New: Travel Requests
As Concur is implemented, so too is the additional step of electronically approving travel. Unlike the previous eTravel system, Concur is only to be used for travel that is for university business and therefore supported by university resources. Concur is not to be used to arrange personal travel.
Travel Request IDs
Travelers should plan accordingly to ensure that their travel requests are approved before travel is booked. Travel Request IDs are received after travel requests are processed and these Travel Request IDs are needed to both book travel and submit Travel Expense Reports in Concur. Christopherson Business Travel (CBT) concierge/agents are also trained to ask for the Travel Request ID when group travel is being arranged and/or additional travel assistance is needed.
Approval Process
All Travel Requests are routed for approval by a Cost Object Approver (COA) who typically serves as the department/division travel budget analyst and the 鈥渞eports to鈥 supervisor of the traveler or requestor (for Faculty traveling with students). The COA is determined by what is documented in the Delegation of Authority and the 鈥渞eports to鈥 supervisor is determined by what is documented in CHRS. The COA and the reports to supervisor have 10 days to act on a request. Failure to respond within 10 days results in the COA approval being skipped. If the 鈥渞eports to鈥 supervisor fails to respond after 10 days, the request will be routed to the next in line manager, and after 10 days to the next in line manager. This will continue until the request routes to the top of the university鈥檚 organizational chart.
Updates to Approval Process
The COA and/or the 鈥渞eports to鈥 supervisor may add additional approvers to the travel request, but they must first approve the request before doing so. If you need assistance with adding additional approvers to a travel request or need to make a correction to who should be the COA and/or 鈥渞eports to鈥 supervisor contact Travel@csuci.edu for assistance.
Pre-Approval Process
International Travel Approvals has its own approval process that is routed through Adobe Sign. Some divisions/departments have their own travel approval process as well. These additional business practices are to be handled as pre-approvals outside of Concur. Once completed, the documentation reflecting successful completion of a pre-approval may be uploaded as an attachment to the travel request in Concur.
Delegating Approvals
COA鈥檚 and 鈥渞eports to鈥 supervisors may assign delegates to approve on their behalf. These delegates are only captured in Concur under a user鈥檚 profile and it is independent of the DOA process. Visit Travel鈥檚 Training and Resources page for additional instructions.
Employee Travel Request Details
Several trip details will need to be provided in Concur when initiating a travel request. These details are listed below. Faculty traveling with groups of students also falls within this Request Policy.
- Request Policy: (Select *CSU-Request Policy)
- Request/Trip Name: (Please use a unique name to identify the trip/purpose other than Employee鈥檚 name.)
- Trip Type: (Select one of following: 1-In-State, 2-Out-of-State, or 3-International)
- Travel Start Date: (Enter MM/DD/YYYY)
- Travel End Date: (Enter MM/DD/YYYY)
- Traveler Type: (Select Auxiliary, Faculty, or Staff)
- Trip Purpose: (Select the option that is most applicable.)
- If, Faculty [is traveling], is their class covered: (Select Yes, NA, or No)
- Personal Dates of Travel [if any], if none enter N/A: (Personal days should fall within Travel Start and End Dates. If there are no personal travel days, please enter NA in field.)
- Destination City/State (Enter the City/State. If you are using this request to cover mileage by month, not by trip, enter California.)
- Destination Country: (Select the option that is most applicable)
- Are you traveling to a banned state: (Select No. We currently do not have any banned states)
- Are you traveling with students? (Select Yes, NA, or No)
- Business Unit: (Keep this as (CICMP CICMP 鈥 CSU Channel Islands)
- Fund: (Search and select the fund)
- Department: (Search and select the department)
- Program: (Only to be used if this trip applies to a program of study- Search and select the program)
- Class: (Only to be used if this trip applies to a class- Search and select the class)
- Project: (Only to be used if this trip applies to a project- Search and select the project)
- Comments To/From Approvers/Processors: Note this does not appear until after the request has been created. See instructions under Alerts for how to update this required field.
Alerts
Initiators of Travel Requests are required to reconcile any system generated alerts before successfully submitting a Travel Request in Concur. Visit Travel鈥檚 Training and Resources page for additional instructions.