Travel / Concur Training

“Three Steps to Concur/Travel Success”   

Date: Thursday, February 29, 2023        10:00 AM-12:30 PM 

This monthly workshop provides UO business travelers, delegates, and travel planners with some simple keys to success so users can easily create Concur Requests, Book Travel, and file their Expense reports.

Teams session:  https://uomytrack.pageuppeople.com/learning/3314

Topics include:

  • Brief overview of UO travel website and travel policy: IRS Accountable Plan, Business Purpose, basic UO Travel Policy requirements, how to find UO travel information
  • Tips for Travel Planning
  • Concur:
    • Completing your Concur profile, verifying your email, how to set up the Concur mobile app and your free TripIt Pro account
    • Step 1:  Obtaining pre travel approval in Request
    • Step 2:  Booking Travel:  Booking Tool versus TMC (travel agent assist)
    • Step 3:  Expense Report
  • Resources and Help

 

Quarterly Travel Policy 

Date: TBA      8:30am - 1:00pm 

Location: Teams session

Training for new Travel Delegates or delegates wanting a refresher.  If you are booking and processing travel reimbursements for UO business travel, please attend this important training to learn UO Travel Policy, IRS Accountable Plan guidelines and for an overview of the Concur Travel and Expense system. Required for Concur Processor candidates.

Please register on My Tracks:  https://uomytrack.pageuppeople.com/learning/3331/timeslot/282857

 Areas of focus include: 

  •   IRS Accountable Plan/UO Travel Policy
  •   Best Practices and tips for travel arrangers
  •   Federal Grant funded travel
  •   Employee, Guest, Student and Volunteer travel expense reimbursement
  •   BA and Travel website overview
  •   Online travel resources


Concur Monthly Roundtable          Location:  Teams session

Wednesday, February 28, 2024 **  11:00am - 12:00pm

The UO Travel Office hosts a monthly Concur Roundtable for Concur travel delegates and travelers on the last Wednesday of each month. It’s an opportunity to meet your peers and share best practices, stay informed about changes and updates, and provide feedback related to Concur and UO travel.

Winter/Spring Mash Up! It has been a wild winter and we are fast approaching spring. Now is a good time to catch up with one another, share travel industry updates, and brush up on our travel policy and processes knowledge. Please join the Travel Office for “Mash Up” of travel topics!

 Discussion topics include:

  • Guest Travel: Prospective Students, International Guests, and UO Student Travel
  • Concur Booking Tool: Tips for a smooth booking and approval experience
  • Lodging: Industry trends for savvy travelers
  • One Cards for Graduate Employees
  • Q and A

Microsoft Teams Need help? 

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Meeting ID: 293 471 968 144 

Passcode: 8TVuVg 

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+1 971-323-0058,,322151841# United States, Portland 

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Phone conference ID: 322 151 841# 

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Lunchtime Travel Talk

Date: TBA                  Time: 11:00 AM to Noon

Travel Policy/Concur Overview Monthly Training Video Recording:

Part 1: Request and Travel

Part 2: Expense

Travel Talk - Clery Act

Part 1 - Introduction, Travel Policy Guidelines, Tax Treatment

Part 2 - Persons Eligible for Expense Reimbursement, Travel Expense Payment, Misc. Travel Expense

Part 3 - Lodging, Meals, Transportation, Vehicles (Personal, Rental, Motor Pool)

Part 4 - Concur Overview

Concur Roundtable Materials: 

May 2023 - FY23 Year End Travel and Accrual Processes 

July 2022 - Concur New UI Presentation (Powerpoint)    Concur New UI (Recording)

April 2022 - Fiscal Year End Preparation (Recording)

March 2022 - Top 10 Travel Policy Tips (Powerpoint)    Top 10 Travel Policy Tips (Recording)

February 2022 - One Card for Travel (Powerpoint)     One Card for Travel (Recording)

January 2022 - Student Travel (Powerpoint)  Student Travel (Recording)

September 2021 - Moving Procedures

August 2021 - The world awaits! A discussion on UO International business travel      (Powerpoint)

July 2021 - Be fast, be efficient, and save money for your department-Use the Concur Booking Tool!    (Powerpoint)

June 2021 - Three Steps to Success in Concur

May 2021 -

                 Slide Deck: May Travel Round Table

March 2021 - 

                Slide Deck:  Looking Ahead: Proactive Travel Planning During COVID-19

March 2021 - Travel Talk:  Concur Mileage Calculator Tool

February 2021, Part 2 -  "Vehicle Travel Policies and Tips"
 

Department Workshops:  "Three Steps to Concur Success"

The UO Travel Office offers a one hour workshop for your staff on "The Three Steps to Concur Success".   This session will provide UO business travelers or their support staff with some simple keys to success so users can easily create their Concur Request, Book Travel and file their Expense report.   Consider this useful workshop for a staff meeting or an Office Hours session.  Let us help you feel more comfortable in the system.   We can also provide custom sessions for your specific needs.  Here are training/discussion topic for ideas: 

  • UO Managed Travel Program:  How to book UO business travel - TMC (UO travel agency) or Concur booking tool, UO Lodge Cards, One Card corporate travel card
  • Concur booking tool:  How to use search filters, booking hotel and cars, how to find your current and past travel itineraries  
  • Concur Request/Duty of Care: the purpose and features of Request
  • Expense/Reimbursement:  Check out the features: Travel Allowance /per diem tables, Mileage Calculator, allocating funds, hotel itemization, print/summary report
  • Guest/ Student travel: Acting as a host to book guest travel with Concur.
  • Mobile tools:  Life savers for your road warriors - Concur Mobile App and Tripit Pro: Itinerary and schedule organizers, ExpenseIt enhancement - receipt capture for smart phone users.  
  • Reporting tools:  Analyze your travel spend, review trends, compliance issues
  • Concur Q&A:  Your questions answered, review of your current projects
  • Workflow analysis:  Streamlining your approval, analyzing if you have too many touch points, is your process meeting your departmental needs
  • Concur Resources:  Where do I get help?  Tour of UO Travel office website for: ** Concur Step-by-Step manuals, FAQ, tips; ** UO Concur/Travel email and phone numbers; ** UO Travel Agency after hours emergency help