Allocating Expenses within a Travel Request

These instructions cover how to allocate expenses to a different Division, Department, Fund, Class, Program, or Project and how to split funds between multiple parties on a travel request. For information on how to fill out a travel request, refer to Travel Request.

  • If a different Division, Department, Fund, Class, Program, or Project will be paying for the entire or most of the trip, select the Request Header Allocations.
  • If a different Division, Department, Fund, Class, Program, or Project will partially cover the expenses, select the Travel Request Expense Allocations.

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

  • If the trip includes Auxiliary and State funding, you will need to leave the funds as state funds and complete an ETR after the trip to transfer the funds to Auxiliary funding.
  • If ASC fully funds the trip, you will not complete a travel request in Concur. You will follow ASC’s travel process.

Table of Contents:

 

If you need assistance with logging into Concur, please go to Logging into Concur.

Request Header Allocations

If a different Division, Department, Fund, Class, or Program will be paying for the entire or most of the trip, you make the designation in the Request Header.

Step 1: From the Concur dashboard, click on Requests. 

Select the requests tab

Step 2: Click on the Travel Request that needs to be allocated to a different Division, Department, Fund, Class, or Program.

Select the travel request to allocate

Step 3: If a different Division, Department, Fund, Class, or Program will pay for the entire trip or majority of the trip, you can make the designation in the Request Header.

At the bottom of the Request Header, you can select the different Division, Department, Fund, Class, or Programs.  

Enter the division, department, fund, class, or program values

Step 4: Click on the entry field and select the appropriate Division, Department, Fund, Class, or Programs.  

Select the Department ID value

Step 5: Once you have finished making the changes, select Save to have your travel request updated. 

Save the travel request

back to top

Travel Request Expense Allocations

If a different division, department or fund will partially cover the expenses, you can allocate those expenses to a different Division, Department, Fund, Class, Program, or Project.

Step 1: From Expected Expenses, select the check boxes next to the expenses (i.e. Air Ticket) that needs to be allocated to a different Division, Department, Fund, Class, Program, or Project.

Select the checkboxes to be allocated

Step 3: Then click on Allocate. 

Select the allocate button

Certain allocations will need to be allocated as a group such as Lodging, Airfare, and Rental Car.

Step 4: The window will refresh and show the Allocate window. From there select Add to change the Division, Department, Fund, Class, Program, or Project.  

Select Add to add an allocation

Step 5: Click on the entry field and select the appropriate Division, Department, Fund, Class, Program, or Project. Then click Add to List.

Select the Department ID and click the Add to the List button

Step 6: If an expense is going to be split between two or more Divisions, Departments, or Funds, Class, Program, or Project, click on the Add button and repeat Step 5.

Click the Add button to add more allocation

Step 7: Select Percentage or Amount to choose how you would like to allocate expenses.

Green arrow is hightlighting the percentage and amount option.

Step 8: From there, you can edit the percentage or amount that you would like to allocate to each expense.

Shows two allocations of 50% each

Step 9: Once you have finished making the changes, select Save to have your travel request updated. 

Save the allocation

Step 10: Once saved the page will refresh to the Expected Expenses page. Your Allocations will show up on the right-hand side where you will be able to make changes by clicking on the blue Allocated link.

Green arrow pointing to the expenses with the blue Allocated link.

Allocation through the Expense Level

Step 1: Make sure your under Expected Expenses in your travel request. Then click on the expense you'd like to allocate.

A green arrow is hightlighting over an expense item to allocate it.

Step 2: Once in the Expense click Allocate.

Under an individual expense, a green arrow is hovering over the Allocate link.

Step 3: From the Allocate page select Add to change the Division, Department, Fund, Class, Program, or Project.

Click the Add button to add an allocation

Step 4: Click on the entry field and select the appropriate Division, Department, Fund, Class, Program, or Project. Then click Add to List.

Select the department ID and click the Add to List button

Step 5: Once you have finished making the necessary changes, select Save to update your travel request.

Save the allocation

Step 16: When you are done allocating your expenses and have clicked Save. Your page will refresh to the Expected Expenses page.

Expected expenses page in a travel request.

Step 17: Under Request Details, select Request Timeline to add additional approvers who will be paying for the trip or individual expenses.

Refer to Adding Additional Approvers Guide for more information.    

The Request Details has been selected to reveal the Request Timeline option

Step 18: When you are done filling out your travel request, select Submit Request.  

Click the Submit Request button to submit

back to top

Need more help?

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