Concur Travel Manual
Contact the Travel Office:
- Assign TMC – either Direct Travel or Premier Travel
- Assign Request Approver(s)
- Assign Expense Approver (s)
- Assign Delegate – Request and Expenses
- Assign Travel Arranger
- Assign Concur User Group assignment. (If you are not sure if your department has a group or what the name of the group is, contact the Travel Office.)
Traveler Responsibility: Profile Settings
Show the traveler how to log in – concur.uoregon.edu and enter duckid.
- Personal Info: Add contact information – work, home and cell phone numbers
- Email Address: “Verify” uoregon email address and personal email if desired
- Other Settings section: Activate E-Receipts
- Add middle name or check box for No Middle Name (Name must display as it appears on your government issued ID used for airline and TSA clearance)
- Frequent flyer numbers, hotel and car rental frequent user membership numbers
- Add emergency contact information
- TSA Pre-check information
- Passport number (Concur will alert you six months before expiration)
- Add UO corporate One Card Visa card
- Discuss with the traveler the UO Managed Travel Program guidelines
- Advise traveler their assigned TMC (travel agency/agent)
- Advise traveler to familiarize themselves with UO Travel Policy:
- Point out UO Travel website resources: travel.uoregon.edu
- Concur Step-by-Steps
- Travel/Concur Help desk email and phone number
- TMC (Travel Mgmt Company) contact information
- Encourage traveler to apply for the US Bank corporate travel One Card:
Enable e-receipts to automatically receive electronic receipts from participating vendors. Receiving e-receipts can save you time by pre-populating your expense report.
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.
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.
Enter required fields, indicated by a red bar. Business purpose should be thorough and complete and clearly demonstrate the benefit to the university. Once you have entered all required fields, click the blue Save button. This will open the Segments tab where you will enter any airfare, lodging, rental cars or train segments needed for your trip.
Click on the Segments tab. This is where you will enter the transportation and lodging portions of your trip. Once your report is approved, you will get a Book button on the request. See additional instructions for how to book from an approved Request.
Click on the Expenses tab. Click on Expense Type, enter the required information. (Required fields are indicated by a red bar.) The following examples are provided for the most common expenses.
Once you are satisfied that everything is correct, click Submit 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. It is preferred that you obtain this quote from your Travel Management Company.
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 60 days, it is important that you submit your expenses in a timely manner.
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.
Meet with Colleagues
Give a lecture
Attend and present at the Gatlinburg Conference on Research and Theory in Intellectual Disability. The conference is March 5-7 at Hotel Allegro in Chicago, IL. This is in support of xxx grant objectives. Two personal days at end of the trip. Comparison airfare quote attached shows business only price is more than actual air expense.
Field trip to the Mojave Desert to study vertebrate fossil sites. Research agenda, grant abstract attached.
In state mileage for fall term to attend events, board meetings and town hall meetings, meet with alumni, conduct student recruitment, and meet with marketing representatives and UO colleagues to discuss recruitment efforts. Specific trip details outlined in the attached mileage log.
Basic guidelines for what to review before approving a travel request
As the Request Approver, review the following:
o Business purpose is complete
o Request name includes destination and date of travel e.g. Chicago, ABC Conference, Mar 2019
o Request name includes guest name if Guest travel e.g. Charlie Brown Mar 2019
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
o Includes transportation, lodging, etc.
• Expense Summary
o Includes any anticipated expenses. Taxi, registration, mileage, etc.
o Includes a comparison airfare quote if personal travel is included
o Includes any department required attachments
• Available Actions:
o Approve the request
o Approve the request and forward it to another approver (if another department is funding the travel or needs to approve)
o Send the request back to the user with a comment to perhaps change and resubmit the request or to decline the 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.
You may need to click the View button if your Request was created 45+ days prior to booking
Search results will open.
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.
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.)
This should be the Lodge Card associated with your TMC.
If everything is correct, including the traveler name, click the orange Reserve Flight and Continue button at the bottom of the page.
There are 3 to 5 review screens, depending on how many travel components you book. On the last page, click "Confirm Booking".
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.
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.
Select *UO Request Printed Report
Enter your TMC contact info which is visible in the header of your printable Request. 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.
You can highlight the email address, then drag and drop it into the Email Recipient(s) field.
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 - firstname.lastname@example.org
Active Concur profile.
If you previously purchased an airline ticket and now need to make a change, first determine if the change is business related or personal:
Email your original approver with details about the change, amount of the change fee, and the business purpose/business benefit for the change.
Upload the email of approval to the original request using the Attachment button
Review your new itinerary to make sure it is exactly what you want. Confirm with the TMC.
In the email note that the change has been approved. Sample text:
"$500 change fee approved by Sue Robinson, Bus. Mgr, approval email attached. "
https://ba.uoregon.edu/travel/concur See Step-by-Step ““Notify the TMC of a Request Approval “
You must contact the TMC and provide personal funds to pay for change fees and agent fees.
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.
Start in Travel by clicking in the top black bar on the TRAVEL button (do not start in Request!)
Click on the Train icon for Train Search and select cities/stations and dates (Picture of Travel button highlighted, train icon in a box with search fields filled in)
Select itinerary from the results and then select ticket type after reviewing rules Picture
Review the purchase details, select the TMC Lodge Card and Reserve and finalize the reservation.
The request will present. insert Picture
Fill in Request as directed in the Create a Request Step-by-Step
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.
Click Travel on the top navigation bar.
If you only need to add a rental car, skip ahead to step 7.
This is a drop-down menu. Click the down button to view all the legs of the trip. Then click the search button.
Verify dates, click next near the bottom of the screen.
*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.
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.
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.
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.
Scroll down -- below the itinerary -- to the "Total Estimated Cost" section. If your itinerary has a ticket number, then the transaction is complete.
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.
If the Expense 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.
Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info.
• 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.
Travel Allowances Pop-up will open
Complete required fields for each expense. Upload receipts.
The IRS says supporting documentation substantiates the business purpose of a trip and shows benefit to the individual and institution.
Attach by going to New 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.
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.
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.
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.
Click on Travel Allowance>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.
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.
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.
If hotel was paid on One Card, Click on the correct item from Available Expenses, note that Concur will attempt to create the itemization based on the receipt. Testing thus far indicates that you will need to edit the itemization, It may be simpler to delete and create manually. Be sure that the Travel Allowance box is checked.
Inserting pic as bookmark for screenshot needed.
If hotel was paid with personal card, click on +New Expense, select hotel from available expenses.
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.
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Step by step guide to approve expense reports
As an Approver, when you review the report you are looking for the following:
• Business purpose is complete and demonstrates benefit to UO.
• Correct index is being charged
• Expenses are within budget limitations
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.
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.
The University of Oregon moving expense policy allows for a new employee to be reimbursed for moving, house-hunting, and temporary living expenses. As of July 1, 2019- Process all moving expenses through Concur, except payments made directly to vendors such as Moving Companies.
Additional information is available at https://ba.uoregon.edu/content/movingrelocation-expenses.
For a list of allowable expenses, see: http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/file...
Any question regarding moving/relocation policy and procedures should be directed to Joy Germack email@example.com 346-0782.
Provide the following information (review New Employee Onboarding Checklist) so that the new employee is properly set up in Banner:
a. Employee name (as it appears on their passport or government issued ID they will use when traveling)
b. TMC (Travel Management Company: Direct Travel or Premier Travel)
c. Request Approver
d. Expense Approver
e. Delegates and Travel Assistants/Arrangers
f. Concur Group Name, if applicable
Be sure you logged in as a delegate acting on behalf of the new employee.
a. Select UO Policy
b. Enter Report Name - "Relocation from city, state
c. Include the following in the business purpose field:
Amount of Moving Allowance/Budget approved
Name of person who approved the allowance -this would be a Dean (if academic department) or both Department Head and V/P (if other department)
Locations from (prior home) to (Eugene or Portland)
Date range of the move itself
Date range of house hunting if applicable
Date range for any temporary living expenses
d. Travel Start date = the day they left former home
e. Travel end date = the day they arrived in Eugene (or other work city).
f. Report/Trip Purpose = Relocation
g. Traveler Type = Faculty or Officer of Administration
h. Trip Type = Domestic Travel
i. Indicate yes or no for personal travel.
Select Relocation Category
Each expense should have a transaction date that is on the receipt and be entered separately with itemized receipts/proof of payment attached. If you are entering personal vehicle mileage, enter the starting and ending points and number of miles being reimbursed. Attach a google map as "receipt". If you are entering per diem, enter dates and whether per diem is for employee or family member.
The employee will receive notification that the report is ready to submit.
Employee submits the report.
Approver 1 approves.
Taxable approver reviews.
Approver 2 approves if applicable.
The report is processed for payment.
Any questions about moving/relocation policy and procedures, please contact Joy Germack firstname.lastname@example.org 346-0782.
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