What are Pre-Trip Requests and Travel / Cash Advances?

What are Pre-Trip Requests and Travel / Cash Advances?

July 29, 2021
What is it?

The Concur Request module is used to facilitate advance approval of travel and expenses related to the following situations:

  • A Pre-Trip Request is required for all Students in order to be reimbursed for travel expenses. Some schools and departments may also require approved pre-trip requests for all travel. If you are required to obtain pre-trip approval, you will not be able to submit an Expense Report without the pre-trip approval attached.
  • You may request a Travel Cash Advance to cover out-of-pocket, incidental expenses that cannot reasonably be charged to a credit card. An advance should be requested within a reasonable period of time (10 to 20 days) before the trip and must be reconciled in an Expense Report after travel.
  • A Non-Travel Expense Cash Advance may be requested to support start-up or operational costs on an intermittent or ongoing basis.
  • If you are required to submit a Pre-Trip Request in order to be reimbursed for travel expenses, you may submit a Pre-Trip Request with Advance, if a Travel/Cash Advance is needed.

Refer to the Travel Expense Policy and the Cash Advance for International Operations Policy for more details.

Who’s it for?

Concur Travelers who are required to submit Pre-Trip Requests or have a need to request a Travel / Cash Advance.

How do I do it?

Please refer to Submitting a Pre-Trip Request in Concur video for detailed instructions. To create a Pre-Trip Request or Travel/Cash Advance:

1.  Click the Requests tab and click New Request.

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2.  Select the correct Type of Request from the dropdown.

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3.  Complete the required Request Header fields. If you are requesting an advance, enter the Cash Advance Amount, which must not exceed the amount of the anticipated expenses.

 

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4.  Click the Expenses tab within the Request screen to enter the budget / expected expenses for the trip and click New Expense to add expense items.

 

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5. After entering Expenses, click Submit Request.

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