Employee International Travel

The section below only applies to employees who are using state funds to travel on university business. If you are traveling and using Research Foundation funds, please refer to the SDSU Research Foundation travel website for more information.

Log into Concur via SharePoint

 

 

 

Step 1:

Review CSU Travel Policy and the SDSU Travel Policy (PDF) to ensure you are aware of the requirements of the policy. If you do not comply with the policy, you may not be reimbursed for your travel costs.

Step 2:

Complete the Travel Registry

When filling out the 'Itinerary' section and you don't have your travel details, you may put placeholder information (i.e., 'XYZ') in those fields that require an entry, such as airline, hotel name, and departure airport. Other required itinerary information can be approximated until you can update with confirmed information. All Travel Registry sections noted with an exclamation mark, asterisks, alert message, or otherwise appearing as incomplete must be completed for it to be approved.

If 10 days go by, starting from when the International Safety Unit receives your Concur international travel request, and your Travel Registry for the trip has not been submitted and approved, then you may be required to resubmit your international travel request in Concur.

The Travel Registry must be completed before submitting a Concur Travel request.

Step 3:

Submit Travel Request through Concur.  For more information on how to complete and submit a travel request refer to CONCUR - How to Create and Submit a Travel Request Guide (PDF) or the Concur Travel: Creating and Submitting a Travel Request (YouTube). Once you request your trip, the workflow will automatically route to your FAH approver and supervisor for approval.  International travel requests are also routed to International Affairs for approval as the final step in Concur.

Once the Travel Registry and Concur Travel Request are approved, Travel Insurance will be issued within 2 weeks.  You cannot travel until you have received travel insurance.

The Travel Registry & Concur Travel Request must be approved before travel is booked.

Step 4:

Concur can be used to make air, hotel, and rental car reservations for campus travel. Once the Travel Registry is approved and the trip is approved through Concur, travelers can easily book their travel from their desktop or mobile device.

Please be aware that flights cannot be booked via mobile app.

Step 5:

You can expense personal travel expenses or use your Aztec Travel Card.  If using an SDSU credit card, you must use the Aztec Travel Card. Please note receipts are still required for any charges on the Aztec Travel Card.

No meals can be charged on the Aztec Travel Card as they are on a per diem basis.

Step 6:

After travel is finished, you must submit an expense report through Concur. When using Concur you are no longer required to use the Per Diem Worksheet. Please note you have 30 days after the travel end date to submit your expense report. 

For details on how to create and submit your expense report, please visit CONCUR - How to Create an Expense Report Guide (PDF) or watch the Concur Travel: Creating and Submitting an Expense Report (YouTube).