How to Create a Domestic Travel Request in the New Concur UI

How to Create a Domestic Travel Request in the New Concur UI


This video will demonstrate how to create
a domestic travel request in the Concur travel system. To create a new request, Hover your cursor
over the tile labeled, new Select start a request. This will create a blank request header All required fields will be marked red and
must be populated before you can continue with request creation In the field labeled destination provide the
location where the trip will occur This will create a blank request header All required fields will be marked red and
must be populated before you can continue with request creation In the field labeled destination provide the
location where the trip will occur Some users will also add a conference name,
or even dates in this field to help them identify the request in their list of requests. Provide your trip start date And end dates. Use the travel classification field to indicate what type of travel this trip
will be Select the appropriate traveler type. The contracts/grants field will default to
no. This field is only used by some agencies and
universities. Inquire with your department’s travel or business
staff to verify if this field is used by your agency or university. Enter the purpose and benefit of the trip. This should contain a detailed description
of why the trip will occur, such as a description of research to be conducted or the name of
a conference being attended. It should also include a description of how
the trip benefits the agency or university This field is limited to 500 characters if personal travel is included, it may be
marked yes and you should provide a note indicating which days of the trip will be personal If the request is for a non employee or a
student traveler, enter their name in this field. The name should be entered in the format
of last name first, comma first name. For domestic travel, you may omit completing
the field labeled foreign risk and foreign country. The next five fields tell the system what
account is funding this travel. These lists are connected together Whatever value you choose in each list will
filter and limit the values available to select in the subsequent list The values in these fields may be defaulted.
If your travel will always be funded from the same account please go to the Request
information section of your profile and save your accounting information there. Once done,
the system will automatically populate your account each time you create a request and
you will not need to manually select each time. The first field to populate is System Member.
This should be the Texas A&M System Member that owns the account paying for your travel. The next field is the Department and Sub Department
where the account belongs. The next field is the account number. This is an optional field on the travel request.
Again, as this series of fields is connected, the account numbers displayed will only be
accounts that belong to the Department and SubDepartment specified in the previous field. If you wish to generate an encumbrance, the
account field must be populated and estimated expenses must be indicated. The next field is labeled account attributes. There should only be one selection here based
on the account chosen in the previous field. The account attribute tells the system what
rule set to apply, such as State, Local, or S R S. If you select an account number you
must complete this field. If an account number is not entered, then this field may be omitted. The department reference number field may
be used to help your department track the request through other systems or processes
that might be unique to your department. Check with your department’s business staff regarding
the use of this field. The notes field may be used to add any additional
information you feel needs to be communicated on the request. Once the required fields on the request header
have been populated, click save. At this point you have the option to submit
the request into routing for approval. You may also add estimated expenses and additional
routing steps. After you save the request header, the next
tab you can opt to complete is the expense tab. This tab can be used to enter estimated
expenses for your trip. Select an expense type. Enter the estimated amount of the expense. If an account number is entered on the Request
header and an amount is estimated on the estimated
expenses, then the funds will be encumbered in FAMIS
once the request completes routing. If an estimated expense is entered in error,
you can select the expense entry and then click delete Click yes to confirm If you need to split the encumbrance between
multiple accounts, please view the demonstration on how to allocate expenses. After all estimated expenses have been entered,
you can review the approval flow tab. Additional approvers can be added if necessary. Please review the video on how to add additional
approvers for details. If you have any attachments to include you
may do so at any time after the request header has been saved. To include an attachment, click the attachments
button Select attach documents. Select browse. Locate the file you wish to attach. Select the file Click open Click upload. Click close. To view the attachment, click the attachments
button Then click check documents. If you wish to print or e-mail your request
you have the option to do so. Select the Print or Email button
Select travel request report or travel request allocation report. If this request has been created in error,
you may delete the request. After all information has been entered and
reviewed, click submit request. Review the FAMIS request submit confirmation
statement. Once you have read the statement, click accept
and submit or cancel. This concludes the video on creating a domestic
travel request.

Leave a Reply

Your email address will not be published. Required fields are marked *