Before-travel checklist
- Confirm the business purpose, traveler, itinerary, dates, estimated cost, funding source, and approving department.
- Review or update the traveler’s Concur profile, including contact, loyalty-program, and payment information.
- Coordinate with the department’s Concur Delegate if another employee will assist with the request, booking, or Expense Report.
- Submit the Concur Pre-Trip Request and receive required approval before booking airfare and before travel begins.
- Book through Concur, ConnexUC, Anthony Travel, or another UC preferred option whenever practical.
- Confirm whether the trip was automatically registered or requires manual UC Away registration.
- Review destination advisories, health and safety conditions, and travel-insurance eligibility.
- For international travel, review International Travel Requirements for passport, visa, entry and transit, export-control, health, and other destination-specific requirements.
- Save the agenda, invitation, program, cost comparisons, approvals, and other documentation supporting the trip. Retain itemized receipts and supporting documentation throughout your travel for the Expense Report.
How travel registration works
A Pre-Trip Request and UC Away registration are separate steps. Submitting a Pre-Trip Request does not register the trip. Registration is determined by how the travel is booked.
| How the trip is booked | Registration action |
|---|---|
| Concur or ConnexUC | The itinerary is automatically registered, except for SWABIZ bookings. |
| SWABIZ | Register the trip manually in UC Away before departure. |
| Directly with an airline, hotel, conference, or other provider | Register the trip manually in UC Away before departure. |
| Faculty traveling with UCR students | Confirm each traveler’s registration and register the group in UC Away before departure. |
Complete manual travel registration in UC Away before departure. Travel registration is required for University business travel more than 100 miles from campus. Registration completed after travel begins does not provide the same traveler-tracking, emergency-response, and risk-management benefits as advance registration.
International travel
Submit the Pre-Trip Request, book travel, and complete any required UC Away registration at least 21 days before departure. Complete the International Travel – Export License Review at least one week before departure. Also review destination requirements, passports and visas, export-control or sanctions restrictions, and any applicable UCR Risk Management requirements.
Traveler-specific guidance
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When a delegate assists
Department practices determine whether a traveler or delegate enters the Pre-Trip Request. Coordinate early so the delegate has the correct Concur role and enough information to complete the request and booking. The traveler remains responsible for the accuracy of the information submitted on their behalf.
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Guest and non-employee travelers
Guests do not access Concur directly. A departmental Concur Delegate submits the Pre-Trip Request and Expense Report for the guest and completes the Guest Traveler Routing association before processing travel activity.
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Faculty traveling with students
In addition to completing their own registration, faculty traveling with UCR students must register the group in UC Away before departure. For international travel involving students, begin planning no less than six months in advance to allow time to address supervision, activity, insurance, destination, and emergency-response requirements.
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Business travel with personal days
Identify personal dates and destinations in advance. Save a business-only comparison at the time of booking and exclude personal costs from all University payment and reimbursement requests.