Travel / Concur Training

“Three Steps to Concur/Travel Success”

Upcoming Dates and Times:

Thursday, September 10th, 9:00 AM- 12:00 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.

Register On MyTrack

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 - 12:30pm

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 MyTrack

 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  

The UO Travel Office hosts a monthly Concur Roundtable for Concur travel delegates and travelers on the first 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.

Date: Wednesday, November 4th, 2026    Time: 11:00 AM to Noon

Guest Travel-The University of Oregon hosts visitors from all over the world for a myriad of business activities. Whether a guest comes to the UO as a speaker, performer, employee candidate, or visiting scholar, their visit brings meaningful benefits to the UO community and we want to put our best foot forward in providing guests travel options that meet our institutional policies and make the travel and reimbursement process a positive experience. This is accomplished through clear communication and a consistent process for gathering information and documentation, assisting with travel reservations, and completion with reconciliation and reimbursement of travel expenses after the travel is complete. Please join the Travel Office as we explore the twists and turns of guest travel and help build processes that will make planning a breeze for everyone from the hosting faculty member, to the travel administrator managing logistics, to the honored guest. We hope to see you there!

Topics Include:

  • Information Gathering: Start with the basics-what is the traveler doing, when is the guest traveling, where are they going and where are they starting and ending, and what expenses will be paid?
  • Documentation-what to get, how to get it, and who to send it to
  • Planning considerations for non-U.S. Citizens-I94 and International Visitor’s Declaration Form
  • IRS Accountable Plan and guest travelers
  • Using Concur for guest travelers-Request, Booking Tool, and Expense Reports
  • Best business practices for paying a guest for travel, services, or both
  • A review of direct payments to third parties (think airfare and hotel)
  • Q&A

 

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Microsoft Teams meeting 

Join: https://teams.microsoft.com/meet/2235299675825014?p=uK1Z7tfgxUA6iPK9MV

Meeting ID: 223 529 967 582 501 4 

Passcode: 7tD2fz3T 

Need help? | System reference 

Dial in by phone 

+1 971-323-0058,,718560196# United States, Portland 

Find a local number 

Phone conference ID: 718 560 196# 

For organizers: Meeting options| Reset dial-in PIN 

Org help

Travel Policy/Concur Overview Monthly Training Video Recording

 

Concur Roundtable Materials

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

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