Concur Project 2018

Concur Project 2018

Note: This page contains historical information and is no longer maintained.  Please refer to the BAO Travel page for current information.

Background

Two years ago BAO convened a representative group of stakeholders across campus to improve travel policy.

The Banner 9 release from Ellucian prompted a decision to either re-write our home grown DuckWeb travel reimbursement solution or procure a modern and more feature rich travel expense management solution from a third party vendor.  

A team of travel experts from across campus evaluated leading solutions in a competitive process and recommended Concur.

Last year the university acquired and began implementing the Concur travel and expense management system.

Concur Request will be used for pre-trip travel requests.  Replaces Airfare Approval Form

Concur Travel will be used for online travel booking.  Lower ticketing fees than working directly with TMC.

Concur Expense will be used for both procurement card and travel expense management.  Replaces DuckWeb travel.

Concur Locate will be used by Risk Services to exercise duty of care for our travelers in emergency situations.

Lead Contacts

Procurement Card Expense Management:

John Beeson 6-3735 or Shari Powell 6-3283  email: pcard@uoregon.edu

Travel Expense Management:

Laurie Jacoby 6-3158 or Brian Strait 6-2387

Collaborators

  • Mike DeMartini Athletics
  • Kayleen Upton Advancement
  • Lo Owens Political Science
  • CJ Nelson Business Affairs
  • Jessica O'Connor Economics
  • Teri Rowe Economics
  • Angie Towle Human Physiology
  • Jeanne Basom Physics
  • Jenna Babcock LCB
  • Kristina Mollman Political Science
  • Elise Landry Mathmatics
  • Sherilyn Schwartz Mathmatics

Timing

Procurement Card

  • Configuration fall 2017 
  • Testing December 2017
  • Training January 2018 and ongoing...
  • Go Live the January 26th US Bank statement will be fed to Concur. 
    Note: Banner pcard JVs for the February 2018 bank statement and beyond will be generated automatically by Concur and must not be entered manually to avoid duplication. 

Travel

  • Configuration fall 2017 
  • Testing January 2018
  • Training February 2018 and ongoing
  • Go Live March 27 2018

Changes

Procurement Card

  1. Expenses fed to Concur are assigned to the correct custodian and statement report within a few days of purchase.
  2. Receipts and supplemental documentation stored electronically in Concur.  No more paper.
  3. Budget authority approval online in Concur
  4. No more Banner JVs

Travel

  1. Concur Request required before booking and replaces Airfare Authorization form.
  2. Concur Expense replaces Duckweb Travel Reimbursement
  3. All airline bookings made using Concur Travel online booking tool, or university travel management company (TMC).
  4. Regular travelers enroll in new travel card program, the US Bank One Card.  All travel expenses automatically feed to Concur.
  5. Concur Locate used by Risk Services for improved duty of care.
  6. Travel receipts stored electronically in Concur.  No more paper.
  7. Travelers can add receipts by email and with their mobile device.
  8. Travelers can use Tripit Pro at no cost for itinerary management and airport wayfinding.
  9. Online approvals workflow for Concur Requests and Expense reports.

Communications

Around the O Workplace

BAONEWS

Pcard Custodians

Travelnews

AAList

Budget Managers

HR Partners

All Employees Who Travelled During Past Year

PCard Training

Drop in Sessions - An ongoing series of Concur drop in sessions will be offered at the Thompson University Center Training Room (305).  These sessions will continue through the implementation of Concur travel and all users are encouraged to show up if and when they have issues relative to their regular processing tasks.

Videos:

PCard Custodian Training

1/3/2018 Thompson University Center, rm. 305
1/4/2018 Thompson University Center, rm. 305
1/5/2018 Thompson University Center, rm. 305
1/9/2018 Thompson University Center, rm. 305
1/11/2018 Thompson University Center, rm. 305
1/12/2018 Thompson University Center, rm. 305
1/16/2018 Thompson University Center, rm. 305
1/18/2018 Thompson University Center, rm. 305
1/19/2018 Thompson University Center, rm. 305
1/19/2018 Thompson University Center, rm. 305
1/22/2018 Thompson University Center, rm. 305
1/25/2018 Thompson University Center, rm. 305
1/26/2018 Thompson University Center, rm. 305
1/28/2018 Knight Library

 

PCard Custodian Drop Ins

2/5/2018 Thompson University Center, rm. 305
2/7/2018 Thompson University Center, rm. 306
2/19/2018 Thompson University Center, rm. 307
2/20/2018 Thompson University Center, rm. 308
2/21/2018 Thompson University Center, rm. 309
2/22/2018 Thompson University Center, rm. 310
2/23/2018 Thompson University Center, rm. 311
2/26/2018 Thompson University Center, rm. 312
2/27/2018 Thompson University Center, rm. 313
2/28/2018 Thompson University Center, rm. 314
2/28/2018 Thompson University Center, rm. 315
3/1/2018 Thompson University Center, rm. 316
3/1/2018 Thompson University Center, rm. 317
3/6/2018 Thompson University Center, rm. 318
3/5/2018 Thompson University Center, rm. 319
3/7/2018 Thompson University Center, rm. 320
3/8/2018 Thompson University Center, rm. 321
3/9/2018 Thompson University Center, rm. 322
3/14/2018 Thompson University Center, rm. 323
3/15/2018 Thompson University Center, rm. 324

Travel Training

Training is under way for Travel Coordinators and Travelers

Travel Coordinator Slide Presentation

Video: Concur Traveler Demo (recorded on 4/30/18)

Video: How to set up a delegate

Video: How to Assign Assistant/Arranger for booking

Video: How to submit a Request

Video: How to  use Trip Search

Travel Coordinator Presentations Knight Browsing Room

2/19/2018  
2/28/2018  
2/26/2018 1-3PM
2/28/2018 10-12PM
3/5/2018 10-3PM *OIMB Charleston
3/6/2018 10-12PM
3/9/2018 10-12PM
3/21/2018 2-4PM
4/2/2018 * White Stag Portland

 

Drop In Help Sessions TUC 305

5/2/2018 9:00 - 10:30AM Concur Drop in (Del;egates/Travelers) - Travel Allowance/Meal per diem, followed by open forum QA
5/3/2018 11:00 - 12:00PM Guest process in Concur - Training (Thompson University Conference room - 2nd floor) Register in My Tracks
5/4/2018 1:30 -3:00PM TRAVELERS - Concur Drop in
5/7/2018 1:30 -3:00PM Concur Drop in (Delegates/Travelers) - One Day Trips/Overtime Meals, followed by open forum QA
5/9/2018 9:30 - 11:00AM Concur Drop in(Delegates/Travelers) - Processing Lodge Card/One card - followed by open forum QA
5/14/2018 1:30 - 3:00PM Concur Drop in (Delegates/Travelers) - Personal Time on Request and Expense - followed by open forum QA
5/15/2018 1:30 - 3:00PM TRAVELERS -Concur Drop in
5/22/2018 9:00 - 10:30AM

Concur Drop in (Delegates/Travelers) - Concur Requests  - followed by open forum QA

5/24/2018 1:30 - 3:00PM TRAVELERS - Concur Drop in
5/30/2018 10:00 - 11:30AM Concur Drop In (Delegates/Travelers) - Concur Booking tool followed by open forum QA
5/31/2018 3:00 - 4:30PM TRAVELERS - Concur Drop in
6/5/2018 9:30 - 10:30 Concur Drop in (Delegates/Travelers)
6/7/2018 11:00 - 12:00 Concur Drop in (Delegates/Travelers)
6/13/2018 1:00 - 2:00 Concur Drop in (Delegates/Travelers)
6/14/2018 11:00 - 12:00 Concur Drop in (Delegates/Travelers)
6/19/2018 1:00 - 2:00 Concur Drop in (Delegates/Travelers)
6/20/2018 1:00 - 2:00 Concur Drop in (Delegates/Travelers)
6/25/2018 11:00 - 12:00 Concur Drop in (Delegates/Travelers)
6/27/2018 10:00 - 11:00 Concur Drop in (Delegates/Travelers)
7/5/2018 1:30 - 2:30 Concur Drop in (Delegates/Travelers)
7/9/2018 2:00 - 3:00 Concur Drop in (Delegates/Travelers)
7/17/2018 10:00 - 11:00 Concur Drop in (Delegates/Travelers)
7/19/2018 3:00 - 4:00 Concur Drop in (Delegates/Travelers)
7/24/2018 1:30 - 2:30 Concur Drop in (Delegates/Travelers)
7/27/2018 2:00 - 3:00 Concur Drop in (Delegates/Travelers)
7/31/2018 10:30 - 11:30 Concur Drop in (Delegates/Travelers)

 

Guest Travel Processing

  • Thursday, May 3  – TUC, 2nd Floor Conference Room – 11:00AM – 12:00PM
  • Thursday, May 17 – TUC, 2nd Floor Conference Room – 1:00PM – 2:00PM
  • Tuesday, May 22 –  Knight Library – 11:00 AM – 12:00 PM
  • Tuesday, June 5 – TUC, 2nd Floor Conference Room – 1:00 PM – 2:00 PM

 

 

Budget Manager Presentations Drake Conference Room

3/15/2018  
2/21/2018  

Traveler Demos Ford Alumni Ballroom

Slideshow

Video: Concur Traveler Demo (recorded on 4/30/18)

Video: How to set up a delegate

Video: How to set up the Concur mobile app

Video: How to submit a Request

Video: How to  use Trip Search

4/9/2018 10-12PM
4/16/2018 10-12PM
4/25/2018 1-3PM
4/30/2018 1-3PM