Concur Request, Travel & Expense

Hello! Welcome to the online resource page for the new Concur Request, Travel, & Expense modules.

Join the Team!

Find Concur updates, training opportunities, tips, tricks, and best business practices with the UNT System Concur User Group in Microsoft Teams

Updates: October 2023

New Visual Theme for your SAP Concur Profile

The visual theme of your signed-in web experience for SAP Concur profile was updated October 2^nd, 2023. Click here for more information.

Below is a list of links and training videos referenced in our training sessions.

Basics

• NAVIGATION & TRAINING

  • Login to Concur
  • Exploring the SAP Concur Home Page - This video provides information about how to navigate the SAP Concur home page to quickly view and act on tasks.
  • Logging in & Submitting an Expense Report - Navigate to Concur via untsystem.edu/concur > Select Expense at the top of the screen > Select the Expense Report you need to submit > Select the orange button in the upper right hand corner "Submit" > answer any prompts.
  • Concur MicroLearning - Short How-To videos on completing frequent tasks. 
  • Training - Take self-serve training courses through your campus' learning management system Learn HSC or Bridge.
  • Terminology and Acronyms

• APPROVERS

  • Reviewing and Approving an Expense Report in SAP Concur - Learn how to review and approve expense reports in SAP Concur.
  • Viewing Past Approvals - Approvers can view Requests and Expense Reports they have previously approved.

• EXPENSE REPORTS

  • Icons – A list of icons seen in the Concur modules and what they represent. Most icons have descriptions when a mouse pointer is hovered over the icon.
  • Expense Report Statuses/Payment Statuses - Learn what each Expense report Status means and what actions can be taken
  • Viewing Past Requests/Expense Reports - Users can view their past Requests, Expense Reimbursement Reports and Pcard Statement Reports
  • Correcting and Resubmitting an Expense Report in SAP Concur - Your approver will return your expense report to you if any changes or additional information is required.
  • Adding Card Transactions to an Expense Report - How to Add University Ghost Card Transactions, Travel Card Transactions, or Pcard Transactions to an Expense Report  in Concur 
  • Working with Available Receipts - Available Receipts work with the SAP Concur Imaging Service to provide receipt images that you can either e-mail or upload.
  • Itemizing Expenses - You itemize your expenses to account for receipts that include both business and personal expenses, or to ensure that each of your expenses is accounted for correctly.
  • Allocating Expenses -  As you create an expense report, you can allocate expenses to different projects or departments.
  • Pcard-Working with Company Bill Statement Reports in SAP Concur - When you are using Purchasing Cards, also known as Pcards, the entire purchasing process is integrated with Company Bill Statements, providing your company with more control and visibility.

• TRAVEL

  • Requesting Approval prior to booking a trip - This short video gives the basics of creating a Concur Request prior to booking, submitting for approval, and then booking form the approved request.
  • Create an Expense Report from an approved Request - This short video gives the basics of creating an Expense Report from an approved Request.
  • Add Travel Allowances (Per diem Meals & GSA Lodging Maximums) to an Expense Report - Add per diem meals or GSA lodging maximum limits to an Expense Report
  • Itemizing Nightly Lodging Expenses in SAP Concur - Learn how to correctly itemize a hotel bill for expense reporting. This video provides step-by-step instructions on itemizing various expenses such as room fees, taxes, meals, and personal items.

• NON-TRAVEL

  • Create an Expense Report for non-travel reimbursements - This short video gives the basics of creating an Expense Report for any employee out of pocket expense that does not involve travel.
  • Mileage Reimbursement - Manual - How to enter a personal car mileage reimbursement in Concur
  • Mileage Reimbursement - Concur Drive - Drive is an SAP Concur app feature that empowers your mobile device to capture mileage for you – making expensing your local personal mileage easy.
  • Adding Attendees to an Expense - Some meal and entertainment expenses require you to add attendees to the expense. In the following example, you will see how to add attendees to a business meal meeting you hosted.
  • Creating an Attendee group - You can manage your attendees and create Attendee Groups in your Profile Settings.

FAQ

• • Concur & Travel FAQ - for Request, Travel, Expense, & Delegations

Team Travel

Cash Advances

Cash Advances are available to pay for University related travel expenses for employees on Team Travel with students and currently enrolled students. Cash advance services for students and employees are processed through an approved Request in Concur that has a Cash Advance attached. Cash Advance services are not allowed on state or sponsored project funds or for non-students/employees. Payment is provided by EFT and is paid out of the Traveler’s campus cash advance account chart string.

• • Cash Advance Setup in Concur Request - Employees that need to add a cash advance to their Concur Requests should complete this form before the Request is submitted and at least 15 days before the date of departure. This is a one-time setup. The user will be notified by the travel team once their profile has been updated for cash advance funtionality. At that point, the user can add Cash Advances, they can ask for cash advances on all of their future Concur Requests.
    NOTE: Completing this webform does not initiate a payment for cash advance.
•  
  • How to - Requesting a Cash Advance - SAP Concur Microlearning
    NOTE: Requests with cash advances attached must be submitted, fully approved, and itineraries booked at least 10 days prior to departure to give the Travel Team and Accounts Payable ample time to ensure a payment is issued.

Group Travel Arrangements

• Utilize group booking services with Collegiate Travel Planners.

User Profile

• Guide on updating Profile Settings – A setup guide for important profile settings that should be updated before using any of the Concur modules.
• Update your Travel Profile - Before you use Concur Travel for the first time, you will need to update your Travel profile.
• Manage Your Delegations - View your delegations and/or remove yourself as a delegate or travel assistant
• Non-Employee Concur Profile Set up - How to create a profile for a non-employee (students, prospective employees, and other non-employee guests of the University for non-travel reimbursements & travel pre-approval > travel booking > travel reimbursement.

• OPTIONAL TOOLS - TASK AUTOMATION & SELF SERVICE

  • Activate E-Receipts – Concur has partnered with some vendors to provide e-receipts that automatically send travel receipts to your Concur profile.
  • Enabling and Disabling Expense Assistant in SAP Concur - Expense Assistant adds all your expenses in your Available Expenses list to any open expense report.
  • Working with Expense Assistant in SAP Concur - Learn how to work with Expense Assistant and automatically create and modify expense reports

Roles within Concur

• Adding a Delegate - Give another employee access to your profile to build Requests and Expense reports on your behalf. If you need to be a delegate for someone, you can forward this link to them so that they can set you up.
• Acting as a Delegate – Log into another employee’s profile to work on their behalf.
• Manage Your Delegations - View your delegations and/or remove yourself as a delegate or travel assistant
• Concur Approver Role – For the approver: Approve Requests and Expense Reports submitted by employees they manage and/or on a fund they manage.
• Concur  Approver Delegate Previewer Role – As the approver, give another employee access to your profile preview Requests and Expense reports submitted for approval.

Mobile Apps

• Getting started with the Concur App – A setup guide for Android & Iphone operating systems.
• Getting Started with TripIt Pro - a short video on how to link your free TripIt Pro App to Concur

Troubleshooting

• Troubleshooting Missing Transactions in SAP Concur - Troubleshooting Missing Transactions in SAP Concur
• Working with Returned Reports - Correcting and resubmitting an expense report that was returned to you.
• My trip was cancelled/ I need to clear an encumbrance/ I need to close a Request - You can close a request after your approved expected expenses have been associated with a report or if the request has been canceled.
• I'm not receiving notifications from Concur/Preferred Email setup - If you previously had a student email address or an email address from one of the other UNT System institutions, you may have to set your current work email as your preferred email address so that you can receive Concur notifications as well as information from other systems throughout the UNT System Enterprise
• How to resolve Insufficient Budget with Requests and Expense Reports – Use PeopleSoft EIS Query Viewer to help resolve a budget error with Requests or Expense Reports in Concur
• GL Account Crosswalk - Use this quick reference to see what GL codes are tied to Expense Reports in Concur
• Resolving Error Messages: Itinerary Rows – A guide on resolving an error message about itinerary rows and Travel Allowances

Contact

UNT System Travel Department
940-369-5757
untsystem.edu/travel
travel@untsystem.edu