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Concur Expense and Travel Services

Travel Request Guidance

General Travel Requests

In this example, a Travel Request will be submitted for an In-State trip with an Overnight stay to attend a conference.

Note: This request will include estimates for Hotel/Lodging, Conference Registration, Mileage, and other low-dollar Expenses (Other Travel Expenses).

  • 1. Start a New Request

    From the home page, click Request and then Create New Request.

  • 2. Select Request Type

    After clicking Create New Request, select CU Travel under Request Type.

  • 3. Complete the Request Header

    Fill out all required trip information in the Request Header fields:

    Request Type Will this trip include personal travel?
    Trip Name/Description Personal Travel Dates
    Trip Purpose Business Unit
    Business Travel Start Date Department
    Business Travel End Date >Fund
    Destination Project/Grant
    Trip Type Program
    Traveler Type Class
    Class Instruction Coverage (Required for Faculty) Additional Information/Benefit to the University
  • 4. Create the Request

    Once all required information is entered, click Create in the lower right corner.

  • 5. Add Expected Expenses

    Click the Add button under the Expected Expenses section.

  • 6. Enter Anticipated Expenses

    Add estimates for relevant expense categories for Travel and Transportation:

    • Incidental Travel Expenses (parking fees, taxi/rideshare, or any small expenses)
    • Personal Car Mileage
    • Meal Expenses
    • Other Expenses
  • 7. Review Estimated Total

    The system will calculate an Estimated Total Travel Expense based on what you entered.

    Example categories might include: Lodging/Hotel, Registration/Conference Fees, Personal Car Mileage, and Incidental Travel Expenses.

  • 8. Submit Your Request

    Click Submit Request in the upper right corner of the screen.

  • 9. Accept the Confirmation

    Review the confirmation and acceptance statement, then click Accept and Continue.

  • 10. Manage the Submitted Request

    Once submitted, you can choose to:

    • Copy the request
    • Cancel the request
    • Recall the request (to make updates or changes)
  • 11. Approval Workflow

    Your Travel Request has now entered the workflow and will route automatically for approvals.

Creating an In-State Travel Request

In this example, a Travel Request will be submitted for an In-State trip with an Overnight stay to attend a conference.

Note: This request will include estimates for Hotel/Lodging, Conference Registration, Mileage, and other low-dollar expenses (Other Travel Expenses).

  • 1. Start a New Request

    From the home page, click Request, then select Create New Request.

  • 2. Choose Request Type

    When prompted, select CU Travel under Request Type.

  • 3. Enter Request Header Information

    Complete the following trip-specific fields:

    Request Type Will this trip include personal travel?
    Trip Name/Description Personal Travel Dates
    Trip Purpose Business Unit
    Business Travel Start Date Department
    Business Travel End Date Fund
    Destination Project/Grant
    Trip Type Program
    Traveler Type Class
    Class Instruction Coverage (Required for Faculty) Additional Information/Benefit to the University
  • 4. Create the Request

    After entering all required fields, click Create in the lower-right corner of the screen.

  • 5. Add Expected Expenses

    Click the Add button under the Expected Expenses section to begin entering estimated costs.

  • 6. Select and Enter Expense Categories

    You can enter estimates for the following categories:

    • Travel and Transportation
    • Incidental Travel Expenses
    • Personal Car Mileage
    • Meal Expenses
    • Other Expenses
  • 7. Review Estimated Total Travel Expense

    Once expenses and estimated amounts are entered, the system will calculate the Estimated Total Travel Expense.

    Example entries for this trip: Lodging/Hotel, Registration/Conference Fees, Personal Car Mileage, and Incidental Travel Expenses.

  • 8. Submit the Request

    Click Submit Request in the upper-right corner of the screen.

  • 9. Accept Confirmation Statement

    Review the confirmation/acceptance statement, then click Accept and Continue.

  • 10. Manage the Submitted Request

    After submitting, you can select from the following options if changes are needed:

    • Copy
    • Cancel
    • Recall
  • 11. Approval Workflow Begins

    The Travel Request is now in the approval workflow and will route to the appropriate approvers automatically.

Creating Out-of-State Travel Requests

In this example, a Travel Request will be submitted for an Out-of-State trip to attend a conference.

Note: This request will include estimates for Airfare, Lodging/Hotel, Conference Registration, Daily Meal Pr Diem, and other low-dollar expenses (“Incidental Travel Expenses”).

  • 1. Start a New Request

    From the home page, click Request, then select Create New Request.

  • 2. Select Request Type

    In the new request window, choose CU Travel under Request Type.

  • 3. Access CU Travel Authorization Headers

    You will now see header fields specific to CU Travel Authorization.

  • 4. Fill Out Request Header Information

    Complete the fields using the following example details:

    Request Type Leave this as *CU Travel Authorization Request
    Trip Name/Description Trip to Seattle
    Trip Purpose Conference/Seminar
    Business Travel Start Date 5/10/22
    Business Travel End Date 5/14/22
    Destination City Seattle, Washington
    Trip Type 3. Out-of-State
    Traveler Type This will be copied from your Concur profile
    Class Instructions Coverage (Required for Faculty) Leave as None Selected
    Will this trip include personal travel? No
    Personal Travel Dates Leave Blank
    Business Unit CU (Clemson University)
    Department (5365) Procurement and Business Svs
    Fund (15) E&G Non-State Univ Generated
    Project/Grant (1500000) Departmental Default
    Program (602) Inssp: Fiscal Operations
    Class (130) E&G and Deptl Revenues
    Additional Information/Benefits to the University Presenting at this conference to highlight lessons learned during the prior year of remote learning.
  • 5. Create the Request

    Once all required information is entered, click Create in the lower-right corner.

  • 6. Begin Adding Expenses

    Click the Add button under the Expected Expenses section.

  • 7. Add Expense Categories

    Add estimates for the following travel-related costs:

    • Airfare
    • Lodging/Hotel
    • Daily Meal Per Diem
    • Incidental Travel Expenses
    • Registration/Conference Fees
  • 8. Enter Airfare Details

    For Airfare, input the following:

    • From: Greenville-Spartanburg Airport (GSP), Greenville, SC
    • To: Seattle Boeing Field (BFI), Seattle, WA

    Note: Start and End travel dates will auto-populate from earlier header entries.

  • 9. Estimate Airfare Cost

    Enter $500.00 as the estimated amount for airfare.

  • 10. Save the Expense Entry

    Click Save in the lower-right corner once all required fields for airfare are completed.

  • 11. Repeat for Other Expenses

    Follow a similar process to enter the remaining expected expenses.

    Refer to the screenshot provided of the five expense line items for guidance.

  • 12. Submit the Request

    After reviewing and finalizing all estimated expenses, click Submit Request in the upper-right corner.

  • 13. Manage Your Request (If Needed)

    After submission, you can:

    • Copy the request
    • Cancel the request
    • Recall the request (if edits or updates are needed)
  • 14. Approval Workflow Begins

    The Travel Request will now enter the approval workflow and automatically route for necessary approvals.

Creating International Travel Requests

In this example, a Travel Request will be submitted for an international trip for a research project in London, UK. This request will include estimates for Lodging/Hotel, Airfare, Car Rental, Business Meal, and other incidental expenses, such as ground transportation, parking, internet, etc. These incidental expenses will be estimated as a single amount using the “Incidental Travel Expenses” expense type.

  • 1. Start a New Request

    From the home page, click Request, then select Create New Request.

  • 2. Select Request Type

    Choose CU Travel Authorization Request from the list.

  • 3. Complete Request Header Information

    Enter the following details in the header:

    Request Type Leave this as *CU Travel
    Trip Name/Description Field Research
    Trip Purpose Research/Grant
    Business Travel Start Date 5/13/22
    Business Travel End Date 5/20/22
    Destination London, United Kingdom
    Trip Type >4. Foreign
    Traveler type This will be copied from your Concur profile.
    Class Institution Coverage (Required for Faculty) Leave as None Selected.
    Will this trip include personal travel? No
    Personal Travel Dates Leave blank.

    For the Clemson Chartfield, this example will use the values below.

    Note: The search defaults to Text but can be switched to Code.

    Business Unit (CU) Clemson University
    Department (0926) Campbell Grad Engr Program
    Fund (20) CU - Sponsored Prog Activities
    Project/Grant (2001854) Summer Program For Research 205
    Program (201) Resch: Non-PSA
    Class (205) FedGC: Via Nongovernmental
    Additional Information/Benefit to the University Example: Grant-sponsored research for the Summer Program.
  • 4. Create the Request

    Click Create Request in the lower-right corner after completing all fields.

  • 5. Begin Adding Expenses

    An alert about a “risk country” may appear—no action is required.

  • 6. Add Expected Expenses

    Click the Add button under Expected Expenses.

  • 7. Add Expense Categories

    Include the following:

    • Lodging/Hotel
    • Airfare
    • Car Rental
    • Business Meal
    • Incidental Travel Expenses

    Note: For Lodging/Hotel, use “Group Travel” only if applicable. This example uses single-traveler lodging.

  • 8. Enter Airfare Details
    • From: Hartsfield Intl (ATL), Atlanta, GA
    • To: Heathrow (LHR), London, UK
    • Estimated Amount: $1,500.00

    Travel dates will auto-populate from the request headers—verify they are correct.

  • 9. Enter Car Rental Details
    • Pick-up/Drop-off Location: London, United Kingdom

    Check the dates; they may auto-fill from earlier travel dates, but can be edited if needed.

  • 10. Save the Car Rental Expense

    Click Save. The Car Rental will now appear in your Expected Expenses list.

  • 11. Add Lodging/Hotel
    • Click Add, then select Lodging/Hotel

    Check-in and check-out dates will auto-populate—verify they match your actual stay, especially for overnight travel.

    Click Save once all fields are reviewed.

  • 12. Add Daily Meal Per Diem
    • Click Add, then select Daily Meal Per Diem
    • No changes needed—click Save.

    The amount will auto-calculate based on travel duration.

  • 13. Add Incidental Travel Expenses
    • Click Add, then select Incidental Travel Expenses
    • Enter a single estimated amount for ground transportation, parking, internet, etc.
    • Click Save.
  • 14. Review Estimated Total

    All added expenses will generate an Estimated Total for the travel request.

  • 15. Submit the Request

    After confirming the accuracy of all details, click Submit Request in the upper-right corner.

  • 16. Workflow & Approvals

    The request enters the approval workflow and routes to the appropriate approvers.

  • 17. Managing Submitted Requests

    You can view and manage submitted requests via the Request Library.

    Actions include:

    • Recall
    • Print
    • Track approval status

    Use the dropdown menu in Active Requests to filter by:

    • Not Submitted
    • Pending Approval
    • Approved
    • Canceled
    • Closed
    • All Requests