Instructions for simple Travel Request (with Cash Advance)

If you are seeking reimbursement for a trip already past, DO NOT use Concur’s Request. Instead, see Instructions for simple Travel Reimbursement to create an Expense Report in Concur. Request is ONLY for future planning and Cash Advances.

Requesting a Cash Advance

  1. Log on to Concur (see Concur Login Instructions and Delegate Assignment).
  2. Near the top is the word Home and a down arrow. Click on the down arrow and scroll down to Requests. Click on Create New Request (on the right hand side near the top). While our Department does not require pre-approval for Travel or Entertainment, if you require a Cash Advance this is the only way to request one (do NOT create a Request to file an expense Report or to claim reimbursement for past purchases/trips).
  3. Fill in the Header information (see Travel or Entertainment Headers for Requests or Expense Reports).
  4. Click Create Request.
  5. The next page is the Expected Expenses screen. Click Add to add an expense you have already incurred or anticipate incurring. Search for the appropriate Expense Type and select it when you see it.
    1. Put a full description of the expense in the Description box (e.g., Round trip airfare from SBA-ORD on United Airlines).
    2. The Transaction Date will default to the current date.
    3. Enter the Transaction Amount, which is the actual amount (if already purchased) or the anticipated amount based on estimates received.
    4. The currency will default to US dollars, but can be changed if purchased using a foreign currency.
    5. Click Save to save this expense. Repeat as necessary to include all anticipated or already incurred expenses (do NOT request the maximum daily meal limit—you will be red-flagged and Accounting will require actual itemized receipts for all meals from you for all future travel).
  6. At the top of the Expected Expenses is a link for Attachments. Click on this and add any receipts you already have and/or estimates you have obtained to document your expected expenses. If you are planning a trip to a conference, you may also upload a screenshot of the conference webpage or talks schedule. If you had to get a comparison of costs for flights involving personal legs versus direct flights, you may upload these screenshots, too. If you are planning an entertainment event, you may upload your advertisement ahead of time. Cash Advances are not issued for expected expenses outside of 30 days prior to the trip. Expenses must ALREADY be paid for in order to get a Cash Advance in excess of 30 days prior to the trip, therefore you MUST HAVE RECEIPTS.
  7. When all of your anticipated expenses are entered and supporting documentation is uploaded, you can then ask for a Cash Advance to be applied to this Request (a Request by and of itself does NOT trigger a Cash Advance!). At the top (above Expected Expenses) are three links to drop-down menus:
    1. Request Details (here you can edit the Request Header information, view the timeline and audit trail information, add a Cash Advance, or view information on Travel Advisories associated with your destination)
    2. Print/Share (use this to print the Request for your records or email to someone)
    3. Attachments (use this to attach all receipts already obtained or estimates and other supporting documentation)
  8. Click Request Details and scroll down to Linked Add-Ons/Add Cash Advance. Enter the amount you wish to receive as a cash advance in the Cash Advance Amount box and any comments you wish to make in the Cash Advance Justification box, and then click Save.
  9. When you are done with everything, email fac-assist@physics.ucsb.edu and let Reyna Murillo know that you have a Request ready for her review. She will verify everything and email you when she thinks it is ready for you to submit. Only then will you click the Submit Request in the upper right hand corner. You will be asked to confirm a Submission Agreement statement. Click Accept and Continue. You’re done!

Following your return

Be aware that you are NOT DONE with your expense Report. Following the trip, you will need to return to Concur to file an Expense report.

If you created a Request for travel prior to your trip, you will see an Authorization Request and/or Cash Advance on the main page when you log on to Concur.

You will be able to use that to jumpstart your Expense Report, bypassing many of the steps for creating the header of your Expense Report. Click on Authorization Requests, then click on the Request in your Request Library and there you will be able to click on Create New Report in the upper right corner.

If you created the report directly from an Authorized Request, some expenses will already be showing. You will need to add information and receipts to these line items. If you have Available Expenses from purchasing airfare or reserving hotels or rental cars through Concur, you will be able to choose from among these. If not, click Create New Expense (see Expense Details).

If you request a larger Cash Advance than the final amount that you spend on the trip, you will be required to pay back the excess amount (write a personal check to UC Regents)!

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