Travel FAQ
Travel (Employee, Student, Non-SDSU Employees) FAQ
A Cash Advance can be requested on the T1/T2 form
Charges or lost refunds will not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler’s control
Receipts are not required for domestic travel less than 30 days, as the daily maximum amount is under $75, although reimbursements are based on actuals
An exception form will need completed if there is change or a cancellation on a trip booked.
If a trip is changed or cancelled, resulting in additional fees, those fees would still need to be added to an expense report and approved if they need to be reimbursed. Please note FAH approval would still be required. For more information contact P2P Campus Care.
Blanket Travel Request is for travel within San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX. Below is the international blanket process. Please watch the Blanket Travel Request video for more information on blanket travel in San Diego County and Imperial County. For more information, please contact [email protected].
Step 1
Traveler fills out a Travel Registry for their first international blanket trip. (Travel Registry must be completed for each individual trip to ensure SDSU knows when an employee is out of the country).
Step 2
Traveler submits a Concur blanket request for 1 year. (Blanket requests can only cover San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX; and Concur blankets can only cover mileage and parking expenses.) Please watch the Blanket Travel Request video for more information on blanket travel in San Diego County and Imperial County.
Step 3
Traveler emails Risk Management ([email protected]) with a copy of the approved Travel Registry and Concur Request to request insurance for 1 year to the requested destination. (It is the responsibility of the traveler to ensure they repeat steps 1-3 once their insurance has expired)
Concur FAQ
Concur can be used for SDSU Staff and Faculty travel. Use of the Concur booking tool cannot be used for student, Research Foundation employee, or non-employee travel. Please utilize the previous T2 and TEC process for these individuals.
An ATC is not required to utilize Concur.
Yes, Open Lab sessions are on Fridays, from 10 a.m .to 11 a.m. via Zoom.
Here is the Zoom link: https://sdsu.zoom.us/j/84800430517
In person training is available for groups of 10 or more. Please complete the request form: Concur Travel and Expense - Additional Department Training
Aztec Travel cards can be picked up during the Open Labs which occur every Friday from April 5, 2024- Friday, June 28, 2024. Please bring your Red ID and your CTC.
If it is your first time logging into Concur, be sure to view the training video for help in setting up your profile.
Please ensure that you have logged into your profile on the desktop version and verified your email address in profile settings.
Please direct your questions related to Concur issues to [email protected]
The ATC is only for personal use and cannot be used to purchase on behalf of, or for others.
Yes, a delegate can create requests and expense reports on a traveler's behalf. The delegate can create the reports, but the traveler must submit the request or expense report. Please visit https://youtu.be/nQErw3G9Y7M for more information on how to act as a delegate.
Yes, this would be considered a day trip. The traveler would indicate the same day as their travel start and end dates. A comment box will be available to describe the number of hours or details about the trip purpose if needed.
Travelers have 30 days after the travel end date to submit an expense report.
You can obtain real-time information about where your submission is in Concur. For requests, choose the “Request” tab and review the status of each request listed. For expense reports, choose the “Expense” tab and you will see the status noted on the expense reports tile.
Our estimation is that reimbursements will be paid out within 2-3 weeks of accounts payable receiving the submitted and approved expense report.
If a report is submitted (Request/Expense) it can be recalled by the traveler/sent back by the processor (AP travel team member) as long as it is not fully approved by the processor (AP travel team member) once it is fully approved, it can not be recalled.
You can access Enterprise via Concur, enter payment method (ATC or personal credit card), and reserve the car. The receipt will be generated once payment is completed.
If the travel dates include days on or after July 1, 2024, please submit the travel request in Concur. If you have travel days straddling the fiscal year but nothing will be claimed for after July 1, you will still need to submit a travel request in Concur. No expense report will be needed if no reimbursements and/or reconciliations are required.
Cash advance requests are to be requested for special exceptions. Please send an email to [email protected] and they will be able to determine if your request is eligible for cash advance access.
Overview: Cash advances that are requested can be issued up to a max of 80% of the per-diem for the trip and 80% of out of pocket expenditures (if utilized)(Example: Hotel, flights, etc. that were not University paid). Cash advances should not be utilized in lieu of using the ATC and/or Ghost Cards and should only be used if no other payment vehicle exists as a viable option.
Step One:
- Contact [email protected] to request access to this function. Once approved, the traveler can now add a cash advance request to their request and submit the travel request.
- Cash advances should be requested 60 days in advance of travel.
- The approved Cash Advance request will be disbursed to the traveler 30 days before travel.
Step Two:
- Traveler is required to create an expense report within 30 days of travel end date.
- If any portion of the cash advance was not utilized during travel, it must be returned to the University. The traveler submits a check payable to the University and a completed Abatement Form directly to the Bursar's office.
- Once a receipt is received from the Bursar's office, the traveler uploads the receipt to the line item in Concur. The expense report, among other expensed items, is submitted to AP and the cash advance is reconciled.
Blanket Travel Request is for travel within San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX. Below is the international blanket process. Please watch the Blanket Travel Request video for more information on blanket travel in San Diego County and Imperial County. For more information, please contact [email protected].
Step 1
Traveler fills out a Travel Registry for their first international blanket trip. (Travel Registry must be completed for each individual trip to ensure SDSU knows when an employee is out of the country).
Step 2
Traveler submits a Concur blanket request for 1 year. (Blanket requests can only cover San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX; and Concur blankets can only cover mileage and parking expenses.) Please watch the Blanket Travel Request video for more information on blanket travel in San Diego County and Imperial County.
Step 3
Traveler emails Risk Management ([email protected]) with a copy of the approved Travel Registry and Concur Request to request insurance for 1 year to the requested destination. (It is the responsibility of the traveler to ensure they repeat steps 1-3 once their insurance has expired)