Travel Requests

What is a travel request?

A travel request is a form submitted in Concur that outlines your travel and is submitted before your travel begins. It's important for a few reasons. First, it gives the department an estimate of how much money you will need to be reimbursed, let's us know what funding source you plan to use, and allows us to obtain the required approvals before the trip happens. The Concur system also let's the University know where you will be, in case you need to be contacted. An approved travel request must be submitted before the trip and is required before any reimbursement can be done.

International travel must be routed for approval through the University's Compliance officers before the trip begins.  The request will ask you to submit a travel attestation form.

If you wish to submit the travel request in Concur yourself, you would do so by logging into your Concur profile located under the "MyFSU Links" section of your MyFSU homepage. Please click here for step-by-step instructions provided by the FSU Controller's Office. Be sure to click "Submit" once you have entered your travel request.  Zoe Garcia, our travel representative, can also assist you in entering a request.  If you wish to have staff assistance with submitting travel, you must log into Concur, go to your profile, and add staff members as expense delegates.  We do recommend that you do this, so we can assist you either with entering information or checking to make sure that it is corrrect.

Should I pay for the expenses myself and then seek reimbursement or can the department pre-pay for me?

University employees:  If you have funding for the travel, you may choose to pay for flights and car rentals yourself and then seek reimbursement after the trip, or you can select the FSU lodge card option to have the costs be charged to the university and later be allocated to your funding source on the expense report.  You must have a pre-approved travel request in the system before making travel purchases.

Please note that booking a car rental in Concur only creates the reservation; it does not take care of payment. If you wish for the car rental to be paid directly with the department's credit card (and later allocated to your funding source), you must request the Business Manager, Pamela McGhee, to make the reservation for you through a direct bill arrangement.  This is preferable as it allows us to make sure the rental follows FSU Travel policies and will be reimbursable.

Booking lodging in Concur only creates the reservation.  The room will not be billed until you arrive and present a credit card for payment.  You would then seek reimbursement by presenting your itemized hotel bill.  Please book either in Concur or directly through a hotel's website to ensure that you will be able to obtain an itemized bill as third-party sites often will only show you a total due and total paid without itemization.

Students/guests:   We can book the flights for you.  If you are coming to Tallahassee, we can book a hotel room for you and have it billed to our credit card.  We can also book your car rental, which is preferable to you booking yourself as we can ensure that the rental follows procedures and will be reimbursable.