• COVID-19 Information

    To protect the health of our campus community from the spread of COVID-19, the University is restricting all university-related international travel until further notice. Domestic travel is limited to critical business only. Read full policy.

 
 
 
 

Overview

Trinity’s travel program (T-Card) ensures that individuals traveling on University business neither gain nor lose personal funds as a result of that travel. All travel must be approved in advance for each business trip all University employees take, regardless of other attendees.

Travel Policy

For travel not managed in Concur refer to these forms:

e-TAAR   Travel Expense Report

Access Concur

Concur is a web-based platform that Trinity uses to process travel arrangements and is available to access on desktop, laptop, smartphone, or tablet.

Concursolutions.com

Questions: Contact cardadmin@trinity.edu


 

Booking Travel Process

Each employee that travels and anticipates generating reimbursable or Travel Card expenses must submit their own request.

1

Submit Request + Approval

2

Book Travel

3

Book Travel

4

Submit Expense Report

Getting Started with Concur

First Time Login

This document will guide you through the necessary steps when accessing your Concur profile for the first time. Included are logging in, reviewing and updating your profile information, activating e-receipts, adding travel rewards programs, credit cards (travel cards), assigning travel arrangers and expense delegates, and more.

View Instructions (.pdf)

Fees for Booking Travel

While there is no fee charged to the department for booking travel online through the Concur Travel booking tool, this document details the associated fees should the traveler opt to call the travel agency for full-service booking.

​​​​​​​View Instructions (.pdf)

Concur Support Resources

This document details how to find additional training resources and short videos from within the Concur website, as well as provides instructions for contacting the Concur User Support Desk.

View Instructions (.pdf)

Finding Historical Records

How to locate Requests and Reports you submitted in the past. Also guides approvers on how to locate Requests and Reports they approved in the past.

View Instructions (.pdf)


Travel Requests and Cash Advances in Concur

Submitting a Travel Request

Requests in Concur replace the paper TAAR (Travel Authorization and Advance Request) forms previously used. The document walks you step-by-step through the process of submitting a Concur Travel Request.

View Instructions (.pdf)

Cash Advances in Concur

Cash Advance requests are submitted as part of your Concur Request. By default, most users will not have access to request a Cash Advance in Concur. Please review this document should you believe you need a Cash Advance for your trip.

View Instructions (.pdf)

Booking Travel in Concur

If you are having any issues booking travel in Concur, call the Corporate Travel Planners online Concur help desk, Monday-Friday 8:00 am - 6:00 pm: (877) 727-5188

Booking Travel

This document walks you step-by-step through the process of booking airfare, hotel, and rental cars in Concur. Before booking travel for the first time, you will need to update your profile (see First Time Login Guide).

View Instructions (.pdf)


Managing Expenses and Submitting Expense Reports

Building a Travel Expense Report

This document walks you step-by-step through the process of building and submitting a Travel Expense Report in Concur.

View Instructions (.pdf)

Managing Receipts in Concur

This guide explains the various methods available to get your receipts into your Concur profile so they may be attached to expenses in trip reports you’ve created.

View Instructions (.pdf)

Concur Missing Receipt Affidavit

This document instructs you how to apply a missing receipt affidavit to any expense in Concur and tells which expense types are ineligible for a missing receipt affidavit.

View Instructions (.pdf)

Special Expense Types

This document provides information on how to handle expenses such as: Lodging and Group Lodging; Standalone tips and alcohol expense requirements; Meals with attendees (5+ attendees and <5 attendees); And ATM cash advances.

View Instructions (.pdf)

Itemizing and Personal Expenses

This document gives information on itemizing expenses in Concur. For example, personal portions of a transaction must be itemized as Personal/Non-Reimbursable. In addition, this document details how to itemize Lodging and Group Lodging expenses.

View Instructions (.pdf)

 

Approvers and Delegates

Approving Requests and Expense Reports in Concur

This document walks approvers step-by-step through the process of reviewing and approving Travel Requests and Expense Reports in Concur.

View Instructions (.pdf)

Acting as a Delegate in Concur

Users in Concur may assign "Delegates" and select certain permissions for functions the delegate can perform on their behalf, such as preparing a request or expense report. This document walks the delegate step-by-step through the process of working as a delegate.

View Instructions (.pdf)


Monetary Advances

Trinity University employees may obtain advances with supervisor approval for University- related travel.