General Travel Info
Information, tool kits, one stop shop for guides and best practices.
Travel @ State Guide for new faculty
The College of Arts & Letters Office Operations team members can help you with learning the SAP Concur Travel System in EBS. Contact Office Operations to arrange an online meeting to fill out a travel request or assist with any problems you encounter when completing a travel expense report.
The Office Operations also has open office hours on zoom every Tuesday and Friday from 10:00 – 11:30 am. No appointment is needed to join! Click the button below to hop on!
Concur Travel System
MSU implemented a new travel system, SAP Concur that aligns with EBS. Travelers can fill out travel requests (pre-trips), submit receipts electronically, prepare and submit travel expense reports and track reimbursements easily. Reference Materials from Travel at State
The first time logging in to the SAP Concur Travel tile found in EBS, all MSU employees should take time to update their Profile and ensure the information is correct. This incudes verifying your emergency contact information, setting up request and expense delegates and connecting your cellphone and email accounts so receipts can be automatically collected or emailed to your account while traveling.
- User Profile Settings [PDF] – Quick Reference Card
- Getting Started – User Profile Settings [PDF]– Complete User Guide, detailed step by step
- Assistants and Delegates [PDF]– Complete User Guide, detailed step by step
- Receipt Management [VIDEO] – Actvating E-Receipts
A Travel Request is the new terminology for Pre-Trip Authorization. All travel must have an approved Travel Request prior to travel taking place. This includes travel that’s self-funded or funded by another organization. Travel Requests let MSU know where you are in case of an emergency and allow MSU to quickly identify who to contact if you have had an emergency while traveling. Approved Travel requests also make you eligible for MSU insurance coverage if something happens while you are traveling on MSU business. Finally, an approved travel request needs to be on file before you are in travel status in order for you to claim any reimbursement for out-of-pocket espenses while traveling.
- Travel Request Management [PDF] – Complete User Guide, detailed step by step
- Creating a Travel Request [PDF] – Quick Reference Card
- Creating a Blanket Request [PDF] – Use a blanket travel request for staff or faculty to provide umbrella coverage for in-state travel for a specified period. This is great for staff or faculty who are on and off campus preparing to host guest speakers or events.
- How to Create and Submit a Request [VIDEO]
- Travel Cash Advance [PDF]
Note: Expected expenses do not transfer over from your travel request to your expense report.
- Expense Report [PDF]– Quick Reference Card
- Expense Report User Guide [PDF] – Complete User Guide, detailed step by step
- Approving Expense Reports [PDF] – Quick Reference Card
You can book your own flight and hotel reservations directly in Concur! You can also book on behalf of guests or students. Use the guides below:
- Booking Travel for Employess and Guests [PDF] – Complete User Guide, detailed step by step
- Book Student Travel [PDF]
- How to Book Travel [VIDEO]
Additional Tips and Tricks
- Creating and Submitting an Event/Group Travel Request [PDF] – for multiple MSU travelers all attending the same conference or going to the same destination.
- Group and Guest Guide Requests/Reports [PDF] –
- Standard Routing and Ad hoc Routing [PDF] – How to add additional approvers to your workflow
- Allowances – Per Diem and Lodging [PDF] – The new SAP Concur Travel system automatically calculates per diem amounts, so you don’t have to look up the per diem rates for the city you stayed in!
- Limiting Reimbursements [PDF] Some departments and/or grants limit the amount of money that can be spent on travel. There is a way to limit what is reimbursed. This tip sheet will walk you through that process.
- Converting Foreign Currency [PDF] One of the favorite features of the new SAP Concur Travel Solution is that it easily calculates currency conversions.
Concur Mobile
Every MSU traveler is strongly encouraged to download this app and connect it to their Travel Profile. The Concur Mobile App is where you can take a photo of your receipt and save it electronically. The app will read the text, translate the language and make currency conversions for your expense report. It will also store your receipt in MSU’s online Concur Travel Account. The next time you log in, you’ll see the receipt and be able to add it to an Expense Report.
TripIt Pro
MSU offers our travelers a FREE upgrade to TripIt Pro, a convenient app to store all of your itinerary details. Download the free app and set up your account. Then go into your MSU Concur Travel Tile in EBS and under Profile Settings, link the TripIt account. You’ll automatically be upgraded to TripIt Pro.
- The best source for information on MSU Travel is Travel at State.
- MSU offers various courses throughout the year. Enrollment can be found in EBS under the Courses for MSU Employees tile.
- Travel ListServ – Sign up for the Travel ListServ to get periodic updates and news on changes, partnership agreements, policy and procedures.
Travel Library Resources
If you would like assistance in booking your own travel or a group’s travel, utilize our travel agent partner, Christopherson Business Travel.
- Inside the United States: 1-800-509-7081
- Outside the United States: 1-801-695-9278
- Email: msutravel@cbtravel.com (emails monitored M-F 8 AM – 8 PM ET)
Policies and Additional Resources
- Manual of Business Procedures Section 70
- Important Summary of Travel Policy Changes July 2019
- Michigan State’s current guidelines located on the Office of International Health & Safety website.
- Profiled vs. Non Profiled Traveler Policy [PDF]