PROCUREMENT SERVICES DIVISION

  • Travel & Conference


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  • We are pleased to announce that SAP Concur will be LIVE for Schools and Central Offices on April 1, 2024! 



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    After April 1, 2024, employee conference attendance requests will be entered in the new Concur Travel system. SAA's or those that have been designated by the School or Office as the Site Travel Specialists (STS) will have access to enter conference and travel requests on behalf of employees for their school/office.


    Concur can be accessed by going to Employee Self-Service (ESS.LAUSD.NET) and clicking on the Travel Management box.  

     

     

     

     

    District Travel Freeze Remains in Effect

    District Travel Freeze Exception Request Form. To request a freeze exception for Travel/Conference Attendance Requests, upload this form when submitting the travel request in the Concur Travel system. Signatures are no longer required on the form as the approval will be documented through the Concur system workflow.  

    Use one Freeze form if multiple travelers are attending the same conference. Attach a separate list of all the travelers (include traveler’s name, employee ID#, and job title) and upload to each request in Concur Travel.

    Travel Freeze does not include virtual conferences, webinars, or online training.

    The P-Card may be used to pay for the registration fees for virtual conference/webinar/training.  If the cost exceeds the P-Card limit, submit a Credit Card Exception Form to your P-Card Representative.

    Note: Attendees who self-pay the registration fees for virtual conference/webinar/training must submit a request in Concur Travel to receive reimbursement.

    Deputy Superintendent of Instruction's Justification Questions: Requirement for Schools and Offices under the Division of Instruction

    Out-of-state travel requests require approval from the Office of the Superintendent.

     

     

     

     



  • Frequently Asked Questions

If you encounter this error, please contact the Travel Unit as soon as possible.  The Travel Unit will promptly work with ITS to reset your access.

Make any required corrections in SAP Concur and resubmit.

  • Self-Paid: Payment that was paid with the traveler’s personal credit card or in cash
  • District Paid: Non-reimbursable expense which was paid with District funds on employees’ behalf, for example, paid by P-Card, T-Card, Imprest or Purchase Order,
  • Pending Card Transaction: The Concur system will default to this payment type. You will need to change it to either District Paid or Self-Paid, depending on how you paid for the expense item.

Employee profile data (name, cost center, manager, etc.) comes from SAP ECC. If data is incorrect, contact travel desk at procurement.traveldesk@lausd.net  or (562) 654-9058

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Click either “Provide Feedback” or click “No Thanks”. This is for the actual Concur system, not the set up or audit related.

 

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This is a SAP Concur server delay. Follow the instructions listed within the alert message and submit a ticket to LAUSD help desk.

 

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This is a SAP Concur server delay. Follow the instructions listed within the error message.          

 

It may not be supported by the request to expense copy down functionality. Manually enter all actual expenses into the expense report.

The user screen resolution is not optimized for viewing. Click Ctrl button and scroll with mouse to make screen resolution smaller as needed to see all information.

The expected check-in/check-out date will default to the expense transaction date. Manually enter correct check-in and check-out dates.

Receipts are required for all expenses except: Per Diem, Personal Car Mileage, and Sub-Teacher Costs.

Choose “yes” under Special Funding Assistance and submit the Expense Report/ Request, leaving the allocations blank.

Yes, you can allocate to the department’s cost center, fund, and functional area.

Approvers will approve through ESS at (https://ess.lausd.net).

Start a Request or Expense Report in SAP Concur.

Per the District policy, approval should be submitted at least 20 business days prior to the event for local and in-state travel and at least 30 business days prior to the event for out-of-state and international travel. If your trip is not approved by all approvers before the travel dates, you will not be able to book travel through Concur and you do not have the approval to travel.

If you choose to travel without approval in Concur, you will have to self-pay for any travel expenses and request reimbursement through the “retroactive travel request (RTR)” process. There is no guarantee that the RTR will be approved and you will receive reimbursement.

Delegates can create Requests and Expense Reports but cannot submit them. They can also enter the cost center, fund, and functional area, attach, and read receipts, and use reporting.

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This is a SAP Concur server delay. Follow the instructions listed within the error message.          

 

If your trip is not approved by all approvers before the travel dates, you will not be able to book travel through Concur, and per District Policy, you do not have approval to travel. If you choose to travel regardless, you will have to self-pay for any travel expenses and request reimbursement through the “retroactive travel request(RTR)” process. There is no guarantee that the RTR will be approved and you will receive reimbursement.  

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