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Field Name | Description |
Request/Trip Name | Enter a meaningful trip name, similar to a name given to a travel expense report. Your department may implement a standard naming protocol. Suggested naming convention Destination City, State and dates of Travel (ex. Long Beach, CA 5/18-5/21) |
Trip Type | Select from the drop-down list |
Travel Start Date | Date business expenses start. If personal days precede business dates, please be sure to still set travel start date to the date you leave for the trip. |
Travel End Date | Date business expenses end. If personal days are after business dates please be sure to still set travel end date to the date you return from trip. |
Traveler Type | Select from the drop-down list |
Trip Purpose | Select from the drop-down list |
If Faculty, is class covered? | Only Required for Faculty. Select from the drop down list. |
Personal Date of Travel | Enter all dates which are personal. If none, place NA in field. |
Destination City/State | If you anticipate travelling to more than one city and/or country, enter where you plan to spend the majority of your travel time. |
Final Destination Country | The country will pre-populate based on the destination city selected. |
Are you traveling with students? | Select from the drop-down list |
Chartfield | Chartfield String will pre-populate based on your dept. If necessary, changes can be made by traveler or approver. |
Travel to international destinations generally follow the same process for creating a travel request as a domestic trip, with a few deviations.
Blanket mileage requests can be used for recurring mileage and parking for a given fiscal year. Please note that Blanket Travel Requests are allowable for only in-state travel, mileage and parking fees only. If there will be a registration fee or any other expenses, please complete a regular, non-blanket Travel Request for the trip. Expense Reports for blanket requests should be submitted monthly.
Travel with no funding from the campus, e.g. travel that is fully funded by outside sources or by the traveler, should be evaluated for connection to University business. If directly connected to University business that supports campus mission, a travel authorization should be completed to ensure insurance coverage.
Note: Accepting travel gifts from a 3rd party may result in a conflict of interest (COI). Please refer to further information about COI.
Group Travel occurs when an employee accompanies a group of students on a travel trip.
BOOKING
Group Travel cannot be booked yourself within Concur. There are three other options:
The processing of Group Travel Requests and Expense Reports do not differ too much, but there are a couple of minor nuances.
Cash advances are only allowed for student group travel accompanied by a CSUDH employee. All requests for advances must be submitted at least two weeks prior to the date of the trip. Advances will be released no earlier than one week before the trip.
If you frequently travel with students, please apply for a Travel Card. This will alleviate the need for an advance. For those without a Travel Card, cash advances will still be available for group travel and may be entered on the travel request. However, in order to be eligible to request a cash advance, approval from the Accounts Payable department is needed. Your Concur settings must be updated to reflect this option. Please contact the Travel Desk at concurtravel@csudh.edu.
To Request a Cash Advance:
If there is a need to revisit and alter a request because dates, locations, or significant cost changes are necessary there are a few options.
You cannot change, cancel, or delete a Request that has been submitted unless you Recall it first. You can only recall a request that is not in “approved” status. If the request has been fully approved you will need to take different steps as noted below in Replacing Request.
This step is only needed in the case where a request has been fully approved and details have changed in such a way that the prior approved request is no longer valid.
If a trip is canceled or elements have changed so significantly that you need to replace a request as noted in the prior section, please cancel the request by going back to the Requests tab and open the request.
The system will automatically close open travel requests 61 days after a trip is complete. Reminder, expense reports need to be submitted within 60 days from end of trip date. If all relative expenses have been submitted a user can manually close/inactivate the request. This is not a required step.