Student and Guest travel is not currently required to be
booked through Direct Travel or Concur. Student and guests can
book their travel as they are currently doing. However, if
booking through the travel agency and online in Concur is
perferred there are three options to accomplish this.
When participating in either an exchange or study abroad
program, students should contact the Office of
International Programs for guidance on Institute student
The three options when booking travel and submitting expense
reports for students and/or guests are:
1. Students can be set up in the Concur system with their
own profile. This option would allow the student to book their
own travel with the agency or online through Concur. The
booking would require pre-trip approval from a designated
supervisor before the tickets would actually be issued to the
student. In this option the student would also be responsible
for submitting their own expense reports.
2. Students can have their travel arranged by an RPI
employee as a guest. This option would not give the student the
option to book their own travel. The assigned travel arranger
would book the travel on behalf of the student and would also
be responsible for submitting the expense report on behalf of
3. Guests can only be booked as a guest in the system by an
approved RPI employee. Guests will not be granted access to the
Concur system. The designated arranger for the Guest will also
be required to submit an expense report on behalf of the
Option 2 and Option 3 are basically handled the same way in
the system. The differentiation that needs to be made with
these options is whether the student or guest is going to have
out-of-pocket expenses that need to be reimbursed to them.
Airfare, Rail, and Hotel charges are not considered to be
out-of-pocket expenses within the new process unless the guest
or student actually books the travel reservations
Option 1 - Students are allowed to book their own
travel arrangements with pre-trip approval and submit their own
Students that are allowed to book their own travel
arrangements with pre-trip approval must have a profile in
Concur. To request a profile, please log into OSCAR and
complete and submit the Concur Profile Request - Student form.
Once the student is established in Concur they will receive an
e-mail to access the system.
Booking a Trip Online
After a student saves their trip itinerary they will receive
the following message:
Once the student has finished selecting the itinerary for
their trip an e-mail will be sent to the Manager/Supervisor
listed in the student’s profile.
The Manager/Supervisor must sign into Concur within 24 hours
of the reservation and approve or reject the reservation.
- If the Manager approves the trip, Direct Travel will
ticket the travel arrangements.
- If the Manager rejects the reservation, the trip is
Submitting an Expense Report
When the student returns from their trip, they would be
required to submit an expense report the same way that any
Rensselaer traveler is required to do. Students who are granted
this option should attend training for Concur travel and
Option 2 or Option 3 (with no out-of-pocket expenses
to be reimbursed) - Student or Guest travel that involves only
bookings for Air/Rail/Hotel paid for by Rensselaer, no
out-of-pocket expenses to be reimbursed.
With these options, all travel arrangements will be made by
an RPI employee for the student or guest using the guest
functionality in Concur. If you select option #2 or #3 and you
are only booking airline reservations, a train reservation or a
hotel reservation for a guest or student you do not need to
fill out a Concur Profile Request form in OSCAR for that
individual. It is expected that these individuals will not have
any out-of-pocket expenses that will need to be reimbursed.
Expenses for these type of travelers will flow into the expense
account of the person booking the travel and that person will
submit the expense report on behalf of the traveler.
If the guest or student traveler is expected to have
out-of-pocket expenses that will need to be reimbursed then you
must complete and submit a Concur Profile Request form in OSCAR
for that individual.
Booking a Trip Online with no out-of-pocket
In order to book travel for a student or guest you will need
the following information from the traveler:
- Legal Name
- E-mail address
- Phone Number
- Date of Birth (if you can obtain it)
To book the travel arrangements first choose:
“You are administering Travel/Expense for “ Guest Traveler"
or Click on Travel, Click on Arrangers, and Choose “Guest
If you do not have the option to select guest traveler you
have not been given the permission to do so. You need to
contract Christopher Thorne, in Travel and Expense for that
permission or you will be unable to book travel for guests.
- Next you will have to select the Funding Source. The
funding choices are not going to give you the option of
selecting student or Guest. The choice is between regular
travel and travel on sponsored research. If you have a
student or guest that is not traveling on sponsored research,
please select Faculty Staff. If they will be traveling on
sponsored research, please select Faculty Staff- Sponsored
- At this point you can make your trip selection and enter
the required information.
- You will at some point be prompted to choose a credit
card – please leave the credit card option as “RPI-Air…” With
this selection, RPI will pay for the travel arrangements on a
- Date of Birth – the system will ask you for the date of
birth for the traveler. If you do not have the date of birth,
mark it as Unknown, at which point you will receive a warning
message. Click ok to this message.
- The reservation at this point can be accessed by the
travel agency. Direct Travel will contact the traveler to
obtain their date of birth if you were unable to get that
information. The ticket will not be fullfilled until Direct
Travel is able to obtain the date of birth from the traveler.
Once the reservation has been ticketed, you should receive an
email with the itinerary for the traveler.
Submitting an Expense Report with no out-of-pocket
- After the arrangements are made and the charge is posted
to the Rensselaer Virtual Credit Card the charge will appear
in the Available Expenses of the RPI Employee who made the
- The arranger will then be able to complete and submit an
expense report on behalf of the traveler and to charge the
expense to the correct FOAPAL. There is no reimbursement to
the traveler in this option. All expense charges have been
paid for on a Rensselaer virtual card.
Option 2 or Option 3 (with out-of-pocket expenses to
In this option, the student or guest may have airfare/hotel
charges that are paid by Rensselaer but will also have
out-of-pocket costs that they need to be reimbursed for. The
student or guest may have also booked their airfare themselves
and need to be reimbursed for the cost. A RPI employee can be
designated as a travel arranger and expense delegate for any
guest or any student that it is determined does not need access
to the Concur system. Travelers in this option will need to
have a Concur profile created for them. The RPI employee will
need to complete and submit the Concur Profile Request - Guest
form in OSCAR for the individual needing to be reimbursed. This
RPI employee will then be granted permission to book travel
and/or submit an expense report on behalf of the visitor or