Blanket Travel

I. Travel Authorization via a Travel Request

Create a new Travel Request

Field Supervision falls under the "Employee Request - Travel (Local/Mileage)" request type. This request type covers in-state travel with no overnight stay and does not require specifying a Trip Purpose or Traveler Type. This request can serve as a blanket travel authorization, using the appropriate start and end dates.

When using "Request Assistant is On" to generate a Car Rental estimate [optional], you'll be prompted for Departure and Destination cities. Toggle off the Request Assistant to remove the estimate option that requires those entries.

Add Expected Expenses 

You must add at least one expected expense to the request. This request type includes the following expense types:

• 02. Personal Car Mileage

  • You must register a personal vehicle in your Profile before you can create a personal car mileage expense.

  • For mileage unknown in advance, you can enter "0" for Distance on a blanket request only.

• Car Rental

• Car Rental Fuel/EV Charging

• Ground Transportation

• Parking/Tolls

The request approvals will be based on the traveler's direct supervisor and the DOA approver for the Fund/Department per the DOA Structure for Concur.

A Request ID is created once a request is generated but not yet submitted. Specifically, it appears after you complete the initial entry fields on the Request Header layout window and select Create Request.

II. Travel Reimbursement via a Travel Expense Report

Create a Travel Expense Report

Refer to the approved Travel Request [ID and Name] when creating the monthly Travel Expense Report.

Use report type "Employee Expense - Travel (Local/Mileage)" and provide the Report Name, Report Start/End Dates, Business Unit, Fund, and Department. This chartfield set at the header level applies to the entire report and can be adjusted on individual expenses.

Add Expenses to include all travel expenses for the month. Add a separate expense line for each date/destination.

This report type includes the following typical expense types:

• Personal Car Mileage

• Car Rental

• Car Rental Fuel/EV Charging

• Ground Transportation

• Parking/Tolls

• Rail

Note: The expense type determines the account code used.

You can access the complete expense type and account code mapping chart through the CSU Concur Resources page:

Expense Types Mapped to FIRMS Account Codes available in Concur

Attach Receipts

Upload and attach receipts to each expense.

For the Personal Car Mileage expense type, you can upload the trip map as the receipt. Concur calculates the expense amount based on the mileage provided, which replaces the separate claim worksheets entirely.

Allocation

You can allocate any individual expense differently from the report's chartfield or split it among multiple chartfields. To find more about how to allocate, you can review the expense allocations section in Step 4 of the Concur Toolkit: ProCard Guide.

Once you add an expense to the report you can access its allocation. Select either the Percent or the Amount for each chartfield. 

One More Expense

Include an expense for "Agenda/Itinerary (Attachment)," and upload the appropriate document to the report header. 

You may receive an alert prompting you to add this expense type. The document you upload can be the map or a written description of the trips taken.

Optional, as needed:

Use expense type "Personal Car Mileage Reduction" if the distance driven includes unreimbursable miles. Use "Personal/Non Reimbursable" for other reductions.

The report approvals will be based on the traveler's direct supervisor and the DOA approver for all Funds/Departments used in the report, per the DOA Structure for Concur. If the department chair is currently available, we recommend setting up a delegate approver before requests are submitted, in case of unexpected absence.

Repeat the report process each month. Complete an expense report within 60 days of the last travel date in that timeframe.