Adding Expenses to a Travel Request

These instructions will show you how to enter expenses into your Travel Request. You will be tasked to identify the estimated travel expenses that will be incurred throughout the trip. To ensure you comply with Travel policies, ask your budget coordinator to provide an amount that is allowed for your department to spend on your travel expenses. 

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

Table of Contents:

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Entering Expenses into the Travel Request

Step 1: Click on the Add button to enter estimates for the expenses on this trip.

Add expected expenses

Travel expenses, regardless of who pays, must be included.

Step 2: Scroll through the list and select an expense type. 

For list of available expenses, go to Available Travel Request Expenses.

Expected expenses: travel expenses options

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Entering Actual Incidentals Per Day

Step 1: Select the Actual Incidentals/Up to $7 Per Day expense type. 

Expected expenses: select Actual incidentals

Step 2: If the trip includes personal days, enter the # of Personal Days.

If not, proceed to Step 3. 

Enter the number of personal days

Step 3: Click Save.

Save new expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

Step 4: The estimated expense amount is automatically calculated on the list. 

Expected Expenses List. Actual incidentals, has a green square highlighting it.

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Entering Hotel Reservation

Step 1: Select the Hotel Reservation expense type.

Expected expenses: hotel reservation

Step 2: Enter in the following required fields:

  1. Type in the City that you will be staying in.
  2. The Start Date is pulled from your Request Header and you can enter the check-in time.
  3. The End Date is pulled from your Request Header and you can enter the check-out time.
  4. Type in Details regarding your reservation. If you do not have any details, put 'N/A.'
  5. Use the Comment box to provide any additional information.
  6. If you are staying in California, you can submit the STD236 Exemption to the hotel.
  7. Enter in the estimated cost for the hotel stay.
Enter hotel reservation information

Step 3: Click Save.

Save hotel reservation expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Air Ticket

Step 1: Select the Air Ticket expense type.

Expected expenses: Air Ticket

Step 2: Select if your expense is going to be Round Trip, One Way, or Multi-City.

Air ticket options

Step 3: Fill out the required fields:

  1. Type in the From location that you will be traveling out of.
  2. Type in the To location that you will be traveling to.
  3. The Start Date is pulled from your Request Header and you can enter the Departure time.
  4. The End Date is pulled from your Request Header and you can enter the Arrival time.
  5. Use the Comment boxes to provide any additional information.
  6. Enter in the estimated cost for the air ticket.
Enter outbound and return information

Step 4: Click Save.

Save air ticket expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Airline Fees

Step 1: Select the Airline Fees (Baggage; Wifi; etc) expense type. 

Expected expenses: Airline fees

Step 2: In the Description field, enter a reason for this expense.

Example: Baggage fee for flight. 

Airline fees description field

Step 3: Type in an appropriate estimate for Transaction Amount. 

Airline fees transaction amount

Step 4: Click Save.

Save airline fees expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Car Rental

Step 1: Select the Car Rental expense type.

Expected expenses: car rental

Step 2: Enter in the following required fields:

  1. Type in the City location that you will be picking the car up.
  2. The Start Date is pulled from your Request Header and you can enter the pick-up time.
  3. Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.'
  4. Type in the City location that you will be dropping off the car.
  5. The End Date is pulled from your Request Header and you can enter the drop-off time.
  6. Enter in the preference for the car in the Car Preference field. If you do not have a preference put 'N/A.'
  7. Use the Comment box to provide any additional information.
  8. Enter in the estimated cost for the air ticket.
Enter the car rental required fields

Step 3: Click Save.

Save the car rental expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Parking Fees

Step 1: Select the Parking expense type.

Expected expenses: parking

Step 2: In the Description field, enter a reason for this expense.

Example: Parking at the airport for 5 days. 

Enter parking expense description

Step 3: Type in an appropriate estimate for Transaction Amount. 

Enter parking transaction amount

Step 4: Click Save. 

Save parking expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Rail Expenses

Step 1: Select the Rail expense type. 

Using this expense if you will not be using AMTRAK, EUROSTAR, or UK RAIL. If you are using those service locations, use the Railway Ticket Expense.

Expected expenses: rail

Step 2: Confirm the Destination City is listed correctly if you are traveling to multiple locations.

Enter rail destination city

Step 3: In the Description field, enter a reason for this expense.

Example: Multi-day pass for the train.

Enter rail destination description

Step 4: Type in an appropriate estimate for Transaction Amount. 

Enter rail transaction amount

Step 5: Click Save.

Save rail expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Railway Ticket Expense

Step 1: Select the Railway Ticket expense type.

Using this expense if you will be using AMTRAK, EUROSTAR, or UK RAIL. If you are not using those service locations, use the Rail Expense.

Expected expenses: railway ticket

Step 2: Select if your service location is AMTRAK, EUROSTAR, or UK RAIL.

Select railway service

Step 3: Select if the trip will be Round trip, One way, or Multi-City.

Select if the trip will be round trip, one way, or multi-city.

Step 4: Fill out the required fields:

  1. Type in the From location that you will be departing from.
  2. Type in the To location that you will be traveling to.
  3. The Start Date is pulled from your Request Header and you can enter the departure time.
  4. The End Date is pulled from your Request Header and you can enter the arrival time.
  5. Use the Comment boxes to provide any additional information.
  6. Enter in the estimated cost for the railway ticket.
enter railway outbound and return information

Step 5: Click Save.

The save button is in the upper right hand side.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Rental Car Gas Expense

Step 1: Select the Rental Car Gas expense type. 

Expected expenses: rental car gas

Step 2: In the Description field, enter a reason for this expense.

Example: Filled up the rental car before drop-off.

Enter rental car gas description

Step 3: Type in an appropriate estimate for Transaction Amount.  

Enter rental car gas transaction amount

Step 4: Click Save.

Save rental car gas expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Taxi/Shuttle Fees (Uber/Lyft)

Step 1: Select the Taxi/Shuttle expense type. 

Expected expenses: Taxi/shuttle

Step 2: In the Description field, enter a reason for this expense.

Example: Ride to the airport. 

Enter taxi/shuttle description

Step 3: Type in an appropriate estimate for Transaction Amount. 

Enter taxi/shuttle transaction amount

Step 4: Click Save.

Save the taxi/shuttle expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Actual Per Day Meal Expense(s)

Step 1: Select the Actual Per Day Meal Expense(s) expense type. 

Expected expenses: Actual Per Day Meal Expense(s)

Step 2: If the trip includes personal days, enter the # of Personal Days. If not, proceed to Step 3. 

Enter the number of personal days

Step 3: Click Save.

Save the actual per day meal expense(s)

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

Step 4: The estimated expense amount is automatically calculated on the list. 

The last actual per day meal expense, has a green square highlighting it.

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Entering Registration Fees/Workshops

Step 1: Select the Registration Fees/Workshops expense type. 

Expected expenses: registration fees/workshops

Step 2: In the Description field, enter a reason for this expense.

Example: Conference Registration Fee

Enter registration fees/workshops information

Step 3: Type in an appropriate estimate for Transaction Amount. 

Enter registration fees transaction amount

Step 4: Check I have attached a copy of the registration form or other to indicate you have attached the required documentation.

Check the I have attached a copy of the registration form checkbox

For further instruction on attaching documents, see the Attachments Quick Guide.

Step 5: Click Save.

Save the registration fees/workshops expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

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Entering Mileage

Step 1: Select the Mileage expense type. 

Expected expenses: mileage

Step 2: In the Description field, enter a reason for this expense. 

Example: Picked up from the airport.

Enter mileage description

Step 3: Type in an appropriate estimate for Distance.

Enter mileage distance

Use Google maps or MapQuest to determine the distance for your trip.

Step 4: Click Save.

Save the mileage expense

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

Step 5: The estimated expense amount is automatically calculated on the list. 

The mileage expense is highlighted from the listed expenses on the request.

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Travel Request Checklist

If you would like to use a checklist, click on Travel Request Checklist.

Need more help?

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