Note: This page contains historical information and is no longer maintained.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.
Back to TopLead 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
Back to TopCollaborators
- 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
- Expenses fed to Concur are assigned to the correct custodian and statement report within a few days of purchase.
- Receipts and supplemental documentation stored electronically in Concur. No more paper.
- Budget authority approval online in Concur
- No more Banner JVs
Travel
- Concur Request required before booking and replaces Airfare Authorization form.
- Concur Expense replaces Duckweb Travel Reimbursement
- All airline bookings made using Concur Travel online booking tool, or university travel management company (TMC).
- Regular travelers enroll in new travel card program, the US Bank One Card. All travel expenses automatically feed to Concur.
- Concur Locate used by Risk Services for improved duty of care.
- Travel receipts stored electronically in Concur. No more paper.
- Travelers can add receipts by email and with their mobile device.
- Travelers can use Tripit Pro at no cost for itinerary management and airport wayfinding.
- Online approvals workflow for Concur Requests and Expense reports.
Communications
Around the O Workplace
BAONEWS
Pcard Custodians
Travelnews
- February 21st Concur Update for Travel Coordinators
- Mar 8th Concur is going live week of March 26th
- Mar 13th Travel Drop in Sessions
- March 20 Concur Launch
- March 21 Assigning Delegates
- March 22 Assigning Approvers
- March 28 Concur is Now Available
- April 1 Concur assignments workflow guest travel and training
- April 5 Tip How to Start a Travel Booking
- April 5 US Bank One Card
- April 10 Concur Tips and Drop in Sessions
- April 12 Travel Reimbursement Processing Time
- April 23 Request Booking Options Explained
- April 24 Concur Demo for Travelers
- April 30 Concur Demo for Travelers
- May 8 Concur Profile
- May 8 Guest Processing
- May 16 Airfare Approval and DuckWeb Decommission
- May 29 Tip How to send request approval to TMC
- May 30 Travel Policy Class, Guest Travel Class and Drop In Schedule for June
- June 18 Concur Updates and Educational Opportunities
- June 21 Concur System
- July 2 Concur Reminders, Tips, July Drop Ins
AAList
Budget Managers
HR Partners
All Employees Who Travelled During Past Year
- March 20 Concur Launch
- April 12 Concur Traveler Demonstrations
- April 30 Last Concur Demo for Travelers
- June 21 Concur System
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
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 |