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Before you Travel

Planning to travel on university business? Before making reservations or booking your airfare, you need to make sure that you understand 91´«Ã½³§'s travel requirements.

You can follow the steps below, or review the for a list of action items before, during, and after your trip.

1. Check your System Access

Employees

All state-side employees are granted access to .  Access is provisioned based on your role in the 91´«Ã½³§@Work system.

Students and Non-Employees

Students and non-employee travelers are not granted access to Concur.  Their travel requests must be entered in by an employee sponsor. Department admins should first verify whether the traveler is listed in the supplier lists in Concur:

• SJ004 - Students
• SJ000 - All other non-employees

If the traveler is not listed, submit a so that the Supplier Maintenance Coordinator can add them.

2. Set up your User Profile

91´«Ã½³§ employees should complete and customize their Concur profile before using Concur for the first time. Your profile stores information and preferences that Concur can use throughout the travel booking process.

Don't skip this step! Login to , review your profile settings, and update the following sections:

• Personal information — Verify your name, date of birth, and gender. The information listed in Concur must match with your government-issued identification card. There is a process for submitting name changes, if there are discrepancies.
• Credit Card Information — Enter your Travel Card or personal credit card information to make hotel reservations.
• Contact information — Verify your email address so that you can for automatic upload into your Concur Account.
• Travel preferences — Add eligible travel discounts and identify your preferences for airlines, hotels, and car rentals. Keep in mind that availability may vary and specific preferences cannot always be guaranteed.
• Frequent traveler programs — Add loyalty program information so that it can automatically be applied to eligible reservations.
• Travel arrangers — If another 91´«Ã½³§ employee will make travel arrangements on your behalf, designate them in your profile.
• Expense delegates — If another employee will help prepare your Travel Requests or Expense Reports, assign the appropriate delegate permissions.
• Personal Car - Enter your car information so you can be reimbursed for mileage associated with business travel.

A complete profile means improved efficiency, a smoother booking experience, and fewer issues to resolve later.

3. Allow Time for Approval

Travelers should plan ahead and allow at least 4 weeks for their travel request to be reviewed and approved by university administration. Even if you are not ready to submit the request, you should determine a submission deadline that provides enough time to get full approval and book travel arrangements at reasonable rates.

Traveling Internationally?

For all international travel, please check to determine whether your destination is considered "high hazard."

If traveling to a high hazard country: Submit your travel request through at least 45 days in advance to allow time sufficient time for Chief Financial Officer review and for the university to procure international travel insurance on your behalf.

4. Plan Your Trip — But Wait to Purchase

As you prepare your Travel Request, you will need to estimate the anticipated costs of your trip. You can research airfare, lodging, ground transportation, registration fees, meals, and other expected expenses to develop your estimate. However, do not purchase airfare, pay for lodging, or otherwise commit funds until your Travel Request has been fully approved.

Concur's AI Assistant can make this step easier. Based on your destination and the average expenses in that city, the AI Assistant can provide reasonable estimates for your anticipated travel costs. This gives you a useful starting point for your Travel Request without requiring you to research every expense before beginning the approval process. You can then use the time while your Travel Request is being reviewed to research specific travel options and refine your plans.

5. Review Allowable Expenses

Familiarize yourself with CSU travel policies before your trip so you understand which expenses are allowable and can be reimbursed.

Fortunately, you don't have to navigate the rules alone. Concur includes built-in audit rules that help identify expenses that may not comply with CSU policy. Using the Concur Booking Tool can also help you select travel options that align with policy requirements and reduce the risk of unexpected issues when you submit your expenses for reimbursement.