Travel Request and Expense Reports

This article provides an overview for FASS client Travel Requests and Expense Reports in Concur.

See Travel Request Workflow

Step-by-step guide

1. Requestor submits a Travel Request by calling 6-2455, emailing fass@uoregon.edu, or creating a ticket in through the FASS Service Portal at least two weeks in advance of the requested travel dates. The Travel Delegate will create a ticket for the Requestor to house required documentation.
2. Requestor completes travel intake form or provides the following information and documentation to the Travel Delegate:
   1. Supervisor approval for travel, typically in the form of an email
   2. Dates of travel (including any personal travel days)
   3. Destination and destination airport if appropriate
   4. Business purpose and conference/training agenda if applicable
   5. Index
   6. Whether a Flight, Hotel, and/or Car rental will be required
3. FASS Travel Delegate completes the Travel Request in Concur and notifies Requestor that request is ready to submit by clicking Notify Requestor.
4. Requestor submits Concur request, which goes through the approval queue:
   1. Travel Office
   2. Departmental Approver
   3. Risk Country Review (if applicable)
5. Upon approval of request, Requestor and/or FASS Travel Delegate will reserve hotel, airline, etc.
6. Upon return from trip, Requestor can create & complete Expense Report or notify FASS Travel Delegate to assist/create Concur Expense Report and turns in receipts for reimbursement.
7. While not all purchases will be eligible for reimbursement, best practices involve turning in any receipts related to the travel. Typical additional receipts a traveler may submit for reimbursement include:
   1. Hotel or airport parking receipts,
   2. Fuel
   3. Taxi services
   4. Business-related incidentals
8. Other documentation that may be required to complete an Expense Report include a daily log detailing the business activities of the traveler if no conference agenda is available or applicable.
9. Once the Expense Report is complete, Requestor submits Expense Report for approvals through Concur.

Forms

Related articles

• Page:
  How to Submit a BOSS Request
• Page:
  Travel Request and Expense Reports