Concur Overview

This training is to give you a better understanding of how the Concur system operates and what is needed to complete travel requests and expense reports for reimbursement.

What is Concur?• The Texas A&M University System has contracted with Concur to provide

travelers with a best-in-class end to end travel solution. It allows organizations to book travel and track expenses from booking to reimbursement. Therefore allowing TAMUS to better manage the travel and the reimbursement accounting process.

• For managers, department heads, and travel approvers, the system will automatically route employee travel requests which will allow for online approval from the pre-trip to post-trip reimbursement cycle. Email notifications will assist with making approvers aware of pending items.

Booking Travel through Concur

This PowerPoint will mainly focus on the expense aspect of Concur but please be aware that Concur has a booking tool. It works much like other online reservation tools (Expedia, Orbitz, etc.). Travelers are not required to book reservations through Concur but it is encouraged as it the most seamless way to use Concur.

Concur provides TAMUS contract rates which will be equal to or less than rates found outside Concur (conference hotel registration rates is an exception). TAMUS has negotiated airline rates that are lowest if booked through Concur. Our TAMUS car rental contracts are also easily accessed through Concur.

Concur is Accessed Through the SSO Menu

•Access eTravel by logging into the Single Sign On (SSO) screen •You will need your UIN & password•Click eTravel/Concur to access the program

eTravel/Concur

Main Page of Concur

Profile

• Please do an initial review of your profile to ensure it is accurate.

• Once set up and saved, you will not need to review each time you enter.

Complete Your Profile

• Click on “Profile” in the upper right

• Select “Profile Settings”

• Look at tabs on left side (Be sure to scroll down the page to see all choices)

Profile Continued

• Under Personal Information, verify your name (needs to be your passport / travel document name) and UIN. Complete addresses and contact information if desired.

• Email Address – it will start off like below as “Not verified. Click “Verify” and follow the instructions.

Entering Credit Cards into your Profile

• The below website has instructions for many tasks within Concur.

https://it.tamus.edu/concur/documentation/userguides/

Please review the one titled, “Entering Credit Cards into your Concur Profile”.

Credit cards entered can be corporate liability cards (discussed in great detail later in the presentation) and/or personal credit cards.

Profile - Expense Delegates

• Expense Delegates are assigned in the profile.

• Setup expense delegates if you want to allow someone to prepare documents (expense reports or travel requests) on your behalf.

• If granted certain access, expense delegates can also approve documents that are routed to you for approval.

• Instructions for setting up an expense delegate can be found under Concur User Guides. Please see “How to Add a Delegate”.

DelegatesIf you are a delegate, you can switch to that person’s profile for roles such as expense reports and travel arrangement. Delegates cannot submit expense reports. The traveler must do that themselves.

When making reservations for someone else, make sure you are logged in as a delegate for them – otherwise ticket / reservation will be created in your name instead of the traveler.

Delegates

To act as a delegate (if role has been given to you), under profile “administer for another user…”, select

user, and apply.

Delegate Video

• Many topics throughout this training have short videos created for them. All videos can be access on the website:

https://it.tamus.edu/concur/training/

• Watch video: “How to Delegate Into Another User’s Profile in Concur” for more information.

Creating a Domestic Travel Request

Before reviewing the next slides, please watch the video:

How to Create a Domestic Travel Request in the New Concur UI

Create a Travel Request

• TEES requires for all foreign travel only - check with your department if they require for other trips as well.

• Click on the Request tab

New Request

Create a Travel Request (TR)

Fill in the required fields (red lined) and hit save. (The expense tab is where you will choose categories to estimate your expenses if you wish.)

Click “Save” when completed.

Create a Foreign Travel Request

When completing a foreign travel request, there are additional steps such as entering the Country(s) you are visiting and selecting if you are visiting a risk country as determined by the State Department. If the country is under a warning, the request will require a form to be attach and submitted. Please contact Brian Ridenour, 979.458.2586, in TEES Risk Management for more information about high risk travel.

Creating a Foreign Travel Request

To learn about this topic, please watch the video:

How to Create a Foreign Travel Request in the New Concur UI

Estimate Expenses on TRs

When saving the travel request this page will appear. This page allows you to add estimated expenses for travel (not required by TEES).

1. Click New Expense

2. Choose a category:Lodging, Meals, Transportation, Other

TR Expenses

• Some departments require an amount, while others will accept a zero dollar amount. (Please note that the fiscal office is looking for an “approved” request).

• If you do estimate expenses on the TR, when it feeds to FAMIS, it will encumber against the account listed on the expense report. Please estimate only in the major travel expense categories (not in “other”) to allow for easy release of your encumbrances.

Travel Request RoutingTR routing differs based upon whether dollars were put on the TR.

If dollars were included, routing will be related to the account (called cost object routing). See FAMIS FRS919 for the department linked to the account.

If the TR was $0 (and no expense category entered), it will route based on the adloc’s first signer on FRS919 (seq. 998). You can see this on FAMIS FRS862.

TRs will not route to SRS. (Expense Reports route to SRS).

Remember, travelers must submit their own TRs – delegates cannot submit on their behalf.

Adding Travel Request RoutingIf you would like TRs to route to other people, in addition to the ones described on the last slide, you can manually add approvers. For example, if your supervisor is not an approver but you would like their permission, you can add them to the routing as well.

To learn about this topic, please watch the video:

How to Add an Approver to Request Routing in New Concur UI

Approved Travel Requests

(Where did it go? Let’s Review)• Once approved, it will remain in your Active Work queue until you

complete your trip and submit an Expense Report for reimbursement.

• Remember, Travel Requests are only required for foreign travel.

Expense Reports• This is the mechanism to allocate travel expenses to accounts.

- If the employee is out of pocket for any expenses this will generate a check or ACH to repay them.

- If the University/Agency travel card was used, expenses will be properly allocated.

- Expense reports should be submitted within 30 days of the end date of travel (remember, taxation starts at 90 days).

• The expense report can and should be started as soon as the trip incurs expenses. This can be prior to travel, such as conference registration or airfare purchased prior to the departure date.

Expense Report Videos

• An expense report is created differently depending upon whether a travel request was created first.

Watch these videos for instructions:

How to Create an Expense Report without a Request

How to Create an Expense Report from an Approved Request

Screen Shot of a Way to Create a New Expense Report

Creating Expense Reports

• As the video explained, fill out all information with Red Line and then select next.

• Can also create an expense report by clicking on the Travel Request as well or select the “add” button to add the Travel Request to the Expense Report.

Adding Expenses on Expense Reports

• Create a new expense for every field you are claiming. (Meals can be listed by daily totals or individually by transactions).

• Use the mileage calculator for miles driven or upload your point to point as a receipt (i.e., attach it to your mileage claim).

• Hotels must be itemized by lodging rate and by hotel tax for each day. This can be done with the “nightly lodging expense” tab.

Adding Receipts

It is helpful to add receipts before putting expenses on a report. There are multiple ways receipts can be added.

Watch video “How to Add Expenses to an Expense Report” for instructions.

GSA Rates

Please remember that the GSA Rate field on the expense report header should only include the meal rate from the GSA website, not the hotel amount.

For local funds, when meals for a single day exceed the GSA rate for that location, all meal expenses for that day must be substantiated. Substantiation includes an imported CBT Travel Card charge or a receipt. If your travelers will use the ExpenseIt app (more detail later) to capture a receipt image, Concur will create the expense for them and attach the receipt, eliminating the manual work required to create the expense.

CBT Charges

• Another way that charges get into Concur is by the use of the Citibank central billed travel (CBT) card which is issued in the employee’s name.

• The expenses are paid by a TEES clearing account and allocated to the proper department account through Concur.

• The single card can be used for airfare, hotel, rental car, rental car fuel, meals, taxis, etc. on local funds.

• This card will keep TEES employees from being out of pocket for travel expenses.

CBT Continued

• Travel expenses charged to this card are the most seamless method to complete a Concur expense report.

• All employees with even minimal business travel should apply for a CBT Travel card.

• We recommend that departments complete applications for all employees that might travel and pick the cards up to maintain cards centrally.

CBT Application

• TEES employees (admin and centers/institutes) should complete the TEES Travel Card Application and Agreement Form and review the CBT Travel Card Responsibilities and Usage.

• College of Engineering or other TAMU personnel should complete the TAMU Travel Card Application and Agreement Form if they do not already have a TAMU University CBT Travel Card in their name. Visit the TAMU Financial Management Operations card program website.

• PVAMU, TAMUK, TAMUCC personnel should complete the Travel Card Application and Agreement Form for their Member if they do not already have a Member University CBT Travel Card in their name. Contact your Fiscal Office for information about the Citibank Centrally Billed Employee Travel Card (CBT) in Employee’s Name for your Member.

Another Concur Card - Dart Cards

• Issued in the agency’s name and must be linked in Concur to an active employee who will be responsible for allocating the expenses on the card to the appropriate expense report in Concur.

• Used for prospective employee, guest, and non-employee student business travel expenses.

• Used for any valid travel expense (airfare, hotel, rental car, rental car fuel, meals, taxis, etc.) on local funds.

• Checked out to guest, non-employee student, etc. for their travel and then cancelled once the travel period has ended.

DART Application

• TEES employees (admin and centers/institutes) should complete the TEES DART Card Application and Agreement Form and review the DART Travel Card Responsibilities and Usage.

• College of Engineering or other TAMU personnel should complete the TAMU DART Card Application and Agreement. Visit the TAMU Financial Management Operations card program website.

• PVAMU, TAMUK, TAMUCC personnel should contact the TEES credit card administrator to discuss the Citibank options for your campus.

• (Your employee named CBT can also be used for airfare and other expenses you want to book for non-employee guests and non-employee students. The CBT card may NOT be used for any other employee’s travel expenses).

TFO Memo 2015-01

For more information on Citibank Travel Cards and their impact on Concur, review TFO Fiscal Office Memorandum 2015-01 which is available on the TEES Travel Website.

Back to Expense Reports

There are several more videos that you need to watch to understand preparation of expense reports.

How to Itemize an Expense Report

How to Mark an Expense as Personal

How to Allocate an Expense

How to Reimburse a Guest in Concur

Expense Reports (Submission)

• Once all claims are added and the required receipts attached, you are ready to click the submit button. You’ll find it at the top right of your expense report.• If you are creating one for another traveler then

you will see the “notify employee” button. Traveler must submit the Expense Report themselves.

• It will then route to the appropriate account owners for approval before arriving in SRS and / or TEES Fiscal for processing.

Submission Continued

• Please note that if you are completing an expense report for another traveler you may only notify the employee one time.

• If corrections are needed the “notify employee” button will not reappear.

• Please email or call the employee and let them know the expense report is ready for submission.

Who Can Submit Reports?

The Traveler’s submission

is their electronic signature.

What Goes On My Report?

YOUR expenses only! (make sure receipts are in your name)

NOT OTHER PEOPLE’S EXPENSES

Do not pay for another employee’s travel expenses. If you do, it will be between you and the other traveler to personally work out what is owed back to you.

Expense Report Routing

Expense Reports route based on the department linked to the account(s) used (called cost object routing). See FAMIS FRS919 for the department linked to the account.

If an SRS account was used on the expense report, routing will be based upon the account itself (not the department).

Adding Expense Report RoutingIf you would like an Expense Report to route to other people, in addition to the ones described on the last slide, you can manually add approvers.

To learn about this topic, please watch the video:

How to Add Approvers to an Expense Report

For Approvers

Notice there are options for Requests and Expenses-When there are approvals waiting your review there will be a number (see Trip for example), click on box to see information

How to Approve a Travel Request

To learn about this topic, please watch the video:

How to Approve an Authorization Request in New Concur UI

How to Approve an Expense Report

To learn about this topic, please watch the video:

How to Approve an Expense Report in Concur

Apps Available for Concur

There are two free applications (Apps) travelers should consider adding to their mobile devices.

1. Concur Mobile

2. ExpenseIt

Please see the next slides for details about each App.

Concur Mobile

The Concur Mobile App can be very useful for travelers when away from their desktop computers. Review the following videos for more information about downloading the App and the specific topics below:

https://it.tamus.edu/concur/training/

ExpenseIt App

ExpenseIt is a mobile application that allows travelers to simply take a picture of their receipt at the time of the expense using an iOS and Android mobile device. ExpenseIt handles the rest. The software uses optical character recognition technology to read the receipt image and determine the type of expense, amount, vendor, etc., and automatically create the expense. It also adds itemizations for hotel entries, saving you from having to manually itemize your hotel expense. This allows for quicker and more accurate report creation, minimization of the manual entry involved in creating reports, and allows the report to be submitted more quickly, which leads to quicker reimbursements.

Where do I Sign Up for ExpenseIt?

ExpenseIt uses the same login and PIN as the Concur Mobile App. If you have never signed up for mobile app usage, please visit the Mobile Registration section of your Concur profile in order to assign yourself a mobile PIN. Once complete, ExpenseIt is available for download in Google Play as well as the iOS App Store.

How do I Use ExpenseIt while Traveling?

Once you’ve downloaded and signed into the application, ExpenseIt is very easy to use.

Simply take a picture of your receipt and save the image.

ExpenseIt will notify you once the expenses are created and you can export them to Concur.

Watch this video on ExpenseIt to learn more:Using ExpenseIt to Create and Add an Expense and Receipt to an Expense Report

If you still have questions please review the ExpenseIt User Guide for detailed instructions.

Can Delegates use ExpenseIt?

Yes!

A delegate can email a receipt image to receipts@expenseit.com and put their user’s verified email address in the subject. ExpenseIt will process the image and will send it to Concur to assign to the user whose verified email address is referenced in the subject. The user must have a verified email address in their profile. Once in Concur, it can be imported to a report.

Questions?

We hope this overview of Concur has been very helpful and you will watch all of the videos embedded within it and review the user guides mentioned.

Contact the TEES Fiscal Office if you have additional questions.

Lynn Krueger 979.458.7446Kelley McDermott 979.862.9129Karen Gregory 979.458.7438