Florida State University

FSU | Controller's Office

Controller's Office

Users must create Expense Reports in order to be reimbursed for out of pocket expenses incurred during travel and to settle Travel Card (T-Card) transactions. Concur requires an approved Travel Request before an Expense Report can be submitted. T-Card charges and expenses can be added to an Expense Report as soon as charges begin to appear in your available expenses.

The easiest way to start the Expense Report is from an approved Travel Request. Travelers or Travel Delegates (Representatives) can start an Expense Report and fill it out until it's "Ready to Submit", but the traveler must review and submit their own Expense Reports in Concur .

Expense Reports containing only non-travel expense type line items do not require a Travel Request. For questions regarding FSU Foundation expense reimbursements, please refer to their policies here: Foundation Forms & Resources .

Related Resources

Users may be interested in the following guides and resources:

  • Concur User Guide

Webmaster Contact Questions or Comments Privacy Policy Copyright

® Florida State University University Policies and Procedures Regulations  |  Admin Login

F&A Logo

Florida State University

FSU | Center for Advanced Power Systems

Florida State University Seal

Center for Advanced Power Systems

  • Employee Information
  • Useful Links
  • SharePoint Portals
  • employee information
  • travel information

Travel Information

Please use this university travel reference guide for a general overview of fsu's travel policies ., be mindful of the following policies when planning travel:.

  • An approved travel request is required before traveling. Please reach out to [email protected] as soon as you become aware of your upcoming travel so that our office can submit your request.
  • Travel must be booked through Concur or with World Travel Services in order to receive proper reimbursement.
  • Please add Aoife Trotter, Rachel Brouwer, Angelina Lanh, and Sumanth Reddy Karri as delegates to your Concur account once you become aware of upcoming travel. Select the first six boxes next to each delegate's name in order to grant them the necessary permissions.
  • Please be aware of University policies regarding rental cars and flight tickets. Rental cars must be compact. Flight must be nonrefundable main cabin, economy, coach class tickets. If these accommodations are unavailable, please document and screenshot any information about this in order to properly reimburse you for out-of-policy expenses.
  • If you are seeking reimbursement for allowable, out-of-pocket expenses, please provide receipts with proof of personal payment. A receipt with the last four digits of your card number is preferable. Additionally, please keep itemized receipts whenever possible.

How to Access Concur:

  • Log into your myFSu page and click the "Faculty and Staff" button on the right, if applicable.
  • Use the myFSU links section to access Concur. The Concur symbol is a white letter "C" on a garnet background. 
  • Click the Concur icon and you will be automatically directed to and logged into Concur. If you are prompted to enter a username and password, please contact [email protected] to troubleshoot.
  • To add delegates, please refer to our delegate help guide attached on this page.

fsu concur travel guide

Travel Checklist:

Before traveling:.

a. Send an email to [email protected] to receive a travel request form. Travel request forms can also be found..... Once you have access to a travel request form, please fill it out with your travel information and return it to [email protected] .

i. Each section of the travel request form is required. Please make sure to thoroughly document which expenses you expect to use a personal card for, and which expenses you would like to use a T-card or Lodge card for. See the "Payment Types" section for more information about these options.

ii. Please be sure to disclose personal travel in advance when you submit your travel request. 

b. Front office staff will enter your travel request in Concur. Please continue monitoring your request in Concur until you see that it has been approved. Once your request is approved, you may book your travel accommodations. 

i. Please use the travel booking tab on the left side of your Concur homepage or call World Travel Services to book with an agent over the phone. If you would like to use the Lodge card to pay, select that option as your payment method. Otherwise, please enter your personal card number. If you have elected to use a T-card, please let us know on your request form and we will coordinate from there.

2. During Travel:

a. Please keep all receipts from personal charges. Receipts should be itemized and demonstrate proof of personal payment. Meal receipts are unnecessary, since you will be reimbursed via a daily rate.

i. Receipts may include: 

- Hotel (receipt must be itemized)

- Rental car

- Conference registration fee (not needed if paid with P-card)

- Transportation (i.e. Uber, taxi, train, etc.)

- Parking fees

- Miscellaneous expenses

- Conference agenda (if applicable)

b. When checking out of your hotel, request an itemized receipt of your stay.

3. After Travel:

a. Contact [email protected] to let our front office staff know that you are ready to begin your reimbursement. They will provide you with an expense report form, which is also linked..... Please return this form along with separately attached copies of your receipts. Please also provide a conference agenda, if applicable. 

b. If you had personal travel dates, your reimbursement may take longer and require further information from you. 

c. If you have accommodations with the University that allow flight or rental car upgrades, please let our travel team know under the "Additional Information" section in your expense report form.

Payment Types

  • Personal card: your credit or debit card of choice can be used to pay for any travel expense, and you will later receive reimbursement after providing receipts. Expenses will be paid from your bank account initially. 
  • T-card: T-cards can be used for hotel and rental car expenses without incurring charges on your personal bank accounts. Rachel Brouwer is our office's T-card holder, so you will coordinate T-card expenses with her. 

- Please note that an authorization is required to book accommodations on a T-card, so you will need to submit your travel request well in advance of your upcoming travel if you are planning to use this method.

  • Lodge card: Lodge cards can be used to book flights in Concur without incurring charges on your personal bank accounts. To use a Lodge card, book your flight in Concur and select Lodge card from the drop-down payment options when checking out.

Forms and Guides:

Travel request form, travel reference guide, travel expense report form, adding a delegate in concur.

We are happy to answer any questions or address any concerns you may have about your travel. Please contact [email protected] to speak with our front staff.

Florida State University

FSU | Florida State University News

Site Navigation

Global navigation.

fsu concur travel guide

Florida State University News

The Official News Source of Florida State University

Home / Announcements / COVID-19 / Travel Approval Changes Effective July 1

Travel Approval Changes Effective July 1

Share on Facebook

This message to faculty and staff has been approved by Kyle Clark, Vice President for Finance & Administration.

Effective July 1, vice president approval will no longer be required for domestic or international travel. Once the University’s travel system (Concur) is back online following year-end activities, it will allow all travel to be processed without an exception.

As a reminder, all air travel must be booked in Concur or over the phone with World Travel Services, Inc. at (855) 967-2818 (M-F, 8 AM-6 PM ET).

For questions, please contact [email protected] .

Florida State University

FSU | Policies and Procedures

fsu concur travel guide

Policies and Procedures

Finance & Administration

4-OP-D-2-C Payables and Disbursements

Responsible Executive: Finance and Administration

Approving Official: Vice President for Finance and Administration

Effective Date: December 9, 2021

Last Revision Date:  New, 10/3/2014, 05/15/2018 (formatting only), 10/26/2020, 12/9/2021

  • The purpose of this policy is to provide departments with uniform and consistent direction to ensure that authorized expenditures are disbursed consistent with the University’s mission, applicable laws, and ethical practices.
  • Authorized Signer – Personnel granted the authority to approve transactions that impact a department’s budget or financial position.
  • Budget Manager – The official contact for a department on financial matters.
  • Concur – The University’s travel and expense reimbursement system.
  • Confirming Purchase Order – Purchase Order submitted after a commitment has been made and/or after the commodity and/or contractual services are received and/or performed in lieu of a signed contract issued prior to such commitment, receipt or performance by someone who has signature authority to commit funds.
  • Direct Support Organization (DSO) – An entity approved by the Board of Trustees and organized and operated exclusively to receive, hold, invest and administer property and to make expenditures to or for the benefit of the University.
  • Disbursement – The payment of an expenditure.
  • Discount – An allowance extended by a supplier to encourage payment of an invoice on or before a stated date that is earlier than the due date and which is agreed to by the supplier and the University.
  • Electronic Payment Request (ePRF) – Method to approve and process payments for allowable unencumbered expenditures.
  • Encumbrance – A commitment, generally resulting from the issuance of a purchase order to procure goods or services.
  • Expenditure – The creation or incurring of a legal obligation to disburse money.
  • Invoice – A written document delivered to a purchaser showing a description of the goods purchased, the quantity, and the price; and as appropriate, the nature of delivery and other particulars of goods or services sold or services rendered.
  • Online Management of Networked Information System (OMNI) – The University’s enterprise resource planning system that is powered by Oracle and is designed to meet the University’s financial and human resource administration needs.
  • Principle Investigator (PI) – The individual responsible for the conduct of research or other activity, described in a proposal for an award. The Principal Investigator is responsible for all programmatic and administrative aspects of a project or program.
  • Purchase Order – The University’s offer to buy goods and services. When there is not a signed master contract in place, then the purchase order becomes the legally binding contract, with specific terms and conditions between the university and the supplier.
  • Sponsored Research – Research conducted by University employees using any University space, facilities, materials, equipment, or property, and which is financed by contract payments, grants, or gifts from any source other than the University’s funds.
  • Sponsored Research Administration (SRA) – A unit under the purview of the Vice President for Research, is responsible for the pre-and post-award functions of the university for awards with U.S. public funding (federal, state and local governments ) and public funding that is flowed through private organizations.
  • SRAD (Sponsored Research and Development Trust Fund) – Funds received for earned overhead (indirect costs) and distributed to University schools/colleges, departments or institutes to support the research activity of the University.
  • University Purchasing Card – The purchasing card issued to an individual pursuant to the University's Purchasing Card Program.
  • Voucher – An electronic payment authorization, complete with the invoice and such other supporting documentation necessary to authenticate the recording of a transaction into the accounting records.
  • The 40-day payment requirement may be waived in whole or in part by the University Controller on a showing of exceptional circumstances in accordance with rules of the University. For the purposes of determining the receipt of invoice date, the department is deemed to receive an invoice on the date on which a proper invoice is first received at the location designated by the University.
  • The University is deemed to have received an invoice on the date of the invoice if the department has failed to annotate the invoice with the date of receipt at the time the department actually received the invoice, or the department failed, at the time the order is placed or the contract was entered into with the supplier, to designate a specific location to which the invoice was to be delivered.
  • The University may make partial payments to a contractor upon partial delivery of goods or services or upon partial completion of construction when a request for such partial payment is made by the contractor and approved by the Controller.
  • If the terms of the invoice provide a discount when payment is made by the University within a specified number of days, the University shall preferentially process it and use all diligence to obtain the savings by complying with such payment terms.
  • The Controller may authorize advance payments for goods and services, including, but not limited to, maintenance agreements and subscriptions when it is in the best interest of the University to make payments in advance and it has been determined there is adequate protection to ensure that such goods or services will be provided.
  • Payments not made on a timely basis are subject to an interest penalty payment at a rate established annually by the Chief Financial Officer of the State of Florida as prescribed in Section 55.03(1), Florida Statutes. The interest will be calculated on the unpaid balance from the expiration of such 40-day period until such time as the payment is issued to the supplier. Such interest shall be added to the invoice at the time of submission to the Controller for payment whenever possible.
  • Invoices received from suppliers which have failed to supply the University with a complete and accurate W-9, or other form that provides all necessary data to determine 1099 status, will be deemed insufficient for payment until such information is obtained.
  • Reimbursements to University officers and employees must be paid in the same time frames as payments to suppliers under this section.
  • This section does not apply to payments made to State agencies or other governmental entities within the State of Florida.
  • Sponsored Research Administration (SRA) must approve all purchases greater than $1,000 on an SRA managed project prior to submission for payment, except for projects using SRAD/PI support or Research Control and Operating Projects. Only purchases greater than $10,000 on SRAD/PI Support or Research Control and Operating Projects require SRA approval.
  • Any purchases made from a Direct Support Organization (DSO) budget must follow the approval and expenditure guidelines of the applicable DSO. In the event that the expenditure is divided between the University and the DSO the expenditure guidelines of both organizations must be followed.
  • Encumbered Disbursements – Suppliers who have received a purchase order from the University are instructed to submit their invoice to Disbursement Services. Invoices must include a valid purchase order number, an invoice number, invoice date, and itemized description detailing the goods or services purchased. If the merchandise and/or the invoice are received in the department, it is necessary for the department to ensure that the invoice is forwarded to Disbursement Services immediately for payment. Departments must acknowledge the goods and/or services have been received by creating a receipt in OMNI.
  • Unencumbered Disbursements – Unencumbered disbursements should only occur where normal Procurement procedures are not available or where a supplier will not accept the University purchasing card. If the department fails to create a Purchase order before the goods and services are provided, a confirming order can be submitted through Procurement Services to avoid processing an unencumbered payment. It is the Departments responsibility to ensure that unencumbered expenditures are approved by an authorized signer and there is sufficient budget available for the payment of the invoice. Please refer to the University’s Expenditure Guidelines for specific allowable unencumbered expenditures.
  • Procedures for Payment – Departments must comply with all procedures for payment, as described on the Controller’s Office website.
  • Foreign Supplier Payments – Foreign Supplier Payments require the department to complete the Foreign Supplier Payment Request Form and must include the original invoice. These forms are reviewed by Disbursement Services. Payment will be disbursed via the documented method provided by the supplier. The same department may be charged for fees associated with the wire payments.
  • In an emergency, it may become necessary for a faculty/staff member to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase. All reimbursements will require a justification as to why the University's procurement system was not used. If it is deemed that the purchase is improper, the invoice will be returned, and the charges will be borne at the personal expense of the individual making the purchase.
  • When a department returns merchandise for credit, Disbursement Services needs to be notified to expect a credit memo. If the credit memo is from a supplier paid by the University at least once a month, the credit will be applied to the next invoice from that supplier. Otherwise, a refund will be requested in lieu of a credit memo. The refund will be deposited to the account charged by the original purchase.
  • Interdepartmental transactions, also referred to as internal bills, are made in order to record sales of goods and services between two departments within the university. Interdepartmental transactions are normally authorized by the approval of an internal auxiliary requisition and are initiated by the selling auxiliary through the internal billing process. Any interdepartmental transactions involving contract or grant funds must be approved by the Office of Sponsored Research or FSU Research Foundation. In the event that an interdepartmental transaction is recorded directly to the general ledger, supporting documentation and authorization are required.
  • As a general rule, funds may only be expended for reasonable and appropriate goods and services necessary to accomplish the mission of the University. It is important that the University maintain a positive reputation for being a good steward of all funds, whether public or privately donated. It is also recognized that it is equally important that sound fiscal processes be in place that will facilitate the needs of the University community in an efficient and effective manner. To be an allowable expenditure, a clear business purpose must exist; all allowable expenditures, regardless of funding source, must be for relevant and appropriate operating expenses; and funds may not be expended for the personal convenience or preference of employees. Internal university purchases (interdepartmental transactions) are subject to the same expenditure guidelines as other expenditures.
  • Funds may not be expended for the personal convenience or preference of employees, and only those expenditures that are necessary in order for the University to carry out its statutory duties are allowable.
  • Education and General (E&G) Funds – E&G funds are appropriated by the state legislature. State appropriations must be expended in accordance with the Florida Department of Financial Services Reference Guide for State Expenditures. It is the policy of the Florida Department of Financial Services that an expenditure of E&G funds must be authorized by law and the expenditure must meet the intent and spirit of the law authorizing the payment. Additionally, the expenditure must result in a direct, specific benefit to the University.
  • Contract and Grant (C&G) Funds – C&G funds originate from external contracts & grants issued to the University to carry out a specific scope of work. C&G funds can be for research, instructional activities, or other sponsored activities, such as health service projects and community service programs. These funds are generally more restrictive in that expenditures must generally meet the specific budgetary requirements and terms & conditions of the project. However, such projects may also specify expenditures that would otherwise be unallowable on other University funds, such as gift cards for research participants or food items. Additionally, recovered indirect costs (or F&A) and retained residual balances are also considered C&G funds. These funds are discretionary moneys that must follow the E&G expenditure guidelines, with the added caveat that the expenditure must benefit research per Florida Statute 1004.22.
  • Auxiliary Funds – Funds generated by an Auxiliary are not appropriated and therefore are not subject to the expenditure guidelines for appropriations set forth by the Florida Department of Financial Services. The department will be given discretion over determining the appropriate programmatic needs and will be required to provide necessary documentation for audit purposes to support all expenditures made by the Auxiliary in compliance with this policy.
  • Designated - Concession Fund – Receipts generated through vending machine collections are deposited in the Concession Fund. The funds are allocated to the Vice Presidents at the President’s discretion. Departments are given discretion over determining the appropriate use and will be required to provide necessary documentation for audit purposes to support expenditures. The University applies the same expenditure guidelines to these Concession funds as it does to Auxiliary funds.
  • Designated Funds – Designated student fees and funds earmarked by the University for a specific purpose are accounted for in the Designated fund group. These funds are spent in accordance with state legislation, BOG regulations, and University policies. The University applies the same expenditure guidelines to these types of Designated funds as it does to E&G funds.
  • Direct Support Organization (DSO) Funds – DSO funds are spent according to the expenditure guidelines of the applicable DSO.
  • SPECIFIC AUTHORITY
  • Florida Statute 215.422(2)(b)
  • Florida Statute 1004.22
  • Florida Statute 55.03(1)

Florida State University

FSU | Department of Classics

Department of Classics

fsu concur travel guide

Course Listings

Forms & resources, classics bulletin, travel funding & information, graduate travel & funding.

The Department provides some funding to students who are presenting papers or posters at national and international conferences. Funding amounts will be announced at the beginning of each academic year through the Department's graduate student email listserv .

Please note: A Travel Request must be submitted prior to any university- or academically-related trip per university policy, even if the traveller is not seeking reimbursement.  

Eligibility for Departmental Travel Funding 

To qualify for departmental travel funding to present a paper or poster, there are three stipulations:

  • The conference must be a major national-level one, such as the Archaeological Institute of America (AIA), Society for Classical Studies (SCS), or the Classical Association of the Middle West and South (CAMWS), or an international conference. Graduate student-run conferences at other universities are not eligible for any departmental funding. Special topic conferences, especially those with peer-reviewed submission of abstracts, will be considered.
  • You must be the principal author or presenter if the paper or poster is jointly authored. 
  • Students must demonstrate that they have applied for the  Council of Graduate Students' Presentation Grant  (COGS) for additional funds. The Departmental travel allotment is not contingent upon success in these applications; rather it is contingent upon you making the effort to apply to the outside sources. 

The Department will only reimburse travel expenses approved by the University. Check the university's Travel Reference Guide . In order to be reimbursed for your travel, you must have an approved travel request in Concur prior to your travel.

Additional Funding Opportunities

Please note: The three following funding opportunities are awarded to the traveller through Concur. If the traveller has already received the annual departmental allotment, but has been awarded funds from another source, the process for reimbursement remains the same. 

COUNCIL OF GRADUATE STUDENTS' PRESENTATION GRANT : The Congress of Graduate Students understands the importance of attending conferences, presenting research, and representing Florida State University to the national and international academic community. The COGS Grant Program was created to support students in these endeavors.   Funds are made available on a first come, first serve basis, with limited funds available in each funding period. 

ERMINE M. OWENBY, JR., FUND TO PROMOTE EXCELLENCE : This fund provides support for women enrolled in any of the graduate programs in the College of Arts and Sciences to present papers at professional meetings or conferences. Virtual conferences are also eligible for funding. 

NANCY ISIDORO SHARKUS MEMORIAL ENDOWMENT :  This fund provides support for women enrolled in any of the science area graduate programs in the College of Arts and Sciences to present papers at professional meetings or conferences. Virtual conferences are also eligible for funding. 

FS4U : for a full list of current scholarship and grant opportunities, visit  fsu.academicworks.com .  

For more information on current travel funding opportunities and applications, visit the College of Arts & Sciences' scholarship page .

Steps for Reimbursement

Travel funding is distributed in the form of reimbursements through the university's travel system, Concur  (to access your Concur account, view this guide ). Please carefully review the section below for the process for seeking reimbursement. 

  • Complete the Pre-Travel Survey . In the form, you will be asked for details of your trip, the purpose, destination, and estimate of expenses. 
  • The Department Travel Representative will reach out to you with a summary of documents and receipts that will be required upon your return. See the "Post-Trip" section for more information.
  • The Department Travel Representative will create a Travel Request on your behalf in Concur based on your answers provided in the Pre-Travel Survey. The request will go through multiple approval levels (the status of a request may be viewed by going to your Concur account -> Request -> Request Details -> Audit Trail). 
  • For foreign destinations , travellers must sign the  Foreign Travel Attestation   prior to submitting the Travel Request.
  • You will receive automated email notifications on the status of your request as it moves through the approvals flow. Refer to the Concur User Guide to edit your notification preferences.
  • Once your Travel Request is fully approved, please consult the FSU Travel Office site for more information on the various travel processes, or contact your Department Travel Representative.

Post-Trip: Receipts & Documents Needed

Please refer to the  FSU Travel Office site  and the Travel Reference Guide  for detailed information on travel policies and information. Below is a list of common trip types and typical expenses that can be reimbursed. Please see the Travel Reference Guide for a list of expenses that can be reimbursed without receipts, up to $30 USD. 

  • For expenses other than personal vehicle mileage and meal allowances, receipts must be attached to the Expense Report.  The university requires both the receipt with details of the purchase and proof of the transaction. For credit/debit card payments, if the receipt does not include the last few digits of your card number, please provide a bank statement reflecting the charge on your card. 
  • In most cases, a signed Department Less than Entitled form  must be attached to the Expense Report. This is to acknowledge the university is only reimbursing allowable expenses up to your total allotment. See below for the link. Your "Travel Authorization Number" is the 4-digit combination of numbers and letters on your Travel Request. 
  • A copy of the conference program or agenda
  • A copy of the section on the program indicating the session with your name. 
  • The receipt of your registration with proof of transaction (payment method). This is usually in the form of an email, and can be forwarded to your Dept Travel Rep. 
  • For flights , provide a copy of the flight itinerary (flight details and dates), ticket number, your name, and proof of payment.
  • For hotels , please obtain an itemized bill. This will include the breakdown of the nightly rate, taxes, and other fees. A copy of the reservation email with the quoted price does not qualify as a receipt unless it is an Airbnb or similar booking service that requires payment in advance.
  • For personal mileage reimbursement, include the points of departure and destination.
  • For meal allowances , note the times of departure and return of your trip (the time you left your residence to the time your trip ended). Receipts for food are not needed, unless you are seeking reimbursement for an entertainment meal (such as a dinner with guest speakers; this is considered a "non-travel" expense). The government currently allots $6 for breakfast, $11 for lunch, and $19 for dinner . This amount changes based on location. Consult the U.S. Department of State Office of Allowances site for foreign per diem rates. 
  • For receipts in a foreign language , please include a brief translation of the expense(s).

Post-Trip: Submitting an Expense Report

Refer to the  Concur User Guide  for step-by-step instructions. 

  • An Expense Report must be submitted for out-of-pocket expenses and/or expenses purchased by the university company card (aka Wells Fargo Lodge Card) on behalf of the traveller. Please provide digital or physical receipts and required documents to the Department Travel Representative. 
  •  The Department Travel Rep can create and enter an Expense Report on your behalf . If you prefer to enter your own expense report, please notify the Dept Travel Rep prior to submitting, so that they can review the Expense Report, enter funding information, and make adjustments, if needed. 
  • The Expense Report must complete the approvals flow before the funds can be disbursed. You can view the status of report by accessing your Concur account -> Expense -> Audit Trail. If your email notification preferences are set-up, you will also receive automated emails regarding the status of  your expense report. When you receive the notification that your report has been " Sent for Payment ," this means your report has been fully approved and the reimbursement will be disbursed to the bank account linked with your direct deposit. 

Travel Forms & Resources

Pre-Travel Survey

Department Less Than Entitled Form

Foreign Travel Attestation

Foreign Per Diem Rates

COGS Grants

Travel Reference Guide

Travel Information

Concur User Guide

Accessing Concur

Concur Delegate Set-Up

205A Dodd Hall 641 University Way Tallahassee, FL 32306 Map

  Main Office  (850) 644-4620   Advising  (850) 644-4259   Fax  (850) 644-4073   Department Directory 

PROSPECTIVE STUDENTS

   Connect with Classics    Admissions    Academic Maps    Scholarships & Aid

Current Students

   Graduate Bulletin    Undergraduate Bulletin    Graduate Courses    Undergraduate Courses

Faculty & Staff

   CoAS SharePoint    Request IT Support    Research Funding    Free Resources

Tools & Resources

   Academic Calendars    Campus Map    Libraries    Accessibility Services

Florida State University

FSU | Office of Postdoctoral Affairs

Office of Postdoctoral Affairs

Travel advisory.

Please continue to monitor Florida State University's website for travel alerts. Click on  Center for Global Engagement  website to read information on foreign travel .

FSU CORONAVIRUS TRAVEL REGULATIONS

In order to keep all FSU travelers safe during business- or research-related travel, all postdoctoral scholars are required to enter travel arrangements into the Concur software effectively immediately. This is with regards to air and train travel, domestic or international, which is supported by FSU funds (example: postdoctoral scholar travel award) or university-managed funds (example: a federal grant). If you have already booked your travel, then you are required to send a copy of your itinerary/ticket to [email protected] for full approval. You are encouraged to work with your departmental travel representative when making trip arrangements. If your trip does not use FSU funds or university-managed funds (example: an institution invites you to give a seminar and will be paying for it), the university still requires you to email your planned business itinerary to [email protected] , even if you are not using the Concur software for these types of travel activities. Because postdocs represent a predominant international group, you are asked to self-isolate for 14 days following personal travel to countries experiencing the coronavirus or if you have relatives visiting you here that have had possible contact with the coronavirus. For business- related travel, you are currently not permitted to travel to countries that are designated Level 2 and 3 from the CDC. Please check this URL for ongoing updates. https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html.

Questions can be directed to [email protected]

For updates on the Coronavirus and travel please visit: https://alerts.fsu.edu

U.S. Department of Homeland Security Travel Restriction

"Aviation Security Enhancements for Select Last Point of Departure Airports with Commercial Flights to the United States".

Postdocs traveling (for example from southern Asia or Australia), whose flights connect through one of the 10 airports listed by the U.S. Department of Homeland Security, please be aware of new travel restrictions on personal electronic devices that are in place. The new restriction is an enhancement in security that will require that all personal electronic devices (PEDs) larger than a cell phone or smart phone be placed in checked baggage. (Please check with your airline if you are not sure whether your smartphone is impacted). These items will no longer be allowed to be carried onto aircraft at 10 select airports where flights are departing for the United States. The affected overseas airports are: Queen Alia International Airport (AMM), Cairo International Airport (CAI), Ataturk International Airport (IST), King Abdul-Aziz International Airport (JED), King Khalid International Airport (RUH), Kuwait International Airport (KWI), Mohammed V Airport (CMN), Hamad International Airport (DOH), Dubai International Airport (DXB), and Abu Dhabi International Airport (AUH).

For more information go to  U.S. Department of Homeland Security's website to continue to monitor.

COMMENTS

  1. Travel

    You must complete the required fields in your profile before you can begin booking in Concur or use the Concur mobile app. For reservations or ticket changes, please call (402) 252-4745 or email [email protected] during their normal business hours (Monday - Friday, 9:00 AM to 7:00 PM EDT). Any calls to CTP after hours (7 PM EDT) will ...

  2. Travel Information

    Travel Card. Concur User Guide. Concur Reporting - Login Required. Guide for Processing Outstanding T-Card Charges. Listserv: Travel; ... Florida State University 5607A University Center Tallahassee, FL 32306-2394 [email protected]. Controller's Office Florida State University 2200A University Center Tallahassee, FL, 32306 F: (850) 644.1822 ...

  3. Concur

    Guest Travel Approvals Travel Services Concur User Guide ... 5607A University Center Tallahassee, FL 32306-2394 [email protected]. Controller's Office Florida State University 2200A University Center Tallahassee, FL, 32306 F: (850) 644.1822. Webmaster Contact Questions or Comments

  4. PDF Table of Contents

    Concur User Guide January 2022 Questions? Contact [email protected] | (850) 644 - 5021 Page | 1 Return to Table of Contents Table of Contents • General o Accessing Concur - pg. 2 o Required Fields & Audit Rules - pg. 4 o Updating Your Profile - pg. 5 • Traveler - Submitting as Yourself o Create a Travel Request - pg. 12

  5. PPTX Travel & Travel Card Classroom Training BTTE03

    The Outstanding T-card report is posted daily on the travel website under the Concur Reporting link. Contact . [email protected]. for assistance with charges on the profile of a former FSU employee. T-Card Charges ... Concur User Guide. Email . travel. @fsu.edu. Use all the resources available to you. We are happy to help! Author: Lynn Masimore ...

  6. Frequently Asked Questions

    Concur is a Travel Management System that allows you to create/process Travel Requests, make on-line travel arrangements with the university's travel agency, and create/process Expense Reports to record expenses and initiate payments. ... See Concur User Guide for detailed steps. ... Florida State University 2200A University Center ...

  7. PDF Accessing Concur

    Go to my.fsu.edu 2. Enter your username and password. 3. Click the link for Concur Travel and Expense Management. If you are an FSU employee . and. student, make sure you are on the Faculty and Staff view and not as a Student. If you are not redirected to Concur after clicking on that link, or you do not see the Concur icon; please contact ...

  8. Expense

    Concur User Guide. Users must create Expense Reports in order to be reimbursed for out of pocket expenses incurred during travel and to settle Travel Card (T-Card) transactions. Concur requires an approved Travel Request before an Expense Report can be submitted. T-Card charges and expenses can be added to an Expense Report as soon as charges ...

  9. PDF Travel Reference Guide

    TRAVEL PROCESSING Travel Reference Guide Revised May 2018 University Travel Services ... Mission Critical Travel - Travel using State appropriated dollars must be critical to the mission of Florida State University. Travelers shall minimize the amount of travel ... World Travel Services (WTS), FSU's Travel Agency, may be accessed via Concur ...

  10. 4-OP-D-2-D Travel

    The reimbursement rate is set at the State of Florida mileage allowance rate in effect at the time of travel, currently 44.5 cents per mile. The mileage allowance covers all operating costs of the vehicle. Repair costs are not reimbursable, whether they result from the traveler's acts or the acts of others.

  11. PDF Request & Expense Settings

    Concur User Guides February 2019 Questions? Contact [email protected] Page | 1 Request & Expense Settings Purpose: Request & Expense Settings is where a user sets up information such as accounting defaults and delegate access. Changes made in Request Settings carry over to Expense Settings (and vice-versa). If the user changes or makes

  12. Travel Information

    Please use this University Travel Reference Guide for a general overview of FSU's travel policies. Be mindful of the following policies when planning travel: An approved travel request is required before traveling. Please reach out to [email protected] as soon as you become aware of your upcoming travel so that our office can submit your request.

  13. Travel Approval Changes Effective July 1

    Effective July 1, vice president approval will no longer be required for domestic or international travel. Once the University's travel system (Concur) is back online following year-end activities, it will allow all travel to be processed without an exception. As a reminder, all air travel must be booked in Concur or over the phone with World ...

  14. 4-OP-D-2-C Payables and Disbursements

    Concur - The University's travel and expense reimbursement system. ... State appropriations must be expended in accordance with the Florida Department of Financial Services Reference Guide for State Expenditures. It is the policy of the Florida Department of Financial Services that an expenditure of E&G funds must be authorized by law and ...

  15. PDF TRAVEL PROCESSING TRANSPORTATION

    TRAVEL PROCESSING TRANSPORTATION • World Travel Services (WTS), FSU's Travel Travel Reference Guide Revised August 2021 should include: Effective July 1, vice president approval is

  16. Graduate Travel & Funding

    Refer to the Concur User Guide for step-by-step instructions. An Expense Report must be submitted for out-of-pocket expenses and/or expenses purchased by the university company card (aka Wells Fargo Lodge Card) on behalf of the traveller. Please provide digital or physical receipts and required documents to the Department Travel Representative

  17. Travel

    Assigning your Travel Delegate. Instructions on assigning your travel delegate are below. This will allow the Administrative Assistant access to your profile and ability to submit travel requests and expense reports on your behalf. Go to my.fsu.edu. Click on the shortcut "C" icon (this will take you to the Concur site)

  18. Travel Advisory

    In order to keep all FSU travelers safe during business- or research-related travel, all postdoctoral scholars are required to enter travel arrangements into the Concur software effectively immediately. This is with regards to air and train travel, domestic or international, which is supported by FSU funds (example: postdoctoral scholar travel ...

  19. PDF Travel: Travel Reporting

    To assign the reporting permissions: Click Administration > Company (on the sub-menu) > Company Admin. NOTE: Depending on your permissions, the page may appear immediately after you click Administration. In the User Administration section of the left menu, click User Permissions. Click the Travel tab.

  20. PDF 6-20 Reference Guide

    Travel Reference Guide Revised September 2020 University Travel Services (850)645-8785 (TRVL) (850)644-5021 A5607 University Center Tallahassee, FL 32306-2391

  21. PDF CONCURGOV FEDERAL TRAVELER MANUAL

    Review the Travel Policy for Your Agency Before booking new reservations or creating an authorization, review the travel policies from GSA. Contact the travel administrator with any questions. To review the agency's policy: From the ConcurGov Home screen, click the Travel Policy link located on the bottom left of the screen.

  22. Travel Expense & Concur (BTTE03)

    This course trains travel representatives, Travel Cardholders, and approvers in the fundamentals of travel & expenses and the travel card in Concur. Participants will understand travel & travel card policy and Concur concepts such as: creating, submitting & approving travel requests, processing expense reports for travel reimbursements & Travel Card purchases.