Travel Expenses Resources & Guides
A traveler should only submit one expense report per trip with all expenses, including Concur Travel Card charges and out of pocket expenses. Traveler is responsible for submitting their expense report within 30 days of the trip end date. Occasionally, a Concur Travel Card charge may post after 30 days, if so, then make a note in the Comment section in the Expense Report.
Submit Expense Report - Domestic
Expense Report Checklist
To ensure there are no delays in processing your Concur Expense Report, make sure to:
- Attach your Concur Request
- Add all meals, incidental, lodging, airfare, mileage, and miscellaneous expenses (actuals only)
- Select Payment Type
- List advance amounts (if applicable)
- Allocate to chartfield string(s)
- SUBMIT Expense Report
- Approving Officials approve
And provide the required backup documentation, which may include:
- Attached Concur travel request
- Confirm correct Trip Purpose is selected in Header section
- Explanation entered in Comments section indicating how the University will benefit the trip (if no Request or not included in Request)
- Itinerary (Conference agenda)
- Itemized lodging and airfare expenses (if applicable)
- Itemized receipts for any meal and miscellaneous expenses over $40
- Additional justification memos (if necessary)
Forms for Faculty or Staff:
Lost Receipt Form - Airfare, Hotel, Car Rental and Hospitality should have the itemized receipt attached. If no receipt is available, the paper Lost Receipt Form would need to be completed and attached to the expense.
Expense Report Resources
User Guide
Expense Resources
- Alerts And Exceptions PDF
- Allocating Expenses PDF
- Attaching Approved Request PDF
- Attaching Receipts PDF
- Attach Approved Request PDF
- Canceled Trip with Expense and Credit PDF
- Cash Advance PDF
- Create New Expense PDF
- Fraudulent Charges PDF
- Hospitality Attendees PDF
- Hospitality Business Meals PDF
- Hotel Itemization PDF
- Hotel Itemization with deposit PDF
- Itemizing Expenses PDF
- Missing Receipt Form PDF
- Personal Car Mileage PDF
- Personal Expense DOCX
- Report Library PDF
- Returned To User PDF
- Submitting Available Expenses PDF
- Virtual Conference PDF
Staff / Faculty - International Procedures
International Expense Report
CSU Trip Purpose Standard Definitions
- Athletics: Any athletics or team travel, except recruitments.
- Campus Visits (Chancellor’s Office Only): Campus visits specifically for the Chancellor's Office.
- Competition (Non-Athletic): Non-athletic competition such as debate, dance, etc.
- Conference: A formal meeting over multiple days involving people with a shared interest, held regularly by an association or organization.
- Employee Recruitment/Interview: Only intended for non-employee policy. Global audit rule exists to prevent usage on employee policy.
- Field Research: The collection of data outside a laboratory, library, or workplace setting.
- Field Trip: Triggers group travel guidelines, typically includes travelling with students.
- Meeting: In-person gathering of two or more people outside of the local area to achieve a common goal/business purpose, such as committee meetings. Includes multiple expense types (e.g., air travel, mileage, overnight stay).
- Mileage/Parking Only: Intended for mileage, parking, tolls for day trips (not overnight) such as travelling to local or satellite locations. May be recurring.
- Other: Selected when no other category applies.
- Presentation: Intended for speakers who travel to another location to participate or present a topic.
- Professional Development: Targeted training sessions, career training, continuing education, classes/workshops not part of a conference.
- Recruiting: Athletics, student, outreach, or other recruitment-related travel.
- Unintended Transaction: A non-travel related credit card expense which must be reconciled within Concur. Typically occurs when the incorrect payment method is selected by mistake.