Submitting a Request for Approval

Once you add all necessary expenses to the request, the next step is submitting for approval. Before submission, SAP Concur recommends reviewing the details to ensure everything is included for your manager and any stakeholders to approve in a timely manner. Delayed approvals could result in significant differences in travel costs.

Every request has a series of drop-down menus that provide more options for you to add more detail to your request. You've already seen some of these in this course. This lesson will go over some of the more common options.

The options under the Request Details dropdown allow you to review and update items that pertain to the request as a whole. The items you see will vary based on your profile and company configuration. For example, as you saw previously in this course, you may see the option to add a Cash Advance to your request in this area.

• The Edit Request Header option will take you back to the first screen you completed when you initially created this request. You can review or update the information it contains.
• The Request Timeline option shows the projected approval process for this request, indicating what approvals are required.
• The Audit Trail option shows what has happened to this request since its creation, focusing on any rules that have been broken.
• The Allocation Summary option shows how this request has been allocated.

The options under the Print/Share dropdown allow you to print a paper version of your request. Depending on your configuration, you may have multiple options for printing.

In most cases, you'll also have an option to e-mail a PDF version of your request to other stakeholders, both internal and external, who may have a need to view the details of the request.

The options under the Attachments dropdown allow you to attach documents to your request. Examples include attaching written authorizations from management, or proof of travel costs from travel booking websites.

Once a request has attachments, another item appears in this dropdown to review previously attached items.

The options under the Manage Travel Allowance dropdown allow you to view and edit travel allowances associated with this request.

Once you review the details of the request and make any necessary additions or adjustments, you can submit it for approval.

To submit your request, simply select the Submit Request button. The request will follow the approval flow displayed on the Request Timeline area, seen earlier in this lesson. In most cases, the first approver will be the user's manager.

• Before submitting a request for approval, carefully review all details and expenses to ensure completeness to avoid approval delays, which could impact travel costs.
• Use drop-down menus (Request Details, Print/Share, Attachments, Manage Travel Allowance) to review and update request information, attach supporting documents, manage allowances, and print or share the request as needed. The options available will depend on your user profile and company configuration.
• The Edit Request Header, Request Timeline, Audit Trail, and Allocation Summary features within Request Details allow you to update main details, view the approval process, track rule violations, and see allocation information.
• Remember to attach all necessary documentation and, if configured, manage travel allowances before final submission.
• Once all information is confirmed, submit the request using the Submit Request button, after which it will follow the company’s defined approval flow.