Report Header

These instructions will cover how to complete the Report Header on your Travel Expense Report.

Travelers may request reimbursement for costs incurred before the actual dates of any approved travel by submitting a completed travel expense report, including supporting documentation. You will follow this process below regardless of when the purchases took place.

Click on any of the links below to skip ahead to that section. 

If you would like assistance with logging into Concur, please click on Logging into Concur.

Filling out your Report Header

Step 1: After you Create a New Report, you will be required to fill out the Report Header.

Fill in all required and appropriate fields.

  • If you created a new report from scratch or by your available expenses, your Report Header will be blank.
  • If you created your report by your approved Travel Request in Concur, specific information will be automatically populated into your Report Header.
Create new report window

Step 2: Confirm that the appropriate Policy option is selected.

Select the State Travel policy

Step 3: Under Report / Trip Name, make sure the naming convention is listed correctly.

[Month] [Year] Destination

Ex: JUL 2018 San Diego, CA

Enter report/trip name

Step 4: Leave Report Date as the date that you are creating the report.

Enter report date

Step 5: For Report/Trip Start Date, change the date to the date you traveled on.

Enter report/trip start date

Step 6: For Start Time field, enter the general time you would normally leave.

enter start time

Make sure you add AM or PM for the Start Time.

Step 7: For Report / Trip End Date, change the date to the date you returned from your trip.

Enter report/trip end date

Step 8: For End Time field, enter the time you would normally return.

Enter end time

Make sure you add AM or PM for the End Time.

Step 9: For Trip Type dropdown, select the appropriate option.

Select Trip Type: In-State

Step 10: For Main Destination City field, type in your main destination city that was listed from your Travel Request.

Enter main destination city

The main destination city must match exactly with your Travel Request.

Step 11: For Additional Cities/States or Cities/Countries Traveled To field, type in the additional cities and states that you traveled to during your trip.

Enter additional cities/states if needed

Report/Trip Purpose

Step 1: For Report/Trip Purpose dropdownselect the option that was listed from your Travel Request.

Enter report/trip purpose

Step 2: For Event Name / Business Purpose fieldtype in the purpose of your trip. In addition, if you want information to show up in OBIEE, please list it in the Business Purpose.  

Enter event name/business purpose

Step 3: For Mailing Address Current?, select the check box if your residential address is current in the Accounts Payable System.

Check the mailing address current checkbox

To confirm if your mailing address is up-to-date, email [email protected].  

Step 4: For Does this trip contain personal travel? dropdownselect the appropriate option.

No selected for the  Does this trip contain personal travel field

Step 5: For Personal Dates and Locations type in the appropriate information if you had personal travel.

Enter personal dates and locations if needed

Step 6: For Division, Department ID, and Fund, make sure you have selected the correct options.

Enter the division, department id and fund information

Step 7: Enter in the Comment section if you have the following:

  • Have approved paper Travel Request-fill in the TR#
  • Any additional details regarding your trip
Enter the TR number in the comment field

Step 8: Once you finish filling out your Report Header, click on the Create Report button.

Click the Create Report button

Travel Expense Report Checklist

If you would like to use a checklist, click on the Travel Expense Report Checklist.

Need more help?

Contact Concur Support at [email protected] or at 657-278-3600.