This video will demonstrate how to create
a Foreign Travel Request in the Concur travel system. To create a new foreign travel request, hover
over the “New” tile Select start a request. This will create a blank request header All required fields will be marked with red,
and must be populated before you can continue with request creation In the field labeled trip name or destination
provide the location where the trip will occur. Some users will also add a conference name,
or even dates in this field to help them identify the request in their list of requests. Provide your trip start. And trip end dates Use the travel classification field to indicate
what type of travel this trip will be Select the traveler type field. The contracts/grants field will default to
no. This field is only used by some agencies and universities. Inquire with your department’s
travel or business staff to verify if this field is used by your agency or university Enter the purpose and benefit of the trip.
This should contain a detailed description of why the trip will occur, such as a description
of research to be conducted or the name of a conference being attended It should also include a description of how
the trip benefits the agency or university This field is limited to 500 characters If personal travel is included, it may be
marked yes and you should provide a note indicating which days of the trip will be personal If the request is for a non employee or a
student traveler, enter their name in this field. The name should be entered in the format
of last name first, comma, first name. Review the foreign risk acknowledgement by
hovering your cursor over the help icon. After you review the acknowledgement, select the dropdown and indicate if the country you will be traveling
to is, or is not, under a travel warning issued by the US State Department. In the Foreign Country fields, enter the country you will be traveling to. You may enter up to four different countries.
If you have more than four countries, you may enter those additional countries in the
notes field. Foreign countries entered in these fields
help determine if additional routing for this request through Texas A&M System Risk Management
is required The next five required fields tell the system
what account is funding this travel. These lists are connected together The values in these fields may be defaulted.
If your travel will always be funded from the same account please go to the Request
information section of your profile and save your accounting information there. Once done,
the system will automatically populate your account each time you create a request and
you will not need to manually select each time. The first field to populate is System Member. This should be the Texas A&M System Member
that owns the account paying for your travel. The next field is the Department and Sub Department where the account belongs. The next field is the account number. This
is an optional field on the travel request. Again, as this series of fields is connected
the account numbers displayed will only be accounts that belong to the Department and
SubDepartment specified in the previous field. The next field is labeled account attributes. There should only be one selection here based
on the account chosen in the previous field. The account attribute tells the system what
rule set to apply, such as State, Local, or S R S. If you select an account number you
must complete this field. If an account number is not entered, then this field may be omitted. The department reference number field may
be used to help your department track the request through other systems or processes
that might be unique to your department. Check with your department’s business staff regarding
the use of this field. The notes field may be used to add any additional
information you feel needs to be communicated on the request. Once the required fields on the request header
have been populated, click save. At this point you have the option to submit
the request into routing for approval. You may also add estimated expenses and additional
routing steps To add an estimated expense, Select an expense
type. Enter the amount. Click save. If an account number is entered on the Request
header and an amount is estimated on the estimated expenses, then the funds will be encumbered
in Famous once the request completes routing. If an estimated expense is entered in error,
you can select the expense entry . and then click delete. Click yes to confirm If you need to split the encumbrance between
multiple accounts, please view the demonstration on how to allocate expenses. After all estimated expenses have been entered,
you can review the approval flow tab. Additional approvers can be added if necessary.
Please review the video on how to add additional approvers for details. If you have any attachments to include you
may do so at any time after the request header has been saved. To include an attachment,
click the attachments button. Select attach documents. Click browse. Locate the file you wish to attach. Locate the file you wish to attach. Click open Click upload. Click cloze. To view the attachment, click the attachments
button click check documents. If you wish to print or e-mail your request
you have the option to do so by clicking the Print or Email button Select travel request report or travel request
allocation report. If this request has been created in error,
you may delete the request by clicking the Delete Request button. After all information has been entered and
reviewed, click submit request. Review the FAMIS request submit confirmation
statement. Once you have read the statement, click accept and submit or cancel.
All foreign travel requests are reviewed by Concur upon submitting to determine if the
country you will be traveling to is under a high risk travel advisory. If it is determined
that you will be visiting a high risk country, your request will include additional routing
to Texas A&M System Risk Management for review prior to final approval. This concludes the video on creating a foreign
travel request.