Travel Request FAQ

Table of Contents:

• Can I create a blanket request, and how does it work?

• Do I need to create a zero dollar Travel Request?

• How can I make a change to a submitted request?

• How can I note personal days during a trip?

• How do I add or change a FOAP?

• How do I cancel or close a request?

• How do I check the status of my Travel Request?

• How do I request a Cash Advance?

• How is meal per diem calculated?

• My trip was cancelled. How do I cancel my Travel Request?

 

Can I create a blanket request, and how does it work?

Yes, however this should only be utilized for travelers that have positions that require frequent travel such as an admissions counselor, development officer, etc. 

If you are unsure if your position qualifies for the use of a blanket request, contact the Travel Office.

 

Definitions:

• Blanket Request: a single request for one traveler that covers an extended period of time.
• Extended Period of Time: a semester or longer.

 

Request Requirements:

• Request Title: must include the word "Blanket".
• Date Range: must cover the full range of the request (i.e., start/end date of semester/fiscal year, etc.)
  • Specific dates can be provided in the initial blanket request notes.
  • Specific dates must be provided in the expense report.
• Departure Location: initial blanket request can list Nacogdoches.
  • Specific locations can be provided in the initial blanket request notes.
  • Specific locations must be provided in the expense report.
• Destination Location: initial blanket request can list Nacogdoches.
  • Specific locations can be provided in the initial blanket request notes.
  • Specific locations must be provided in the expense report.

 

Example:

• An admission counselor that is required to travel weekly for the duration of the fall semester.
  • Blanket Travel Request:
    • Title: Recruiting Blanket 2021-2022
    • Date Range: August 25 - December 15
    • Departure: Nacogdoches, TX
    • Destination: Nacogdoches, TX
  • Expense Report 1:
    • Title: Recruiting Blanket 2021-2022
    • Date Range: August 25 - September 1
    • Departure: Nacogdoches, TX
    • Destination: Dallas, TX
  • Expense Report 2:
    • Title: Recruiting Blanket 2021-2022
    • Date Range: September 1 - September 10
    • Departure: Dallas, TX
    • Destination: Houston, TX

 

Do I need to create a zero dollar Travel Request?

Yes, zero dollar travel requests are required. Expenses should not be incurred for a zero dollar travel request.

 

Request Requirements:

• Include "Zero Dollar" in the request title.
• Enter the Zero Dollar line item with amount $0, including a FOAP.
• Provide the supporting documentation: conference schedule, agenda or itinerary.

 

Once the trip is complete:

• If expenses have incurred, create an expense report.
• If no expenses have incurred, “Close/Inactivate” the request to eliminate open request reminders since an expense report is not required.
  • Select the request and click the Close/Inactivate icon.

 

How can I make a change to a submitted request?

Travel Requests can be recalled as long as it has not been fully approved.

To recall a request, open the request in Concur and click on the blue Recall button near the top right.

 

How can I note personal days during a trip?

Personal Days during a trip should be entered on the Request Header.

On the request header, located the line that requires a yes/no answer for personal days. 

 

If there were personal days during a trip:

• Select Yes for Personal Days on the line item
• Enter the number of personal days in the field provided

 

If there were not any personal days during a trip:

• Select No for Personal Days on the line item

 

How do I add or change a FOAP?

A FOAP can be changed two ways:

1. In the User Profile
2. In the Report or Request

 

FOAP Changes in the User Profile:

A user can review their FOAP information in their profile under Request Information and Report Information.

 

FOAP Changes in the Report or Request:

1. Get into the report or request
2. Click on the expense line
3. Select Allocate
4. Select the expenses to allocate
5. Click Allocate Selected Expenses
6. Change the FOAP on the right-hand side of the window

 

How do I cancel or close a request?

Closing a Request - Travel Completed

Once a trip is finished and the report is completed, select the request and click the Close/Inactivate button to close it out. 

 

Cancelling a Request - No Travel

If the trip was completely cancelled and did not or will not occur, open the request and click Cancel.

 

How do I check the status of my Travel Request?

Travel Request Status is located in the Approval Workflow

1. Login to Concur
2. Navigate to the Request section
3. View the Status column to see the overall status of the request
4. Click on the specific request to view additional details
5. Click Approval Workflow to see where the request is in the approval process

 

How do I request a Cash Advance?

Cash Advances are requested in the header of the travel request.

The request will be approved along with the advance through the approval workflow.

Once a Cash Advance is completely approved, the Cash Advance will be issued the Thursday before the first day of travel.

 

How is meal per diem calculated?

SFA follows the GSA (General Services Administration) rates based on your destination.

Concur will automatically calculate per diem for meals based on the itinerary you enter/select. You are responsible for making sure that your expense report accurately reflects the correct per diem. 

You must adjust and change your expense report if either/both of the following are applicable for a meal:

• A meal was provided
  • Examples: a meal was provided at a conference, you attended a group meal as part of the trip, your hotel provided a complimentary meal (continental breakfast), etc.
  • Travel occurred outside of the specified meal time frame
    • Travelers automatically receive per diem at a rate of 75% for first and last day of travel.
      • For GSA allowances, the 75% rule does not apply to each individual/provided meal, but applies to the overall allowance for the day.
      • For example: It is calculated by taking the adjusted daily rate minus full breakfast and full dinner amounts.

$44.25	Adjusted Daily Rate
-      $13	(minus) Full Breakfast Amount
-      $26	(minus) Full Dinner Amount
=  $5.25	TOTAL Remaining Amount for Lunch per diem

 

Specified Meal Time Frames

• Breakfast: 6:00AM - 8:00AM
• Lunch: 11:30AM - 1:30PM
• Dinner: 6:00PM - 8:00PM

You must be away from your designated work site on official business for the duration of a specified meal time frame to be eligible for per diem for that meal.

• Examples:
  • If your departure time is 9:00AM and your arrival time is 11:00AM, you are not be eligible for per diem for any meal.
  • If your departure time is 6:00AM an your arrival time is 9:00AM, you are eligible for per diem for Breakfast.

 

Indicating Per Diem in Concur

If you are eligible for per diem for one or more meals during your trip, you will need to adjust your expense report to indicate which meals were provided, or are eligible for per diem.

1. Navigate to Expense to view your active expense reports
2. Click on the report you want to edit to open it
3. Click on the Daily Meal Allowance expense for the date you want to edit
4. Click Show Fixed Allowances for... to edit provided meals
5. On the Expenses & Adjustments screen, click the check boxes to change per diem meals you are submitting for reimbursement
   • Click the check box to exclude meals that were provided
   • Click the check box to exclude meals that occurred outside of the specified meal time frames
6. Click Update Expenses to see your changes reflected on your report

 

My trip was cancelled. How do I cancel my Travel Request?

If a trip is cancelled and travel did not or will not occur, the travel request must be cancelled in Concur.

Open the Travel Request in Concur and click the blue Cancel Request button near the top right.