Frequently Asked Questions

If the funding for your trip is being split with an Auxiliary, you have 3 options:

• Charge entire trip to Stateside account, then submit a Request for Invoice to bill the Auxiliary for their portion (does not apply to banned state travel).
• Charge entire trip to the Auxiliary, then have the Auxiliary bill Stateside for our portion (does not apply to banned state travel).
• If the Auxiliary is covering a specific expense, like lodging, enter everything except lodging in Concur, then submit the lodging expense directly to/through the Auxiliary (does not apply to banned state travel).

Hospitality while traveling occurs when a business meeting with a non-CSUDH employee occurs while you are on travel status.

• Hospitality expense is permitted only for official business meetings with a non-CSUDH employee (official guest)
• Receipt should be for meals of only one CSUDH employee (Host) and official guest(s)
• Other CSUDH employees in attendance who are also on travel status must pay for their own meals individually and report the meal on their Expense Report as normal
• Travel Card not permitted
• Pcard permitted
• Approved Hospitality Authorization form required
• Do not include the hospitality meal on your Expense Report

If you charged a Hospitality expense to your Travel Card, please contact the Travel Desk to discuss.

No. Individual Travel Cards are for the cardholder's Concur travel only.

All Travel Card transactions will automatically load and connect to the cardholder's Concur account.

Examples include:

• Airfare booked outside on Concur
• Baggage fee
• Meals (within daily limit)
• Registration fees
• Incidentals
• Rental car (using DH contract with Enterprise only)
• Rental car fuel
• Parking
• Taxi/Rideshare
• Lodging

Examples include:

• Meals exceeding the daily limit
• Meals for one-day trips
• Alcohol
• Frequent Traveler program participation fees
• FastTrack or equivalent deposits or account fees
• Known Traveler fees
• Personal care products
• Club membership fees
• Upgrade fees
• Entertainment
• Clothing/accessories
• Dependent or pet care
• Change/cancelation fees due to personal reasons
• Hospitality

The CSU Policy now requires the use of GSA location-based rates. Using GSA rates also requires the meals be reduced to 75% on the first and last day of travel. However, if a meal was provided (by the conference or some other source), it requires deduction of the full amount of that meal (not 75% of that meal).

For example, if the per diem based on the travel location is as follows and lunch was provided on the first or last travel day, $15 will be deduced from $44.25, leaving an allowance of $29.25.

NOTE: if the total allowance falls below $5, it will adjust up to $5 to still provide the Incidentals of $5, which is the daily minimum.

Concur is for employee travel only.

All non-employees use the "old" method of travel. Examples include students, prospective student athletes, prospective employees, volunteers, etc.

Concur supports international travel also.

Requests must have an International Travel Authorization Form attached (please note that the form is different for Concur users). The Risk Management office will utilize this data to facilitate working with a traveler for necessary foreign travel insurance and other necessary components for a trip.

The Risk Management office will be included in the internal approval flow for International trips.

No. Pcards cannot be used for Concur travel. 

Pcards can continue to be used for non-employee travel only. Non-employee travel is using the "old" method, outside of Concur.

Hospitality while traveling occurs when a business meeting with a non-CSUDH employee occurs while you are on travel status.

• Hospitality expense is permitted only for official business meetings with a non-CSUDH employee (official guest)
• Receipt should be for meals of only one CSUDH employee (Host) and official guest(s)
• Other CSUDH employees in attendance who are also on travel status must pay for their own meals individually and report the meal on their Expense Report as normal
• Travel Card not permitted
• Pcard permitted
• Approved Hospitality Authorization form required
• Do not include the hospitality meal on your Expense Report

After you click submit, your Travel Requests and Expense Reports will automatically route for approval as follows:

1. Budget approver of your Division (the Fiscal Officer/ARM)
2. Your Manager

If International, it will route to Risk Management next.

*Formal vendor invoice must be submitted to concurtravel@csudh.edu.

We can send the vendor a check if they do not accept credit cards. Please follow the steps below:

• Obtain invoice from vendor
• Verify that your Request is in Approved status
• Print Request as a PDF (click “print/share”)
• Combine PDF of the Request and PDF of the invoice into a single PDF file, with the invoice first
• Email the single, complete PDF file to concurtravel@csudh.edu
  • Explain that vendor only accepts checks (NOTE: if it is a new vendor, you may be asked to request the vendor complete/submit a 204 form)
  • It will be rejected if the Request is not in Approved status
  • It will be rejected if the conference fee was not included on the Request
• Add the conference fee to your Expense Report
  • Mark as University Paid
  • Attach copy of invoice
  • Add comment stating that the invoice was paid via check through A/P