Accounting Office

Guest and Group Travel

Departments may arrange travel for non-employees, guests, students, and groups when the travel supports an approved University business purpose. Assign a departmental Concur Delegate early so the request, booking, routing, and expense responsibilities are clear.

Guests do not access Concur

A departmental Concur Delegate submits the guest's Pre-Trip Request and Expense Report and completes the Guest Traveler Routing association. The guest supplies accurate travel, payee, and receipt information to the department.

Arrange travel for a guest

  1. Confirm that the guest is registered in Oracle and has Spend Authorized status.
  2. Confirm that the departmental user has the Concur Delegate role and that the department has the required EACS Concur Routing 'ALL' record.
  3. While connected to the campus network or VPN, use Guest Traveler Routing to associate the guest with the appropriate accountability structure.
  4. Submit and obtain approval of the guest's Concur Pre-Trip Request.
  5. Arrange travel through Concur or Anthony Travel and use an approved payment method.
  6. After travel, collect itemized receipts and supporting documentation and submit the guest Expense Report through the departmental delegate.

Coordinate group travel

  1. Confirm the group business purpose, organizer, traveler roster, dates, destination, funding, and supervisory responsibilities.
  2. Determine whether travelers require individual or coordinated Pre-Trip Requests and identify the responsible delegates and approvers.
  3. Contact Anthony Travel early for group air, complex itineraries, or coordinated reservations.
  4. Identify who may pay shared expenses and how those costs will be allocated and documented.
  5. Register the group in UC Away when required, including faculty-led travel with UCR students.
  6. Provide travelers with itinerary, emergency, receipt, and department contact instructions before departure.

Who performs the Concur work?

Traveler type Concur actor Required preparation
UCR employee

Traveler or Concur Delegate

 Appropriate Concur access, completed traveler profile, and an approved Pre-Trip Request before booking airfare.
Guest or nonemployee student Concur Delegate Before any Pre-Trip Request or Expense Report can be entered in Concur, confirm the traveler is Spend Authorized and follow the Guest Traveler Routing guide to associate the traveler with the appropriate departmental accountability structure.
Group travel Concur Delegate Coordinate the Pre-Trip Request, reservations, payment arrangements, traveler documentation, and any required UC Away group registration with the responsible department.

Guest and group travel guidance

  • Confirm the visitor's payee registration, visa or immigration considerations, tax documentation, and payment eligibility before committing to travel arrangements or reimbursement terms.

  • Identify the travelers who benefited, the business purpose, and the allocation method. Avoid duplicate reimbursement by clearly documenting which traveler or department paid each shared expense.

  • Guest travel must be arranged through a departmental Concur Delegate. After the Pre-Trip Request is approved, the Concur Delegate may book airfare through Concur using the University direct-charge "ghost" card. A T&E Card may be used to pay for another traveler only when the cardholder is an approved Team Leader or is otherwise authorized to make purchases for a UCR-hosted business meeting or entertainment event.