Frequently Asked Questions

The “Close/Inactivate” request option only appears after the travel request is approved. This option should be selected if an approved trip will no longer be taken. 

• The “Cancel” option should be selected if your trip has not been fully approved and needs to be canceled. 
• The “Recall” button can only be used for a request that has not been fully approved. Recalling a request allows users to have the request returned to their queue to make edits and resubmit. 
• More information on Requests can be found in this Quickstart Guide. 

• Yes, please submit a request in Concur for the expenses incurred to get proper Supervisors and Management approval. 
• Per the travel policy, the request should be submitted in Concur and approved by the Supervisor and CAM prior to incurring any expenses.
• In addition, travel highly recommends you attain a Travel Card for these expense types. More information on attaining a travel card can be found here.

Travelers should submit expense reports as soon as they return from their trip. If they submit the report after 60 days, it will be considered taxable income per IRS. Travelers must provide an adequate justification in Concur as to why their expense report was submitted after 60 days per policy. 

Travel requests (pre-approvals) route to:

• Supervisor
• CAM
• Travel Office 

Expense reports route to:

• Supervisor (if the expense report exceeds the threshold of being 10% or $100 over the approved travel request amount)
• CAM
• Business Approver
• Travel Office

The invitation links which allow Sponsored Guests to log into Concur expire after one week. After this, you will have to reset the password for them. 

For a canceled trip, if travelers are reimbursed through Concur but also receive refunds directly from the airline, hotel, conference, or other vendors, how should the traveler refund SLAC?

The traveler would write a check for fees reimbursed payable to “SLAC National Accelerator Laboratory” and send it to Accounting (Mailstop 16) using SLAC internal office mail.

All of our information on Concur can be found in our Quick Start Guide.

No, a Concur request does not need to be submitted for online courses or classes using STAP funds. An “Other reimbursement” expense report should be submitted directly in Concur. However, Virtual Conferences must have a Concur request as they are categorized differently than “courses/classes” and require additional approval. 

Yes, a Concur request must be submitted for virtual conferences in Concur. View more information on virtual conferences. When submitting a concur request please choose “domestic” or “foreign” travel as the trip type based on the host location of the conference.