Concur - Setting up your Profile Overview In Concur, your profile stores your personal information used for booking travel and creating expense reports. You have the ability to update your Travel Profile to add information such as search preferences, frequent-travelers programs, TSA pre-check numbers, Passport and International Visa information, credit card information, and name Travel Assistants. It also includes settings to verify your email address, name delegates, and syncing a smart devices. The information updated in your profile settings will be used when booking travel in Concur and can help streamline the reservation process.

This guide will cover:

• Confirming your personal information and verifying your email address • Adding Travel Assistants and Delegates • Controlling Email Settings • Syncing a smart devices to your account

Logging in to Concur 1. Access Concur from the UC Travel Website: http://www.uc.edu/af/travel 2. Log in using your University of Cincinnati Central Login Account 3. Your Concur dashboard will automatically load

Confirming your Personal Information It is important to update your personal information to ensure accuracy when booking travel and to activate Concur features.

To view your profile settings click Profile on the top right of your screen. Click on Profile Settings

Select Personal Information

Review and update the following segments under the Personal Information section. Once complete, make sure to select save at the bottom of the page.

NAME Verify that your name in the system is the same as it appears on your ID or passport. This information will be imported in when booking travel.

CONTACT INFORMATION Enter your phone contact information. *Note either work phone or home phone are required and the requirement notice will not disappear once data is entered.

Click Add a new device as pictured above.

Device Name field is a free text, select the drop down arrow to select your phone from the list. Enter your mobile phone number. Acknowledge the Risk and Safety notice by placing a marker in the box. Please be sure to click OK prior to save. The verbiage in orange “***You must specify either a home phone or work phone.” will not go away.

EMAIL ADDRESS

It is important to verify your email address to be able to upload your receipts and itineraries to your Concur profile by emailing them to receipts@concur.com and forward travel plans to plans@concur.com, to have reservation added to your Trips. To verify you email address select Verify and enter in the code that was sent to your UC email address.

Travel Preferences

The Travel Preference section allows you to save your preferred travel settings. When booking through Concur, your first search results will correspond to any saved travel preferences. Example: If you select that you prefer hotels with pools in your Hotel Preferences then the Concur search will first display Hotels with pools. Sorting can be modified when the search results are returned.

Frequent-Travelers Programs and Advantage Programs These programs allow you to connect your reward programs to your Concur profile. Click Add

a Program, select the type of program (carrier name, car rental, or hotel). Select the name of

the company from the adjacent list. Enter the frequent traveler number. As you book the

applicable vendor the frequent guest number will automatically attach to the reservation.

TSA Secure Flight and International Travel Passports and Visas

The TSA information for gender and date of birth is required. The date of birth will remain masked. Complete the TSA Pre-Check information and Passport or International Visa information if applicable. Adding this information in your profile setting will automatically add it your travel reservation when booking through Concur or our contracted travel agency.

Travel Assistants Naming a user a travel assistant allows that user to book travel on your behalf. When the user books on your behalf, Concur will book travel with your profile information and will give the user an option to pay with a saved credit card in your account. To add an Assistant click on Add an Assistant, search for user in the pop-up window and select Save.

Credit Cards

Store credit cards on file or easy access or to allow your travel assistants to book travel using your saved cards. When you add a card you have the ability to select which travel defaults to that specific card. When booking travel, credit cards are charged for airfare, rail tickets and a service fee. Hotels will require a card for guarantees and will not be required for car rentals. Purchasing cards automatically appended to your profile. Save.

Enter the Assistants/Arrangers Name and place a marker in the box, which will allow them to Book Travel and select Save.

Adding Delegates You can name users as your delegate to act on your behalf to: create travel requests, approve travel requests, approve expense reports, and prepare travel and non-travel expense reports. Note that delegates cannot submit expense reports on your behalf, they can create the reports and notify you when complete. You will receive an email to review the report and then submit the report yourself. Under your Profile Settings menu, select Expense Delegates. Click Add, type in and search for the desired delegate. A list will populate based on your search. Select the appropriate user for the list.

Assign the permissions to your delegate by checking the box under each setting. Click Save

Can Prepare: Delegates can prepare expense reports on your behalf and notify you when complete. You are still required to submit the report yourself. Can Submit Requests: Delegates can create and submit Travel Requests. Can View Receipts: Delegates can view uploaded receipts. This will set by default if you select the Can Prepare option. Receives Emails: Delegate will receive all the same Concur emails as you.

Approver’s settings – These options will only be visible if you have the approver role settings. You can only name users who have the approver role to be an approver delegate.

Can Approve: Delegates can approve expense reports. These rights will expire after 180 days. Can Approve Temporary: Set a time limit that a delegate can approve on your behalf. Can Preview for Approver: Delegate can view expense reports in your approval queue but cannot approve the reports. Receives approval Emails: Delegate will be copied on approval related emails.

Controlling Email Settings Concur will automatically send emails based on several different actions. You have the options to update these automatic emails based on your preference. 1. Under your Profile Settings menu, select Expense Preference

2. Select your desired setting and click Save.

Note: Company card transactions refers to P-card charges.

Syncing a smart devices to your account

Concur has a mobile app that allows you to sync your Concur profile to your device. With the Concur App, you can complete tasks such as taking and uploading pictures of receipts, viewing unallocated P- card expenses, and approving travel requests and expense reports.* Concur will be retiring the Concur mobile app on both the Windows Phone and BlackBerry platforms effective January 31, 2018

1. Under your Profile Settings menu, select Mobile Registration.

2. Search for “Concur” in your app store and download. You also have the option to send a link to your email address to open the link on your phone to download.

Concur will be retiring the Concur mobile app on both the Windows Phone and BlackBerry platforms effective January 31, 2018

3. There are two ways to sync the Concur App to you profile:

Using Company Code: When signing in on the mobile app select “Company Code Sign In.” Enter the company code found in the screen below. After entering your company code log in using your University of Cincinnati Central Login Account.

Create PIN: You can sign in by using the displayed Username and creating a Concur PIN in the screen below. The PIN will serve as your password when signing into your Concur mobile app.

For more information about the mobile app click the link for a guide using the mobile app: http://www.concurtraining.com/pr/mobile