All international travel must be approved using Concur Request prior to booking a trip. This applies to faculty and staff, regardless of whether the trip is funded by CU or by an outside entity. The Concur Request module allows the University to assess the risk and benefit of university-related international trips to enhance the safety of travelers.

Christopherson Business Travel (CBT – the University’s travel management company) is available to provide a preliminary trip itinerary which will help in completing the request. However, they won’t book the trip until the request is fully approved.

To modify an approved request, the employee (or delegate) can select "Recall" within the request. Once all changes are complete, the request will need to be re-submitted to go through the approval process again.

  1. Log into the Concur Travel & Expense System.

  2. If you are entering this international travel request on someone’s behalf, you must first act as that person’s Delegate.

  3. Hover over the New button and select Start a Request.

    Request Header tab

  4. Complete the required fields of the Request Header.

    • If you anticipate traveling to more than one city and/or country, enter where you plan to spend the majority of your travel time as the Main Destination Country. You’ll identify the other cities/countries later.
    • If you are unsure of whether you are taking information or equipment subject to export control, select Yes so your campus’ Export Control office will be notified about your trip.
    • Fully explain the reason for your trip in the Comments area. If grant funds are being used for the trip, also explain how this trip relates to the grant.
    • CBT is available to provide an estimate for the trip cost based on a preliminary trip itinerary. You’ll also need this to complete the next part of this request.
    • There are two options for Submit Requests to: HR Supervisor (HRMS Reports To) and SpeedType (Finance Fiscal Roles). If you select HR Supervisor, this request will route to the individual to whom you report. If you select SpeedType, this request will route to an approver with a Finance Fiscal Role on the SpeedType. You can select from a list of available approvers later, on the Approval Flow tab.
    • For trips that will be paid for by another entity, enter your department’s default operating SpeedType.
  5. Click Save.

  6. Use the Attachments dropdown to select Attach Documents. Attach your documentation file by clicking Browse and Attach.

    Note: A trip budget is required support for your request. Additional documents may be attached to your request, even after it has been submitted.

    Segments tab

    There are 3 segments: Air Ticket (required), Car Rental (optional), and Hotel Reservation (optional).

  7. Click the Air Ticket button. It’s required that you complete this information.

    • Use the radio buttons to select whether your trip is Round Trip, One Way, or Multi Segment.

      Note: If there is a layover or plane change at any part of your flight, select Multi Segment.

    • List the air segments of your trip so they match your preliminary trip itinerary.
       
    • If traveling to another country by a mode of transportation other than flight, still enter the details under the Air Travel section and provide the transportation mode in the comments.
  8. If you’ll be using a rental car to travel to another country, click the Car Rental button and enter those details. Otherwise, this segment is optional.

    Approval Flow tab

  9. Your request will first route to your HR supervisor or a SpeedType approver, depending on which you selected at the Request Header level.

    • If you selected SpeedType approver, you can type an asterisk (*) in the first approval box to see a list of available approvers.

  10. It will then route to the designated International Travel Approver (officer) for your HR organizational unit.

  11. If your request includes travel to a high-risk destination, it will also route to the appropriate chancellor/president for approval.

  12. Add additional approvers, if needed, by clicking the + icon to right of each approver field.

  13. Only the traveler can submit her or his international travel request. If you prepared this request on behalf of the traveler, notify the traveler the request is ready for submission.

  14. Click Submit Request to send your request to your approver(s). The Final Review window opens.

  15. To review the export control and regulatory compliance information, click the link for your campus.

  16. If you agree with the statement, click Accept & Submit.

  17. The approvers listed under the Approval Flow will receive an email notification that an international travel request is pending approval.

  18. Once your request is fully approved:

    • CBT will be notified that your international travel request has been approved. This lets the agents know it is now okay to assist with booking your trip.  
    • You’ll receive an email notification that includes important information, such as international medical and evacuation insurance. It is at this time that your trip can be booked through CBT.
       

Related Links:

- Webinar Recording - Concur Request Module For International Travel Pre Approval

- Concur Request for International Travel Pre-Approval Webinar Q&A

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