Concur Travel Manual
Concur Profile and Group Maintenance
(Use the Service Portal link below for profile maintenance requests: TMC assignment, approvers, delegate, user group assignments)
UPDATED!! Template: Concur Profile/Group Maintenance
Concur Profile and Group Maintenance Service Portal
For all other Concur and Travel questions contact:
Concur/Travel Help Desk: Email: travel@uoregon.edu ** Phone: 6-3100
Profile Settings
Complete your Concur Profile Settings
Travelers must complete their Concur profile settings to work in Concur. Concur Request is required to be approved prior to all official and business-related university travel, so a completed profile is an important and necessary step.
Steps to Complete
Enable E-Receipts in Concur
Enable e-receipts to automatically receive electronic receipts from participating vendors. Receiving e-receipts can save you time by pre-populating your expense report.
Steps to Complete
1.) Log in to Concur
2.) Click on the Profile button, then click Profile Settings
3.) In the Profile Options, Click on E- Receipt Activation
4.) Review the statement and click to agree. If you decline, you will not receive E-Receipts.
5.) After clicking Agree, there is no notification. You will see the following.
Concur Mobile App activation
Steps to Complete
Acting as a Delegate-on behalf of another user in Concur
To act on behalf of another user in Concur, they will need to assign you as their Delegate or contact the Travel Office for assistance. Then follow the next 4 steps:
Steps to Complete
1.) 1
To act on behalf of another Concur user (Delegate), click on the Profile box in the upper right side of the Concur home page and then click “Act on Behalf of Another User”. Enter their name, select from the results and click Start Session
2.) 2
Your screen will show the person’s name you are acting as in the upper left side and the profile box on the right will say, “Acting as NAME.
3.) 3
You may now access Request, Travel, Expense or Approvals buttons in the top black banner as your permissions allow, to perform tasks for the person for whom you are delegating.
4.) 4
To stop acting for others and return to your Concur profile, click on the profile box located in the upper right side of the Concur home page, and then click "Done acting for others."
How to Assign Someone as Your Delegate
If you assign someone with delegate status in your Concur profile they can work as your travel arranger or assistant
Steps to Complete
1.) Go to the Profile Setting in Concur
Log in to Concur, click on the "Profile" button located on the top right side of your screen. Then click on "Profile Settings."
2.) Select either Request Delegate or Expense Delegate
By selecting either the "Request Delegates" or "Expense Delegates" button, located along the left side of your screen, you will be able to add a delegate. Either button leads you to this setting.
3.) To add the name of your delegate:
1. Click on the "Add" button located above the Search box
2. Enter the name or uoregon.edu email of the person in the Search box
3. Click the "Add" button located below the search box
4.) Assign permissons to your delegate
Click on the boxes for: "Can prepare", "Can Book Travel", "Can View Receipts", "Receives Emails"
Then click "Save"
Request
Create a Request
Travel expenses may be paid or reimbursed provided the trip and reimbursement request are approved by authorized campus personnel. Creating a Request in Concur is the first step in the process and must be completed prior to purchasing airfare.
An approved Request is required to:
• Populate Concur Locate for UO Safety and Risk’s duty of care requirements
• Book airfare either through the booking tool or the travel agency
• Launch Expense Report to account for UO paid expenses and process any reimbursements for out of pocket expenses.
If you are not planning on claiming expenses, completing a zero dollar Request provides visibility of the trip to your department and provides Concur Locate information to Risk and Safety. For a zero dollar Request to move forward, be sure the Request has a $0 expense type or one segment that has $0 entered as the amount. (See "Zero Dollar Requests" Step by Step for instructions.)
Steps to Complete
1.) Log in to Concur at https://concur.uoregon.edu using your Duck ID and password.
2.) On the top navigation bar, click Request, then click on the Create New Request tile (edit)
3.) Request Header
Enter required fields, indicated by a red asterisk. Business purpose should be detailed and include Why you are traveling, What business activities you will engage in, and How it benefits the university. Once you have entered all required fields, click the blue" Create" or "Save" button. This will open the next field where you will enter the expected expenses such as airfare, lodging, rental cars, taxis, meal per diem, or train segments needed for your trip.
4.) Add Expected Expenses
Click on the blue "Add" button and select the type of expense you would like to add.
Scroll though the expense types and click to open up the type of expense you which to add. Or type a key word in the Search box. Be sure to enter the required fields that are marked with a red asterisk.
5.) Add Airfare- must be booked within UO managed travel program (booking tool or UO travel agent)
To add airfare click on "Air Ticket", this will open up a box to begin planning flights.
1. Click on Round Trip, One Way or Multi City
2. Enter your Outbound and Return details include preferred departure times
3. Enter the approximate amount of the airfare
4. Click the blue "Save" button
6.) Add Car Rental (optional)
To add car rental click on "Car Rental", this will open up a box to add pick-up location, drop-location, dates and times.
Here you can also add "Details" and "Comments"
Click the blue "Save" button
7.) Add Hotel Reservation (optional)
Hotel and Car arrangements may be booked outside the Concur booking tool or travel agency. Request is capturing the cost for budget planning. Conference hotels are usually booked in the conference negotiated room block. See conference website for booking instructions.
Enter required fields:
a. Check-In
b. Check-Out
c. City, and a budget
d. Amount.
e. Comment (optional-name of hotel, etc)
f. Save
8.) Add Additional Expenses (optional)
Add any additional expenses you should budget for. Common expense types are:
1. Meal Per Diem - the budget amount will populate based on your travel location and days traveling as listed in the Request header.
2. Other ground transportation - this expense type includes airport shuttles, buses, or public transportation other than taxi-enter the approximate amount, enter comment, and click "Save"
3. Parking - enter the approximate amount, enter comment, and click "Save"
3. Taxi - enter the approximate amount, enter comment, and click "Save"
9.) Submit Request
Once you are satisfied that everything is correct, click "Submit Request." If you are acting as a delegate then you will need to click "Notify Employee", so the traveler you are delegating for will receive a notification to review and "Submit" their Request.
If you have requested personal travel in conjunction with your business trip, the request will be reviewed by the Travel Office for compliance prior to department approval. You MUST provide comparison airfare for business vs business + personal travel. If you are using your UO travel agent, they can assist. If you are using the Concur booking tool, you can prepare screenshots from the Travel Wizard.
10.) Creating your Expense Report
Expense report for approved travel must be started from the Request. You can begin the report as soon as your request is approved. This gives you a virtual folder to contain all of your expenses as they come in. Note that you cannot submit your report until after the trip is complete,
Do not close or inactivate your Request until after the expense report has paid out. Since the Request will automatically close after 90 days, it is important that you submit your expenses in a timely manner - IRS Accountable Plan guidelines note within 60 days of your last date of travel.
Please refer to the Step by Step "Create an Expense Report" for guidance on this topic.
Copy a Concur Request
You can copy one Request over and over. Applications:
• Same business purpose but different dates
• Same event and dates but for different guests
Optional: Save the same anticipated Segments and Expenses, if you choose. PLEASE NOTE: Attachments to the original Request do not copy to the new Request.
Note: If your original Request started on the Travel button with self booked segments prior to obtaining an approved Request, you will not be able to copy this Request. Please start with a new Request.
Steps to Complete
1.) How to copy an existing Request
1. Go to the top black navigation bar and click on Request.
2. Click on the Request you wish to copy.
3. Click Copy Request.
2.) Change the name of the new Request
1. Change the name of the new Request.
2. Select new dates from the calendar widget.
3. Keep the "expected expenses" box checked to copy expenses to the new Request, or uncheck the box if you prefer to create a new expense list.
If the original Request has Segments (air, hotel, car), you will see a "segments" box, it's usually best to uncheck the "segments" box. If the "segment" box is left checked, then the segments will copy to the new report. The copy segment feature should be used cautiously as it may generate a booking once the Request is approved.
4. Click the blue "Create New Request" button to complete the final step of copying a Request.
Provide Business Purpose for travel
Enough detail should be included so anyone unfamiliar with travelers department or program will be able to determine the benefit to the UO. Details should include who traveled, what they did, why they traveled, and any details deemed important to explain the circumstances. Spell out acronyms.
Travelers can provide documentation to explain the business purpose, e.g. email confirming appointment, conference or meeting agenda, grant abstract, etc. When documentation is not available, travelers should provide a daily log to document a business purpose for all days for which expenses are claimed. The log should include dates, name(s) of the organization(s) involved; names and positions of individuals visited/consulted; places, monuments, or institutions visited; or other descriptions as appropriate. A description of the activity should be specific and mention, for example, the research topic, paper title, etc., as appropriate.
Steps to Complete
Zero Dollar Requests- the purpose and how to submit them
If you are planning a trip and no expenses are expected to be claimed to the UO, a Request should still be submitted to provide visibility of the trip to your department and provide Concur Locate information for UO Safety and Risk’s duty of care requirements. (See "Create a Request" Step by Step for detailed Request instructions.)
Steps to Complete
1.) Begin a Request:
Choose "$0 Dollar Trip" for the "Request/Trip Purpose" and enter the trip details. Then click the blue "Create Request" button located at the bottom left of the screen.
2.) Add a $0 segment or a $0 expense:
You will need to add either add a $0 segment (see Segment tab) or have a $0 expense line item (see Expense tab)." This will allow the Request to move forward.
3.) Submitting the Request:
When you are finished and have reviewed the details, click the "Submit Request" button in the upper right hand corner of the screen
Travel Agency (TMC) Booking – Notify the TMC of a Request Approval to Ticket
When you book airfare using your Travel Agency(TMC) you must provide proof of an approved Request to the agency.
(DO NOT forward a copy of your approval email. It does not have the required detail for ticketing.)
Here is how to send an Approved Request notification.
Steps to Complete
1.) Locate your approved Request
Once your Request is approved, on the Concur home page click on Request (next to the SAP Concur logo) and locate your approved Request from the resulting list.
Open the Request by clicking on the request name.
2.) Click the Print/Email button
Select *UO Request Printed Report
3.) When the printable Request opens, click the Email button
Enter your assigned TMC email address (visible in the header of your printed report.
DIRECT TRAVEL: uofotravelteam@dt.com or
PREMIER TRAVEL: doug@premiertrav.com.
You can also send to multiple emails by separating each with a ;
It's a good idea to send a copy to yourself for your records.
4.) Drag and drop or Copy and Paste
You can highlight the email address, then drag and drop or copy and paste it into the Email Recipient(s) field.
5.) Click Send
6.) TMC contacts isn't on my print report - what do I do?
If the email address is not visible on your printable Request, contact the Travel Office at Travel@uoregon.edu. so that we may update your profile with the correct information.
If you know which is your assigned travel agency, you may use the following email address to communicate with the correct one.
Direct Travel - UofOtravelteam@dt.com
Premier Travel - doug@premiertrav.com
Requirements:
Active Concur profile.
Air Price Increase Before Ticketing - How to Amend Request for approval
If cost of your airfare has increased from the amount approved in your original Concur Request, follow these steps to seek approval for the additional cost.
Steps to Complete
1.) Send an email to your Request Approver
Email your Request Approver stating the additional amount you are seeking along with any pertinent detail (date change, destination change, etc). The email response will be used to document the changed amount.
2.) Attach the email to the Request
Once your approver has responded to your email approving the additional airfare cost, attach a pdf of the email to the Request using the attachment button to provide an audit trail.
3.) Alert your TMC of the increase to the approved Request
Click on the "Print/Share" button at the top of your Request to view the "UO Request Print Report" button. After you click on this button then click on the blue "Email" button.
Copy the TMC's email into email box (or highlight and drag), add your own address for tracking, then include a note in the Comment Box: "Additional $xxx.xx approved by NAME, TITLE.
Email the approval attached to Request by clicking the "Send" button to complete the process.
Travel
Booking Travel (Booking Tool) from an Approved Request
If you have selected Online Concur Booking Tool as your booking method, you will be able to use the booking tool to complete your airfare purchase and reservations once your Travel Request is approved.
Go to your Approved Request and use the Book button from within the Request.
Caution – Do Not navigate directly to the Travel tab and book your airfare. This will result in a new Request that will require approval before airfare can be purchased.
Steps to Complete
1.) Navigate to Requests from the black navigation bar.
2.) Locate your Active Approved Request.
You may need to click the Active Requests link if your Request was created 45+ days prior to booking
3.) Click on the Book button in the Action column of the relevant Request
4.) Your Travel Request Itinerary opens.
Review information.
5.) Click Proceed to Booking button
Search results will open.
6.) Select desired flights
You can shop by fares, or shop by schedule by clicking on the appropriate tab. Use the slider bars on the left to adjust times. Select the desired flights to continue.
7.) Review and Reserve Flight
On this screen, review all the information. Be sure you have the correct traveler information and the dates and flight times are correct. Any changes after purchase will incur fees.
If anything needs to be corrected, click the blue Back button at the bottom of the page. (Do not use the back arrow.)
8.) Select a Method of Payment
Be sure to select the Lodge Card associated with your TMC:
UofO DT Card* (…2663) for Direct Travel
UO Travel Card PT* (…7582) for Premier Travel
Personal credit card payments will not be reimbursed for airfare purchase per UO Travel Policy.
9.) Reserve Flight and Continue
If everything is correct, including the traveler name, click the orange Reserve Flight and Continue button at the bottom of the page.
10.) You may skip Car and Hotel and return to book those segments at a later time.
11.) Be sure to move to the bottom of each page to click the button to move forward.
There are 3 to 5 review screens, depending on how many travel components you book. On the last page, click "Confirm Booking".
Booking Tool Search Filters
When searching for flights using the Concur booking tool, the tool presents "default" Trip Search settings. Additional search filters are available to help fine tune your available flight options. After entering search parameters (date, destination) additional filters can be used to optimize results. This Step by Step is to help familiarize you with these search tools.
Steps to Complete
1.) Trip type - (round trip, one-way, multi-city), Location, Depart and return times
For your initial search click on the type of trip you plan to search for either round trip, one-way, or multi-city. Enter the departure and arrival destination and dates of travel. Note the default setting is for departing 4 hours before and after 7am and returning 4 hours before and after 5pm. Adjustments can be made for the times you prefer. Click the “Search” button to see the initial search results. You will be presented with your "Trip Summary" where additional filters can be used to fine tune your options.
2.) Trip Summary -depart and return times
There are adjustments for departing and arriving times for your flight search. Just move the blue dots on either end of the bar scale to adjust your preferences.
3.) Destination airports "Trip Summary" filter
This filter is for airports near your destination and is helpful when flying to a destination with “common” airports. For example, you could fly to either JFK, LGA or EWR to reach New York City. Fine tune your search by selecting only the airport(s) desired if you do not want all options to show.
4.) Connecting airports "Trip Summary" filter
For connecting airports, you might want to filter for those you prefer and some you would like to avoid. This is optional.
5.) Refine once again by using the search matrix options to "Shop by Fares" or "Shop by Schedule"
After fine tuning your search, you will be able to optimize your search by using the matrix which displays airline carriers, fares, the number of stops for the flights, and the ability to search by fares or search by schedules.
6.) "Shop by Fares" tab
The “Shop by Fares” tab includes additional sort options. Use this tab to enter a specific “Flight Number” and/or use the “Sorted By” drop down menu to sort by: Duration (for shortest elapsed travel time), Price, Departure and Arrival Times, etc.
7.) "Shop by Schedule" tab
The “Shop by Schedule” tab allows you to search for one-way itineraries if you were unable to find the round-trip combination you desire. Note the “Depart” tab and the “Return” tab as well as the “Sorted By” drop down menu to sort by Price, Departure Time, Arrival Time, Duration, Stops, and Emissions. Here you can book your outbound flight then search for and book your return flight.
8.) If your itinerary is complex or if you are exchanging an unused ticket
It is recommended to contact your TMC to book complex itineraries such as multi-city, going to and returning from separate airports and using multiple airlines. If you are exchanging a unused ticket for this new itinerary, please contact your TMC to arrange this transaction.
Booking Guest Travel in Concur using the Online Booking Tool
CAUTION: Before booking any guest travel, review the Guest Travel Decision Tree: https://ba.uoregon.edu/travel/guest-travel
You may use the booking tool to book for a guest who is NOT a candidate traveling for an interview for UO employment.
If the guest is a candidate, then you MUST use a TMC (Travel Management Company-travel agency) as you cannot legally ask their Date of Birth. Refer to instructions for "TMC Assisted Bookings" for this process.
For Guest travel you must start in the Booking Tool (versus Request like you would for a UO employee). A Request form will present at the completion of the booking and the reservation can only be ticketed upon approval of the Request, emailed and received by the TMC. Because airline bookings are extremely time sensitive, before beginning be sure to have your approver available to complete the transaction.
Steps to Complete
1.) Log-in to Concur with your UO ID at concur.uoregon.edu.
2.) From the Home page in Concur, find the "TRIP SEARCH' tool on the left of the screen.
Below "TRIP SEARCH", select "Booking for a Guest".
3.) Enter trip search details:
a. Select either "Round Trip," or "One Way," or "Multi City."
b. Start spelling the city or airport you would like from the designated boxes and be sure to select your option from the drop down list.
c. Select the dates from the calendars and the times from the drop downs and click the “Search” button.
4.) Look at flight option results from the search. Adjustments can be made to the search fields.
See Step-by Step for Booking Tool Search Filters
5.) Once you have decided on a flight click the “View Fares” button or the blue button that shows the price of the ticket.
6.) Carefully review "Rules" & "Benefits/Services" for each fare option before selecting fare.
Consider selecting a coach fare that allows for changes with a fee, and includes complimentary seat assignments and a carry on bag. Basic economy fares have many add on fees and cannot be changed. these should be avoided for business travel.
The fares with a yellow caution triangle are Basic Economy/Saver tickets, which include the following restrictions (Fees apply for seats,bags, etc and once added,often do not represent a savings):
a. No changes or refunds.
b. No advance seat assignment-additional fees required
c. No checked and often no carry-on bags-additional fees required
d. No advanced check in. Seats will be assigned after check in at the airport
e. Check personal frequent flyer mileage point accumulation. Airlines differ
f. No upgrades
g. Passengers with Basic Economy/Saver tickets board last. No priority boarding
7.) In the "Review and Reserve Flight" screen, you need to:
Review the flight and enter the Guest Traveler's information:
a. Name- first and last names need to be identical to the identification that the guest traveler will be presenting at airport
b. Gender, date of birth, phone number and email address
c. Frequent flyer number, if provided by traveler
d. Select seats
8.) Review Price Summary & Select A Method of Payment.
a. Review the total cost of the flight.
b. Choose the Lodge card (the TMC credit card indicated by DT = Direct Travel or PT= Premier Travel) credit card from the "Select a Method of Payment" drop down menu "Choose a credit card".
c. If details are correct click "Reserve Flight and Continue" button, if edits are necessary, click "Back" button (do not use the back arrow).
9.) Complete the Request:
Complete the Request as instructed in the “Notify the TMC of a Request Approval” Step-by-Step:
https://ba.uoregon.edu/procedure/2651
Your reservation will be ticketed when your TMC receives the emailed Approved Request.
Fly American Compliant International Air Itinerary
It is recommended that you use your travel agent (TMC – Travel Management Company) when you need to book a Fly America compliant airfare for international travel using federal funding. There are many exceptions to the Fly America rules and your travel agent is the expert and can assist in finding a compliant flight for the best price or help you provide documentation for an exception.
However if you use the booking took to book your own itinerary, you must make sure to book a Fly American compliant itinerary. Look for the shield icon as shown below.
Warning: your grant will not pay for air for a noncompliant itinerary and you could potentially be “out-of-pocket” if you book a non-compliant flight.
Steps to Complete
1.) Locate the Booking Tool icon showing Fly American compliant flights
Look for this icon when selecting a Fly American compliant airfare for international travel using federal funding.
Booking Amtrak Tickets in Concur
Amtrak information is not fully supported in the Concur booking tool as Amtrak considers west-coast rail service as a leisure product versus a business product. However it is fairly easy to use the booking tool for Eugene to Portland or Seattle routes. Because you start in the Travel button, you must be sure to have your approvers ready to complete approval before you start your reservation.
Steps to Complete
1.) To book Amtrak reservations,
you must start in the TRAVEL button (rather than in Request).
Log into Concur and in the top black navigation bar, click on Travel.
Click on the Train icon and enter the desired city pairs, dates and approximate times.
2.) Select the desired itinerary, click View Fares and select the desired fare type.
3.) Review:
Review for itinerary, correct traveler name (if booking as a delegate) dates, times and price.
Select the UO Lodge Card, Reserve Train and continue
4.) Continue through the review screens. When you finalize the reservation, the Concur Request template will present. Yo
5.) See Step by Step, "Create a Request" for instructions.
6.) Things to know:
Concur does not fully support west coast rail routes on Amtrak as they are considered “leisure” service, rather than business travel. While most routes display between Eugene, Portland and Seattle, some Coast Starlight routes do not display for sale. Travelers/delegates may work directly with the TMC or purchase at Amtrak.com using their UO corporate One Card.
Adding Hotel or Rental Car in Travel
Once you have an approved request, travel segments can be booked individually. The airfare is often booked as soon as the request is approved. To book additional segments such as a hotel or rental car, follow the steps below.
Steps to Complete
1.) To add to your own itinerary, or when acting as Travel Arranger for another,
Click Travel on the top navigation bar.
2.) Find the trip in Upcoming Trips, click to open.
3.) In the Trip Overview, Add to Your Itinerary, Click on the Hotel icon to add lodging
If you only need to add a rental car, skip ahead to step 7.
4.) Select the leg of the trip where the hotel is needed
This is a drop-down menu. Click the down button to view all the legs of the trip. Then click the search button.
5.) Click Search, enter required fields
Verify dates, click next near the bottom of the screen.
6.) Make your selection
*Be sure to review the Rate Details and cancellation policy before you click the box stating your agreement with them. Be aware of deposit requirements and non-refundable rates. Prepayment of lodging is strongly discouraged.
We advise that you contact your hotel prior to travel to confirm your reservation and provide the card you will use for payment.
A credit card must be selected under "SELECT A METHOD OF PAYMENT". Select the UO Travel Card.
*The UO credit card in your profile is for guarantee only. Please present your One Card or personal card for hotel expenses. We advise that you contact your hotel prior to travel to confirm your reservation and provide the card you will use for payment.
* Hotel reimbursement is allowable per diem (domestic: GSA, US Territories: Dept. of Defense; Foreign: US State Dept.). Exceptions require justification and supervisor approval.
* NOTE: Not all hotels may honor a government rate for state employees. We recommend contacting the hotel directly to confirm.
Click the agreement box, then click Reserve Hotel and Continue.
7.) To Add a Rental Car: In the Trip Overview, click on the Car icon to add a rental car
Select the relevant leg of the trip. Click Search.
Review the search preferences, click Next.
Select the car you require.
Verify driver information.
Click Reserve Car and Continue.
You will need to provide a physical credit card at the rental car counter, either a UO One Card or personal credit card.
*State of Oregon discount contact rates can only be used for UO employees traveling on UO business. If your travel involves personal time or travel with friends or family, you may not use the discounted corporate contract rates due to insurance restrictions.
To reimburse a rental with personal time included, divide the total expense by the number of days for the daily average. You may claim reimbursement for the days used for official UO business.
8.) revised 09/27/2019
Trip Library - Confirm airfare purchase, Find your Receipt
When purchasing tickets using the Concur booking tool, there are two ways to confirm an airfare ticket transaction has been completed. *TRIP LIBRARY VIEW* and *INSIDE THE REQUEST ITSELF*. In this Step-byStep we will walk through confirming that your airfare was purchased using the TRIP LIBRARY VIEW.
Steps to Complete
1.) Select your trip in the trip Library
After logging in to Concur, click on Travel in the black navigation bar at the top of the screen, click on Trip Library and select the trip you want to confirm.
2.) Verify the presence of a ticket number
Scroll down -- below the itinerary -- to the "Total Estimated Cost" section. If your itinerary has a ticket number, then the transaction is complete.
Canceling Your Travel in Concur
When a trip needs to be canceled, please take the following actions:
Steps to Complete
1.) Contact your TMC - (DO NOT CONTACT THE AIRLINES DIRECTLY)
Contact your TMC (travel management company) to cancel airline reservations and any other travel arrangements (hotel, car) booked with the travel agency or in Concur. Log in to Concur to locate the contact information for your TMC. Click on "Travel" in the black navigation bar at the top of the screen. On the "company notes" tab you will find the contact information for your TMC.
2.) Cancel any other reservations for the trip:
Contact any hotel, car rental, shuttle companies, etc that may be holding a reservation for you. Verify cancel rules for refunds of deposits or prepayments. Request written confirmation or a cancellation number. Note who you spoke to and the date/time.
3.) View your trip in your Trip Library:
After logging in to Concur, click on Travel in the black navigation bar at the top of the screen. Click on Trip Library and enter the search fields. Be sure to check the box "include withdrawn trips." This will show the status of your trips and reflect your cancelled travel plans which will be shown as "withdrawn" instead of "ticketed."
4.) Do not Cancel or Inactivate your Request if you need to file an Expense Report
Most airline tickets are non refundable and you will have expenses that will post to your Concur profile to process. You must create an expense report in order to charge your index. Locate your approved Request to launch your Expense report. Do not Cancel or Inactivate the Request until all expenses have been processed. See Concur Step by Step: "Create an Expense Report"). Your unused ticket can normally be used as credit towards future travel.
5.) Create an Expense Report:
Be sure to create and submit an Expense report to process any expenses related to the cancelled travel plans and to charge your departmental index. See Concur Step by Step for "Create an Expense Report"
Obtain Approval to Change Airline Ticket
If you previously purchased an airline ticket and now need to make a change, first determine if the change is business related or personal:
Steps to Complete
1.) Business Related: You do not need to create a new request. Your TMC (travel agent) will need to do a ticket exchange
2.) Obtain email approval for change
Email your original approver with details about the change, amount of the change fee, and the business purpose/business benefit for the change.
3.) Attach email approval to the request
Upload the email of approval to the original request using the Attachment button
4.) Confirm your itinerary
Review your new itinerary to make sure it is exactly what you want. Confirm with the TMC.
5.) Forward the Approved Request* using the Print/Share link, then "UO Request Printed Report". .
In the email note that the change has been approved. Sample text:
"$500 change fee approved by Sue Robinson, Bus. Mgr, approval email attached. "
6.) Email TMC (travel agent)
Click on "email".
7.) * See instructions on travel website:
https://ba.uoregon.edu/travel/concur See Step-by-Step ““Notify the TMC of a Request Approval “
8.) If the reason for the change is not business related -
You must contact the TMC and provide personal funds to pay for change fees and agent fees.
How to find and use Unused Tickets
When you cancel a nonrefundable ticket, the ticket credit will show in your Concur profile in three different locations:
* Travel Alert on your Travel landing page
* In the display matrix when preparing an itinerary/fare search
* And on the reservation summary page when booking a flight
Steps to Complete
1.) An unused ticket notification is on the Travel Alert on your Travel landing page:
2.) An unused ticket notification is in the display matrix when preparing an itinerary/fare search:
3.) An unused ticket notification is on the reservation summary page when booking a flight
4.) You must contact your TMC (travel agent) to use your flight credit from your Unused Ticket:
You must contact your TMC (travel agent) to use your flight credit as the agent will need to implement a ticket exchange process to use a previous ticket credit. Tickets may have different rules depending on the airline, the issue date and the travel date. Your travel agent will verify the rules for your ticket credit. While change fees may be waived due to COVID, it is possible there may be an additional add/collect for the fare to your new destination. Any residual credit may be retained on a voucher held by the TMC for future use. Note: In some cases the airline change fee may exceed the value of the credit and therefore the ticket may have no value.
Expense
Create an Expense Report
A Report is required to properly account for expenses paid with Lodge Card or One Card and to reimburse the traveler for out of pocket expenses. All reports should be started from your approved request. Do not close or inactivate your requests until after the expense report has paid out.
Steps to Complete
1.) Log in to Concur using your Duck ID and password.
2.) From the top menu bar, navigate to Requests.
3.) Locate the Request associated with the trip you are reimbursing.
4.) Click on the request for which you want to create an expense report and then click on the Create Expense Report button.
If the Create Expense Report button is not visible, contact the Travel Office to activate. If your Request is not in the list, click on the blue View button and select All Requests.
5.) Report Header
Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info. To get to the Request Header click on the trip name. The Request Header will appear in a new window where you can edit each field if necessary.
6.) Verify or enter required fields. (All fields marked by a red asterisk are required.)
• Select or verify the correct policy. (UO policy for employee travel, Guest Policy for non-employee or student travel.)
• Expense Report Name: Include Destination, Date of travel. If guest travel, use the guest name as part of the report name.
• Report/Travel Start Date – enter the date traveler departed
• Report/Travel End Date – Enter the date traveler returned
• Traveler Type – Select from the drop-down
• Trip Type – Select from the drop-down
• Does this trip include personal travel? Select from drop-down
• Personal dates of Travel- fill in
• Business purpose – Should be complete and thorough enough to demonstrate the benefit to the UO.
7.) At the bottom of the Request Header select Yes to claim Travel Allowance
Click "NEXT" if claiming meal per diem and /or lodging (Travel Allowance.) Click "SAVE" if not claiming Travel Allowance.
8.) If claiming Meal Per Diem or Lodging expenses complete the Travel Allowance Itinerary
9.) Add Lodge Card and One Card expenses
10.) Continue adding new expenses as needed
Complete required fields for each expense. Upload receipts.
11.) Add supporting documentation
The IRS says supporting documentation substantiates the business purpose of a trip and shows benefit to the individual and institution.
Attach by going to Add Expense - expense type 08. Other> "Conference Info and Agenda" or "Other Supporting Documentation."
Complete required fields. Click Attach Receipt>Select receipt from your Available Receipts or from a location on your computer.
12.) Submit Report or Notify Employee
If you are entering the report as a delegate, click the orange Notify Employee button. If you are the traveler, click the Submit Report button.
Provide Business Purpose for travel
Enough detail should be included so anyone unfamiliar with travelers department or program will be able to determine the benefit to the UO. Details should include who traveled, what they did, why they traveled, and any details deemed important to explain the circumstances. Spell out acronyms.
Travelers can provide documentation to explain the business purpose, e.g. email confirming appointment, conference or meeting agenda, grant abstract, etc. When documentation is not available, travelers should provide a daily log to document a business purpose for all days for which expenses are claimed. The log should include dates, name(s) of the organization(s) involved; names and positions of individuals visited/consulted; places, monuments, or institutions visited; or other descriptions as appropriate. A description of the activity should be specific and mention, for example, the research topic, paper title, etc., as appropriate.
Steps to Complete
Meal Per Diem and Lodging - How to use Travel Allowance tool
When you create your report, you will need to create an itinerary if you will be claiming lodging and/or meals. If you don't do this step when you create the report, you can add it later.
Steps to Complete
1.) Available itinerary
If an itinerary was built into the Request and the date has passed, it will show in your available itineraries. You may have to adjust the search in the drop-down if your travel was not recent. Click on the title of the itinerary to select it, then click Assign.
2.) Create New Itinerary
Click on Travel Allowance > Manage Travel Allowance > Create New Itinerary.
Complete all required fields for the first stop. Enter the city/destination where your business will be conducted, not the connecting cities or airport. (e.g. Denver vs. Colorado Springs.)
This is the travel day. Concur will calculate per diem for this day at 75% of the allowance for the destination. You don't need to check any boxes for meal allowances to remove meals on the travel day.
Click Save.
3.) Complete all required fields for second stop
This should be the return travel day. If you have multiple stops, for example Eugene to Seattle for several days business, then on to Denver for additional business, then return to Eugene, then enter each leg of the itinerary. In this example, you would have 3 lines. This way, Concur can calculate the correct per diem for each city.
Click the "Save" button and then the "Next" button to view the meal per diem allowance table.
4.) Meals provided
If meals were provided, click in the box for that meal on the grid. Do not exclude any meals on travel days. Concur automatically calculates 75% of GSA for those days. In this example, lunch was provided each day.
5.) Adding expenses paid with either UO Lodge Card or One Card
If hotel was paid on One Card, click on the Add Expense button. In the pop-up window select the card transaction from the Available Expense list then click the Add to Report button
6.) Hotel paid with personal card
If hotel was paid with personal card, Add Expense, select Create New Expense, type the expense or select Lodging from expense types listed.
7.) Create hotel expense
Select Hotel from the Expense Types on the right side of the screen. Complete the required fields, enter any info or comments that may be helpful to explain unusual circumstances.
Click the Itemizations tab. Enter Check in Date. Room Rate, Room tax. Any additional charges such as parking can be added in the Additional Charges section.
8.) Attach Receipt for lodging
Personal Vehicle Mileage - How to use Mileage Calculator
Using the Concur Mileage Calculator is a time saver by using Google Maps for trip distances to generate car mileage reports quickly and accurately. It stores the map within the expense line, which eliminates having to attach pdfs of maps or mileage logs to your report. For multiple trips to the same location you can save even more time by using the copy feature. Here is a quick summary of how to use the Mileage Calculator.
Steps to Complete
1.) Entering personal car mileage to your expense report
With the expense report open, click Add Expense, select Create New Expense, and then either begin to type the word Mileage into the available field or scroll to find the Expense Type Personal Card Mileage. Click Mileage Calculator at the top of the New Expense box.
2.) Entering your route into the Mileage Calculator
If stored in your Concur profile your home address will prefill in the first box, so remember to edit the first waypoint to either your home address or official workstation, whichever is closest to your destination.
Enter all the waypoints (destinations) that you drove to on that day. The mapping tool allows up to 26 waypoints to be entered. After entering the waypoints, click on "Calculate Route." If your return point is the same as your starting point, then click "Make Round Trip." Review your route for accuracy, then click on the blue button “Add mileage to Expense" and you will return to the view of your expense report.
3.) Complete all required fields
You will only need to enter in the transaction date, since the Mileage Calculator pre-populates the "to" and "from" location fields. Add other details if needed in the "Additional Information" field, then click “Save Expense” to add the mileage expense to the report.
4.) If traveling the same route on a different day, you can use the copy feature to save time.
Click on the box located left of the “Personal Car Mileage” expense line you wish to copy. Then click on the blue “Copy” button. This will create another “Personal Car Mileage” expense line, with the same details except for the transaction date.
To change the date, click on the expense line which opens up the data fields on right-side of the screen. Click on transaction date and change the date, update needed details in the "Other Information" box, then click the "Save" button at the bottom of the screen.
Copy a Concur Expense Report to Save Time
If you are a traveler who regularly takes the same trip or if you are a delegate who prepares group travel expense reports, you can save time by using the Concur copy feature. This allows you to copy an entire expense report regardless of the report's status, and then edit as needed. Unique expense information from the original report such as attachments, audit trails and comments, do not copy to the new report.
Steps to Complete
1.) Retrieve an existing report
Navigate to your existing expense reports in Concur by clicking on "Expense" in the top black navigation bar.
2.) Access prior expense reports
Click on Active Reports and select from the drop down menu.
3.) Choose the report you wish to copy
Select and open the report you want to copy. Click the Copy Report button in the upper right of the report screen.
4.) Rename the new report
Enter a new Report Name using the naming convention "DESTINATION, DATE" and input the new starting date then click ”Create New Report.” Concur calculates the report start date and end date on the report header based on the new starting date provided and also copies the expense line items based on these dates too.
5.) Your copied report - what details are copied and what to add
Most expenses, except for travel allowance (Meal Per Diem) will be copied to the new report. Review the report header and make any desired changes to the report name, dates and data fields. Next, review the copied expense items, and make changes or deletions. Add additional expenses and create your travel allowances itinerary by clicking on the Details button, then Travel Allowances section. Conveniently the Mileage Calculator map associated with Personal Car Mileage will be copied over, but receipts and supporting documentation associated with the previous report will not. Be sure to attach necessary receipt and supporting documentation for this particular trip.
Guest Expenses - Processing Guest Reports in Concur
This Step by Step shows how to generate an expense report for a guest from the approved Request located on the Concur host's profile and the additional support documentation required.
Steps to Complete
1.) To begin the expense report from an approved request
From the Request button in the top navigation banner on the host's profile, locate the approved Guest Request. Click the tile to open the Request. Click Create Expense Report.
2.) Expense report: Required information in Report Header
In the Header, be sure the "Guest Policy" option is selected in the drop down window for Policy. Enter the Guest’s Vendor or 95 number, and in the Non-Resident Alien drop down select the correct status for the guest.
3.) Meal per diem and travel allowance
if you have multiple guests with the same travel dates or you yourself have travel during these dates, do not build an itinerary in the Travel Allowance section (Expenses and Adjustments). Instead use Expense Type “Guest Meal Per Diem” and enter a daily lump sum amount and include details about your calculation noted in the "Additional Information" box. To look up the per diem allowance, use GSA per diem rates: https://www.gsa.gov/travel/plan-book/per-diem-rates)
To reimburse a hotel stay without the Travel Allowance itinerary, uncheck the Travel Allowance check box that is located in the lodging expense itemization field. By unchecking this box the error message indicating a travel allowance itinerary is needed will be disabled.
4.) Guest approval by attestation
When processing a report with Airline Expense Only purchased on the UO Lodge Card, the UO does not require a Guest Attestation. However when reimbursing a guest for out of pocket expenses, you MUST include the Guest Attestation in the expense report.
Use the Print/Email button to email or prepare a pdf of the "expense report summary." If emailing, be sure to include your own uoregon.edu address for tracking your email. The guest needs to review the "expense report summary" and if they are in agreement, copy/paste this attestation into a reply email:
“I have reviewed my trip to DESTINATION on DATE for $XXX.XX and I certify that this claim is true and correct and that no part has been claimed previously or will be claimed from any other source.”
Upon receiving the guest attestation, the UO Host uploads the guest’s approval email to Expense type “Other Supporting Documentation” with Additional Information note: “Guest Approval”.
The UO host then submits the report on behalf of guest traveler and the Banner payment will be directed to the Vendor or 95 number you entered into the report header.
How to Allocate Indices
Allocate allows a traveler to charge a single line item to multiple funding sources or indices.
Steps to Complete
1.) Select the Expense
In the list of Expenses, select the item to Allocate. Click on the Allocate icon:
2.) Allocate Amount
Determine if the amount should be allocated by Percentage or dollar Amount. Click Add to continue to add indices. If a set of indices is used on a regular basis, save them in the Save as Favorite button. Click Save and the Save Expense.
Approvals
Approve a Request
Basic guidelines for what to review before approving a travel request
Steps to Complete
1.) From the Concur home page, Click Approvals on the navigation bar
2.) Click on the Requests Tab
3.) Click on the Request you wish to review
4.) Review:
Review:
As the Request Approver, review the following:
• Header:
o Business purpose is complete
o Request name includes destination and date of travel e.g. Chicago, ABC Conference, Mar 2023
o Request name includes guest name if Guest travel e.g. Charlie Brown Mar 2023
o Travel is appropriate and in line with UO mission
o Funding source is appropriate (this can be changed on the Expense Report)
o Travel dates (If personal travel included, an airfare comparison is attached demonstrating no additional cost to UO)
• Expenses:
o Includes transportation, lodging, mileage, registration, etc.
• Attachments
o Includes a comparison airfare quote if personal travel is included
o Includes any department required attachments
Available Actions:
Approve the request
More Actions
• Edit Approval Flow
• Approve & Forward (if another department is funding the travel or needs to approve)
• Send Back to Employee (add a Comment to perhaps change and resubmit the Request, or when declining the Request)
Approve an Expense Report
Step by step guide to approve expense reports
Steps to Complete
1.) From the Concur home page, click Approvals on the top black navigation bar.
2.) Click on the Expense Reports tab
3.) Select the report you wish to review
4.) Review
As an Approver, when you review the report you are looking for the following:
• Business purpose is complete and demonstrates benefit to UO.
• Travel dates, Trip Purpose, correct index is being charged
• Expenses are within budget limitations
5.) Review Travel Allowances
Click on Details>Itineraries. Review the assigned itinerary for correct locations and dates.
Click on the Expenses & Adjustments tab. Review the meals provided are checked where appropriate.
Click on the Reimbursable Allowances Summary tab. Review lodging amounts. If above allowable limit, appropriate justification should be included.
6.) Review Trip Totals
Click on Print/Email>*UO-Detailed Report with Summary Data
(Make sure pop-ups are allowed)
Scroll to the bottom to see the Expense Type totals, Report totals, Total due Employee, etc.
7.) Review receipts
Setting up a Concur Backup Approver
Are you a concur approver? Planning an absence from work? Be sure to set up your back up Concur approver. By setting up a backup approver, you are delegating your approval responsibilities to that person. You can do this temporarily for short pre-determined dates. If you are frequently out of the office, you may prefer to set up a permanent backup approver.
Steps to Complete
1.) Log in to Concur, click on Profile, then Profile Settings
2.) Click on Expense Delegates
3.) Add a new delegate or select the delegate if they are already in your list.
4.) To assign continuous permission, check the box under Can Approve.
5.) To assign temporary permission, check the box under Can Approve Temporarily, enter start and end dates
6.) Check the box under Receives Approval Emails
7.) Click Save
8.) Your backup approver will receive email alerts that you have a report to approve.
9.) Backup approver logs in to Concur, Acting on Behalf of Another User, as you.
10.) Backup approver then reviews your approval items and takes appropriate action. (Approve, send back to user, add Approver
Concur Tips
- Oregon DMV REAL ID Reminder
- Concur FAQs
- COVID-19 Travel Suspension - Process and information
- Concur Tips - Hotels in Concur: Booking, Tips, and Information
- Concur Tips - Guest Travel Part 1: One Time Guest in Concur
- Concur Tips - Guest Travel part 2: Guest with ongoing relationship and expense report
- Concur Tips - Basic Economy Fares - Concur Booking Tool
- Concur Tips - Icons and Available Expenses
- Concur Tips - Tripit Pro: FREE for ALL UO employees
- Concur Tips - Concur Timesavers - Making Copies of Reports
- Concur Tips - Event Manager - Make one request for multiple employees
- Concur Tips - Trip Library - Locate past and future trips and ticket receipts
- Concur Tips - Concur Booking Tool filters for Flight Searches
- Concur Tips - Adding Personal Time to a Business Trip
- Concur Tips - Approving for a Traveler from another department with your funding source
- Concur Tips - How to Work with a TMC (Travel Management Company - UO Travel Agent) for an Agent Assist Booking
Concur Processor Program
UO Concur delegates can qualify for the processor role to invoice reports without additional travel office oversite. Processor’s user group reports are subject to random audit. Concur processors are required to qualify per these program guidelines.
Benefits:
- Invoice Concur Expense reports upon final departmental approval
- Travel office performs random audit for oversite purposes
- Speeds up report turnaround leading to faster reimbursements
- Processor acts a departmental liaison with travel office, allowing for more effective communication and education between travel office and Concur users.
Oversite requirements:
- Approximately 10% of processor reports will be drop into travel office audit queue
- All international travel and guest travel is processed by the Travel Office
- Travel Sanctions Policy
To qualify:
- Complete application at forms.uoregon.edu: Concur Processor Agreement
- Review and sign Concur Processor Agreement
- Must take Travel Policy/Concur class (or have taken it within the last 12 months)
- Departmental user group must be set up in Concur (or existing group is updated by processor candidate.) Candidate is assigned to user group as first approver to allow for scoring
- Candidate reviews at least 24 score-able Concur Expense reports. Score must reflect 80% accuracy for all score-able reports (domestic travel, UO employees). Minor Errors do not count against score:
- Major Error – policy violation, incomplete business purpose, missing documentation, overpaying or underpaying traveler
- Minor Error – Expense Type error, form error, receipts in wrong place
- Error Free
- Processor must participate in at least one Processor phone check-in per month. Processor Phone Check-in Sessions are offered two times per week for all processors to provide feedback, discuss challenges, network with peers.
- Processor must participate in four Concur Roundtable sessions per year (last Wednesday of every month, available via remote connection).
- Concur Processors are responsible to collect any overpayments identified on reports they approve and process
Candidate Scoring Approval Workflow:
- Candidate is assigned as Approver 1 until qualifications are met.
- Once Processor role is earned and assigned, approver role is removed as Processor invoicing becomes the final approval.
- Processor role allows invoicing for UO Employees for domestic travel reports. International travel and guest travel reports are processed in the Travel Office.