Create a Request
Travel expenses may be paid or reimbursed provided the trip and reimbursement request are approved by authorized campus personnel. Creating a Request in Concur is the first step in the process and must be completed prior to purchasing airfare.
An approved Request is required to:
• Populate Concur Locate for UO Safety and Risk’s duty of care requirements
• Book airfare either through the booking tool or the travel agency
• Launch Expense Report to account for UO paid expenses and process any reimbursements for out of pocket expenses.
If you are not planning on claiming expenses, completing a zero dollar Request provides visibility of the trip to your department and provides Concur Locate information to Risk and Safety. For a zero dollar Request to move forward, be sure the Request has a $0 expense type or one segment that has $0 entered as the amount. (See "Zero Dollar Requests" Step by Step for instructions.)
Steps to Complete
Enter required fields, indicated by a red bar. Business purpose should be thorough and complete and clearly demonstrate the benefit to the university. Once you have entered all required fields, click the blue Save button. This will open the Segments tab where you will enter any airfare, lodging, rental cars or train segments needed for your trip.
Click on the Segments tab. This is where you will enter the transportation and lodging portions of your trip. Once your report is approved, you will get a Book button on the request. See additional instructions for how to book from an approved Request.
Click on the Expenses tab. Click on Expense Type, enter the required information. (Required fields are indicated by a red bar.) The following examples are provided for the most common expenses.
Once you are satisfied that everything is correct, click "Submit Request." If you are acting as a delegate then you will need to click "Notify Employee", so the traveler you are delegating for will receive a notification to review and "Submit" their Request.
If you have requested personal travel in conjunction with your business trip, the request will be reviewed by the Travel Office for compliance prior to department approval. You must provide comparison airfare for business vs business + personal travel. It is preferred that you obtain this quote from your Travel Management Company.
Expense report for approved travel must be started from the Request. You can begin the report as soon as your request is approved. This gives you a virtual folder to contain all of your expenses as they come in. Note that you cannot submit your report until after the trip is complete,
Do not close or inactivate your request until after the expense report has paid out. Since the request will automatically close after 60 days, it is important that you submit your expenses in a timely manner.