Step-by-Step Procedure


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

1.) Log in to Concur at https://concur.uoregon.edu using your Duck ID and password.
2.) On the top navigation bar, click Request, then click on the Create New Request tile (edit)

3.) Request Header

Enter required fields, indicated by a red asterisk. Business purpose should be detailed and include Why you are traveling, What business activities you will engage in, and How it benefits the university. Once you have entered all required fields, click the blue" Create" or "Save" button. This will open the next field where you will enter the expected expenses such as airfare, lodging, rental cars, taxis, meal per diem, or train segments needed for your trip.


Provide Business Purpose for travel

Enough detail should be included so anyone unfamiliar with travelers department or program will be able to determine the benefit to the UO. Details should include who traveled, what they did, why they traveled, and any details deemed important to explain the circumstances. Spell out acronyms.

Travelers can provide documentation to explain the business purpose, e.g. email confirming appointment, conference or meeting agenda, grant abstract, etc. When documentation is not available, travelers should provide a daily log to document a business purpose for all days for which expenses are claimed. The log should include dates, name(s) of the organization(s) involved; names and positions of individuals visited/consulted; places, monuments, or institutions visited; or other descriptions as appropriate. A description of the activity should be specific and mention, for example, the research topic, paper title, etc., as appropriate.

1.) Inadequate Descriptions:

Attend Conference
Research Book
Collaboration
Meet with Colleagues
Site Visits
Give a lecture
Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

Attend and present at the Gatlinburg Conference on Research and Theory in Intellectual Disability. The conference is March 5-7 at Hotel Allegro in Chicago, IL. This is in support of xxx grant objectives. Two personal days at end of the trip. Comparison airfare quote attached shows business only price is more than actual air expense.

Field trip to the Mojave Desert to study vertebrate fossil sites. Research agenda, grant abstract attached.

In state mileage for fall term to attend events, board meetings and town hall meetings, meet with alumni, conduct student recruitment, and meet with marketing representatives and UO colleagues to discuss recruitment efforts. Specific trip details outlined in the attached mileage log.

4.) Add Expected Expenses

Click on the blue "Add" button and select the type of expense you would like to add.

Scroll though the expense types and click to open up the type of expense you which to add. Or type a key word in the Search box. Be sure to enter the required fields that are marked with a red asterisk.


5.) Add Airfare- must be booked within UO managed travel program (booking tool or UO travel agent)

To add airfare click on "Air Ticket", this will open up a box to begin planning flights.

1. Click on Round Trip, One Way or Multi City

2. Enter your Outbound and Return details include preferred departure times

3. Enter the approximate amount of the airfare

4. Click the blue "Save" button


6.) Add Car Rental (optional)

To add car rental click on "Car Rental", this will open up a box to add pick-up location, drop-location, dates and times.

Here you can also add "Details" and "Comments"

Click the blue "Save" button


7.) Add Hotel Reservation (optional)

Hotel and Car arrangements may be booked outside the Concur booking tool or travel agency. Request is capturing the cost for budget planning. Conference hotels are usually booked in the conference negotiated room block. See conference website for booking instructions.

Enter required fields:

a. Check-In

b. Check-Out

c. City, and a budget

d. Amount.

e. Comment (optional-name of hotel, etc)

f. Save


8.) Add Additional Expenses (optional)

Add any additional expenses you should budget for. Common expense types are:

1. Meal Per Diem - the budget amount will populate based on your travel location and days traveling as listed in the Request header.

2. Other ground transportation - this expense type includes airport shuttles, buses, or public transportation other than taxi-enter the approximate amount, enter comment, and click "Save"

3. Parking - enter the approximate amount, enter comment, and click "Save"

3. Taxi - enter the approximate amount, enter comment, and click "Save"


9.) Submit Request

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. If you are using your UO travel agent, they can assist. If you are using the Concur booking tool, you can prepare screenshots from the Travel Wizard.


10.) Creating your Expense Report

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 90 days, it is important that you submit your expenses in a timely manner - IRS Accountable Plan guidelines note within 60 days of your last date of travel.

Please refer to the Step by Step "Create an Expense Report" for guidance on this topic.


Related Procedures

Provide Business Purpose for travel

Enough detail should be included so anyone unfamiliar with travelers department or program will be able to determine the benefit to the UO. Details should include who traveled, what they did, why they traveled, and any details deemed important to explain the circumstances. Spell out acronyms.


Travelers can provide documentation to explain the business purpose, e.g. email confirming appointment, conference or meeting agenda, grant abstract, etc. When documentation is not available, travelers should provide a daily log to document a business purpose for all days for which expenses are claimed. The log should include dates, name(s) of the organization(s) involved; names and positions of individuals visited/consulted; places, monuments, or institutions visited; or other descriptions as appropriate. A description of the activity should be specific and mention, for example, the research topic, paper title, etc., as appropriate.


1.) Inadequate Descriptions:

Attend Conference
Research Book
Collaboration
Meet with Colleagues
Site Visits
Give a lecture
Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

Attend and present at the Gatlinburg Conference on Research and Theory in Intellectual Disability. The conference is March 5-7 at Hotel Allegro in Chicago, IL. This is in support of xxx grant objectives. Two personal days at end of the trip. Comparison airfare quote attached shows business only price is more than actual air expense.

Field trip to the Mojave Desert to study vertebrate fossil sites. Research agenda, grant abstract attached.

In state mileage for fall term to attend events, board meetings and town hall meetings, meet with alumni, conduct student recruitment, and meet with marketing representatives and UO colleagues to discuss recruitment efforts. Specific trip details outlined in the attached mileage log.