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.

Attachments

Click the Attachments dropdown and then click Attach Documents, to attach a document to a request.

Request Details

1. Click the Request Details drop-down menu to review the available options.

2. 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.

3. Request Timeline. Select this option to review the Approval workflow of the Request after successfully submitting the request.

4. Audit Trail. Select this option to review the history of the Request after successfully submitting the request.

5. Add Cash Advance. Select this option on a need only basis after adding estimated trip expenses.

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.

If the student is paying for Air Ticket, Car rental or hotel expenses out of pocket follow the steps below to add those estimates to the request in the Student’s profile.

1. Click the blue Add button under Expected Expenses.

Air Ticket

1. Click Air Ticket.

2. The Air Ticket fields display. Round Trip is the default selection.

3. 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.

4. Click to select a valid option from the list.

5. Begin typing a destination airport (full name or airport code) in the To field.

6. Click to select a valid option from the list.

7. Complete the Outbound Date.

8. Complete the Return Date.

9. Complete the Estimated Amount field.

11. Click Save.

Car Rental

1. From the Expected Expenses menu, click the Add then click Car Rental. The Car Rental fields display.

2. Begin typing a city name in the Pick-up Location field. A live search activates, a list of options become available for selection.

3. Click to select a valid option from the list.

4. Type a city name in the Drop-off Location field.

5. Click to select a valid option from the list.

6. Complete the Estimated Amount field.

7. Click Save.

Hotel Reservation

1. From the Expected Expenses menu, click Hotel Reservation.

2. The Check-in and Check-out dates will pre-fill from the Request header. Modify as needed.

3. Begin typing a city name in the City field. A live search activates, a list of options become available for selection.

4. Click to select a valid option from the list.

5. Complete the Estimated Amount field.

6. 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.

1. Click Add in the Expected Expenses menu to get additional expense types.

2. Click the appropriate expense type from the list of expenses that appear or

3. Type the expense type in the search field above the list of expense types.

4. Complete required expense type fields

5. Click Save.

6. 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.

1. Click Add in the Expected Expenses menu to get additional expense types.

2. Click the appropriate expense type from the list of expenses that appear or

3. Type the expense type in the search field above the list of expense types.

4. Complete required expense type fields.

5. Click Save.

6. 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.

1. To allocate an expense click the checkbox beside the expense type and click Allocate.

Submitting Requests

1. Once expenses are added to the Request, click Submit Request. An attestation displays.

2. Scroll to read through the attestation, and then click Accept & Submit.

3. 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.).

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.

1. From the Concur homepage, click Requests from the top ribbon.

2. Click the drop-down arrow beside ‘View’ at the top of the page and select ‘Pending Requests’ from the drop-down menu.

3. Click on the Request name that you would like to review.

4. With the Request open, click the Request Details drop-down arrow then select Request timeline from the drop-down menu.

5. 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.

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.

1. From the Concur homepage, click Requests from the top ribbon. Your list of Requests display.

2. Click the name of the Request you want to copy to open that request.

3. Click the More Actions drop-down arrow and select Copy Request. The Copy Request dialog displays.

4. Modify the name of the Request to reflect the new travel.

5. Update the date as necessary and then click Create New Request. A new Request displays with the header tab active.

6. Review the Request Header and Expected Expenses for accuracy.

7. 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.

1. From the Concur homepage, click Requests from the top ribbon.

2. 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.

After completing and submitting a Concur request, students will receive an email within 48hrs with the information needed to request a student travel card.

The student travel card will be valid for three (3) years from the date of issue, however the active dates of use for the card will be based on the dates of the current request that is used to initiate the loading of funds for the new trip.

After the end of each trip the card value will be reduced to $1 until a new request is created for a new trip and student travel card request form update is completed.

Students are required to complete a student travel card training and sign a cardholder agreement once per year.

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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