Concur Travel

The PBADD framework—Policy, Budget, Approver, Documentation, and Deadline—outlines the essential components of a successful travel request.

1. Policy: Concur operates in accordance with RCCD Board Policy and Administrative Procedure 5900, which govern all travel‑related rules and processes. While updates are currently underway, familiarity with these guidelines remains essential for successful submission and approval.
2. Budget: Please be aware that the default budget code in Concur may not reflect the correct budget for your travel. Confirm the appropriate budget allocation with your department before submitting your request.
3. Approver: It is the traveler’s responsibility to manually add the correct approver(s) if they do not populate automatically. The standard approval sequence is:
   • immediate supervisor or department chair
   • area dean
   • area vice president
   • fiscal and technical analyst
   • vice president, business services
   • president (required for out of state or student related travel)
4. Documentation: Ensure that all required supporting documents—such as itineraries, invoices, and confirmations—are included with your request.
5. Deadline: Submitting your request in a timely manner will help ensure all necessary approvals are obtained without delay.

Reach out to your department if you need any assistance. All department support teams receive ongoing training to support travelers with Concur.

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• Concur can be used from everything from mileage to other expenses such as flight, meals, and accommodation reimbursement.
• Concur serves as a self‑booking platform for airfare and hotel accommodations. Travelers have access to discounted rates negotiated through the General Services Administration (GSA), supporting cost‑effective travel planning.

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Need help booking your next travel request? We've prepared a Travel Checklist, available in Canvas, to help. No sign-in is required.

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This means you have never received a reimbursement check from the District and need to have a vendor ID number created and added to your profile.

1. Email purchasingtravel@rccd.edu and request for them to create a vendor ID for you in Concur. They will update your profile and notify you upon completion.
2. Then, go into your travel request and make some small changes (such as adding a period in a comment field) and save the request. These small changes will clear the error message, allowing you to submit your travel request.

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This means you need to attached the Agenda to the expense item line. To clear this error, follow these steps:

1. Click on the Expense item line.
2. Attach the Agenda.
3. Go to the question where says "Have you attached Conference Agenda?"
4. Select "Yes"
5. Save Expenses

View a helpful video

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Once you have uploaded all of the required documents, you are ready to submit the request for approval.

• Classified Professionals/Managers - Travel requests will automatically be routed to the traveler’s immediate supervisor as noted in the travel profile.
• Faculty - The division dean must be manually added as an approver for faculty travel requests.

To add an additional approver to workflow:

1. Click on “Request Details” and select “Request Timeline”
2. Under “Request Timeline” select Edit next to Approval Flow
3. Under Edit Approval Flow, the Requestor can add additional Approvers to the flow.
4. Select the first “+ Add Step” and use the drop-down menu to select the appropriate approver. Once all additional Approvers are selected, hit Save to continue.

View a helpful video

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