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.
For travel not managed in Concur refer to these forms:
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.
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.
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.
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.