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When combining personal travel days with official university business travel, CSU policy requires you to substantiate that adding personal days did not increase the overall airfare cost for the university.
Here is how to properly document and enter a flight comparison on your Concur Travel Expense Report:
Capture at Time of Booking: You must take the flight comparison screenshot on the exact same day you book your ticket. Obtaining a comparison after the trip ends is invalid because airfare prices fluctuate over time.
Search Criteria: Search for a standard economy round-trip flight covering strictly the official business dates and direct business route. Take a clear screenshot displaying the available flight itineraries, dates, and total cost.
The "Lesser Of" Reimbursement Cap: Reimbursement is limited to the lesser of the actual ticket price paid or the business-only comparative flight quote.
List Personal Dates in Header: On both your Travel Request and Travel Expense Report headers, locate the Personal Dates of Travel field and enter the specific calendar dates designated for personal time.
Exclude Personal Days from Per Diem: Open Travel Allowance > Manage Travel Allowance to access the Adjustments screen. Check the Exclude Day box for each personal day. This zeroes out your meal per diem allowance and lodging eligibility for those dates.
Attach Required Files: Attach both your actual paid airfare receipt/e-ticket and the comparative airfare screenshot to the Airfare expense line or directly to the Report Header (Manage Receipts > Manage Attachments).
Accounting for Price Differences:
Actual Flight is Cheaper or Equal: If the actual flight (including personal days) cost the same as or less than the business-only quote, claim the actual airfare amount.
Actual Flight is More Expensive: You may only claim reimbursement up to the business-only comparison amount. If the flight was charged to a university Travel Card, mark the personal excess amount as Personal / Non-Reimbursable or add an line item with Expense Type: Reduction for the negative difference.
Approvers will verify the attached flight comparison and ensure no lodging or per diem meals were claimed for the personal dates listed in your report header.
When entering airfare on your Concur Employee Expense - Travel report that includes a flight comparison (such as for personal days, an indirect route, or a class upgrade), the method you use depends on how the flight was paid:
If the full ticket price posted to a university card or direct-bill account and is higher than the comparative business-only quote, you must offset the personal difference in Concur using one of two methods:
Using the Expense Type: Reduction (Recommended):
Import the full airfare card transaction into your expense report.
Click Add Expense > Manually Create Expense and select Expense Type: Reduction.
Enter the difference between the actual ticket cost and the business comparison quote as a negative amount (e.g., -50.00). This subtracts the personal portion from the report total.
Alternative (Marking as Personal / Non-Reimbursable):
Itemize the airfare transaction or select the personal price difference line, then check the Personal / Non-Reimbursable box. Concur will flag this amount as owed back by the cardholder.
If you paid for the flight out of pocket, you do not need to use a reduction line. Simply enter the Airfare expense for the lesser amount matching your business-only comparison quote.
Attach Documentation: Attach both your actual paid airfare e-ticket/receipt and your comparative flight screenshot (which must be taken on the exact date of booking) to the Airfare line or Report Header.
Check Report Totals: Navigate to Report Details > Report Totals to verify that the net balance accurately reflects the Amount Due Company.
Repay the University: Pay the remaining balance at the campus Bursar's / Cashier's Office, obtain an official receipt, and upload it to your report prior to submission.