Travel Request

Before You Begin:

• Concur can be used to reimburse both Employees and Non Employees

  • • • • If you are reimbursing an employee, you must be assigned as their Delegate. Please provide the employee with How to add a Request Delegate and an Expense Delegate in Concur so they can add you as a delegate.

        • Non employees can also be reimbursed using Concur. You must have them register with Payment Compass. When they have been registered, proceed with How to Process Non-Employee (Guest) Travel in Concur

Before you can process a travel reimbursement, you will have to complete a Travel Request. A Travel Request is equivalent to a Travel Pre-Authorization (in MyTravel). If you have already completed a Travel Request and you are now ready to reimburse, please see Travel Expense Report.

• If you are only reimbursing for Mileage, you do not need to submit a Travel Request. Mileage can be reimbursed using the Events-Other Reimbursement option in Expense Report.

Login to Concur using your Active Directory Credentials

When you are reimbursing an employee, be sure to act as their Delegate:

• If the employee has not added you as a delegate, please refer to the first bullet point at the top of this page. If you have been added as a delegate, In the top right hand corner, select the drop down to search for the employee

When you have selected the employee you are creating a Request/Expense report for, select "Start Session"

You can begin the Request by Selecting "Requests" or "New"

Select Travel Request as your Request Type

For Trip Name Enter:TR_PayeeName_PI_Destination

• Trip name only allows up to 32 characters

• Payee Name should be their last name. If their name is too long to allow for the other information, abbreviate and only use the first 4 letters of the last name

• If the Payee is the PI, only enter the PI last name once

Example a Trip Request for Jamie Gonzalez working in Professor Koushanfar's lab: TR_Gonzalez_Koushanfar_Washington

• This trip name is more than 32 characters. I would abbreviate the payee and PI names to the first 4 letters or to the extent that you can identify the request.

Select Traveler Type. If your "Non-employee" is a UC San Diego Student, please select Student

Select Trip Type. If this is for a Virtual Conference, Select On-Site or In-State

Select appropriate trip purpose

If the traveler is combining a work engagement with personal vacation please select "Yes" If personal travel is included, add the Dates in "Personal Travel Dates"

Enter:

• Business Travel Start Date

• Business Travel End Date

• Origin (City, State)

• Final Destination (City)

• Destination Country (If applicable)

• Business Purpose

  • • Examples:

      • • • • Professor X attending Engineering conference.

            • Professor X presenting at Engineering conference

            • Student in Professor X's lab attending and or presenting at a conference (please choose one or the other)

            • Guest speaker for X seminar hosted by Professor X

    • For all federal awards, the business purpose should include how the trip directly benefits the award

      • • • • Example: Professor X traveled to Washington DC for an annual DARPA meeting to discuss research updates on X award.

• Funding Information and Approver (Fund Manager):

  • • • • • • To find the Chart of Account (COA) information that replaced the index for your charge, use Ctrl+F in the first tab (2_CCOA+POET(AF)) of ECE COA Lookup Tool Master List. If you cannot find your index, please contact your Fund Manager for assistance.

Once all of your information is entered select "Expenses"

Select the expense you would like to add to this request.

• This does not mean you are processing a reimbursement for that expense right now. These are estimated expenses. In order to reimburse the expense, you will have to wait for travel request approval and then process a travel expense report

Business Travel Start Date, End Date, and Type should already have information from the information entered above.

Enter Estimated Amount and Comment (if applicable)

Select "Save"

If you choose Miscellaneous as the Expense Type:

• Add a Comment (Required Field)

• Save the transaction like you would above, but then select the account to edit, select allocate

• Use the Expenditure Type list to find the code you will use for your expense. Be sure to select the expenditure type with "SD" listed at the beginning or end.

When you have added your Information you can use "Attachments" to add documents and Submit Request