Create and submit a travel request
Travel and p-card
How to create a submit a travel request in Concur
If you haven't created a travel request before, follow this guide to learn all the steps. If you need to refresh your memory, use the quick links at the top of the page to skip to a specific section.Â
As a reminder, travel requests are labeled "requests" in Concur.
Reimbursement requests and p-card reconciliations are labeled "reports" in Concur.Â
Create a travel request
There are 2 ways to create a travel request: from the Concur home page or from the Manage Requests screen.
Option 1: Start your request from the Concur home page
From the home page, click Start a Request at the top of the page.
You’ll see a window labeled Create New Request.
This is the request header.
Option 2: Start your request from manage expenses screen
From the home page, click Home > Request in the upper-left corner.
You’ll see the Manage Requests screen. Click Create New Request in the upper-right corner.
You’ll see a window labeled Create New Request.
This is the request header.
The window labeled Create New Request is the request header. Fill in the fields and click Create Request in the bottom-right corner.
Add the travel allowance
Also called per diem or GSA rates, the travel allowance is the set amount a traveler is reimbursed for lodging, meals, and incidental expenses.
You have to add the travel allowance to your travel request to be reimbursed for these expenses.
From the Expected Expenses screen, click the blue text Manage Travel Allowance and then click the button Add Travel Allowance.
You’ll see a window labeled Travel Allowance, fill in the fields.
If your destination city doesn’t come up automatically, try adding other nearby cities. Choose the city that’s closest to your destination to make sure the correct rate is loaded.
If you have multiple overnight stays at different locations, check the box Detailed Itinerary.
If you’re not staying overnight at your destination, check the box Without overnight.
When you’ve filled in all the fields, click Next in the bottom-right corner.
Now you'll see the adjustments screen
On the right side of the adjustments screen, you’ll see columns labeled Allowance Limit and Reimbursement Amount.
Allowance Limit shows the reimbursement rate for lodging.
Reimbursement Amount shows the reimbursement rate for meals and incidental expenses.
Travelers are reimbursed 75% of the reimbursement rate for meals and incidental expenses on the first and last day of travel.
If you shouldn’t be reimbursed for lodging or meals for a specific day, check the boxes to exclude those days from your reimbursement request.
For example, if Monday is a personal travel day, check the box under Exclude Day for Monday. And if lunch will be provided at your conference on Tuesday, check the box under Lunch for Tuesday.
If the cost of your hotel is more than per diem, check the box Use 300 Percent Rule.
For example, if the per diem rate for your destination is $105 per night but the lowest rate in the area is $110 per night, you would check the box Use 300 Percent Rule in your travel request and reimbursement request.
If you select any boxes under Use 300 Percent Rule, the total is automatically calculated and shows 300% of the reimbursement rate in the Allowance Limit column even though your hotel may not be that expensive.
When you’re done, click Finish in the bottom-right corner.
Back at the Expected Expenses screen, you’ll see the travel allowance has been added.
Add expected expenses
From the Add Expense screen, click the blue button Add Expense.
Use the search bar to search for the expense, or select the expense from the drop-down menu.
For this example, we’ll select Personal Car Mileage.
You’ll see a data entry screen for the expense. Fill in the fields.
In the Description field, enter why the expense is needed. For example, “Drive to airport for flight.”
If the expense has small blue text below the title, click on the text to add more information to the expense.
Learn how to use the mileage calculator.Â
Learn how to add attendees.
When all the fields are filled, click Save.
Back at the Expected Expenses screen, you’ll see the expense has been added. To add another expense, click Add.
If you need a cash advance for your trip, see How to request a cash advance in Concur to learn how to calculate and add a cash advance to your travel request.
How to use the mileage calculator
In the personal car mileage data entry screen, click the small blue text Mileage Calculator.
In box A enter your starting location. In box B enter your destination.
In the bottom-right corner, click Add Mileage to Expense.
Back at the data entry screen, you’ll see the fields populated with the information from the mileage calculator.
Click the blue button Save to return to the Expected Expenses screen.
How to add attendees to an expense
If you add registration fees or a business meal to your travel request, you need to add attendees to the expense.
In the expense data entry screen, click the small blue text Attendees.
A window labeled Attendees will appear.
Click Add.
A new window labeled Add Attendees will appear.
From the Attendee Type drop-down menu, select Employee if the attendee is a state employee or select Business Guest if the attendee isn’t a state employee.
If the attendee is a state employee
In the Add Attendees window, enter the employee’s name and click Search.
Select the employee from the list and click Add to List.
You’ll see a green check mark that says Attendee added. Click Close.
Back in the Attendees window, you’ll see the name of the person you added. Click Save to return to the data entry screen.
If the attendee isn't a state employee
Click the small blue text Create New Attendee.
You’ll see a new window labeled Create New Attendee.
Fill in the fields and click Create Attendee.
You’ll see a green check mark that says Attendee added.
Click the small blue text Go back.
Back in the Add Attendees window, click Close.
Back in the Attendees window, you’ll see the name of the person you added. Click Save to return to the data entry screen.
Alerts and errors
Alerts and errors appear at the top of your travel request.
Alerts
Alerts are represented with the orange triangle icon. Alerts give helpful information about policy and appear even if you’ve followed policy. Alerts don’t go away.
For example, if you add a personal mileage expense, you’ll see an alert that says, “Mileage between the home address and primary work address is considered a commute and commute mileage cannot be claimed.” This alert is just a reminder that you can’t be reimbursed for commute mileage.
You can submit your travel request if you see an alert.
Errors
Errors are represented with the red circle icon. An error icon means there‘s a problem with your reimbursement request that needs to be fixed before you can submit it. Once you fix the problem, the error message will disappear.
You can’t submit your travel request if you see an error.
Submit the reimbursement request
From the Expected Expenses screen, click Submit Request.
You’ll see your request in the Manage Requests screen. It shows your request is submitted and pending cost object approval, which means it’s been sent to the budget officer for approval.
You’ll receive an email when your travel request is approved.
You might also like...
Concur help
Learn about Concur, find more how-to guides, and get answers to common questions
Edit a request
Learn how to make changes to a travel request, reimbursement request, or p-card reconciliation
Close a travel request
Learn how to close a travel request after you've been reimbursed
Travel request policy
Read travel policy 10-4: Travel requests