Concur/Travel Help Desk:  Email:  travel@uoregon.edu    **  Phone:  6-3100

Concur Travel Manual

Step by Step Procedures

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:
• Establish travel budget
• Populate Concur Locate for UO Safety and Risk’s duty of care requirements
• Book airfare either through the booking tool or the travel agency

Steps to Complete
1.) Log in to Concur at https://concur.uoregon.edu using your Duck ID and password.

2.) Navigate to Request, click Create New, New Request

3.) Request Header

Enter required fields, indicated by a red bar. Business purpose should be thorough and complete.


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. DO NOT USE acronyms.

1.) Inadequate Descriptions:

Attend Conference
Research Book
Collaboration
Meet with Colleagues
Site Visits
Give a lecture
Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

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.

Warnings:

4.) Segments

Click on the Segments Tab. This is where you will enter the transportation and lodging portions of your trip.


Airfare segment

Click on the airplane icon to begin planning flights

1.) Click on Round Trip, One Way or Multi Segment

2.) Enter the approximate amount of airfare

3.) Enter Outbound information, include preferred departure time

4.) Enter Return information

5.) Click Save

Warnings:
Rental Car (Optional)

Click on the car icon to add a rental car for your trip. When booking air, you may choose to "Skip" this step and add it at a later time.

1.) Enter the Amount

2.) Enter the City where you will pick up the car

3.) Enter the city where you will drop off your car

4.) Add any comments that may be relevant, e.g. sharing car with multiple travelers from UO

5.) Click Save

Warnings:
Hotel segment (Optional)

Click the bed icon to add lodging to your trip. When booking air, you may choose to "Skip" this step and add it at a later time. Note when using a conference hotel, enter the budgeted amount. However reservations will be booked according to directions provided from your conference and not in the Concur booking tool.

1.) Enter amount

2.) Enter City

3.) Verify check in and check out dates

4.) Click Save

Warnings:

5.) Expenses

Click on the Expenses tab. Click on Expense Type, enter the required information.

Click Save.

6.) Submit Request

Once you are satisfied that everything is correct, click Submit 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. DO NOT USE acronyms.

Steps to Complete
1.) Inadequate Descriptions:

Attend Conference

Research Book

Collaboration

Meet with Colleagues

Site Visits

Give a lecture

Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

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.

Notify the TMC of a Request Approval

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.

Active Requests

2.) Click the Print/Email button

Select *UO Request Printed Report

Print email screenshot

3.) When the printable Request opens, click the Email button

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.

4.) Drag and drop

You can highlight the email address, then drag and drop it into the Email Recipient(s) field.

5.) Click Send

6.) TMC contacts.

If the email address is not visible on your printable Request, contact the Travel Office at Travel@uoregon.edu

Direct Travel - UofOtravelteam@dt.com

Premier Travel - doug@premiertrav.com

Requirements:

Active Concur profile.

Booking Travel 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.
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. Go to your approved Request and use the Book button from within the Request.

Steps to Complete
1.) Navigate to Requests from the black navigation bar.

2.) Your Active Requests will appear.

3.) Click on the Book button in the Action column of the relevant Request

Screenshot Pending on-line booking

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

This should be the Lodge Card associated with your TMC.

9.) Reserve Flight and Continue

If everything is correct, especially 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".

Confirm airfare purchase in Concur Trip Library

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.

Verify the presence of a ticket number

Adding Hotel or Rental Car to an Approved Request

It's best practice to include all expenses on your Travel Request, but sometimes this isn't possible. If this is the case, the following steps will need to be done to add a hotel or rental car so you can book them using Concur.
You will need to be set up as a Travel Arranger for the person you are assisting if you aren't already.

Steps to Complete
1.) In your own profile, navigate to Travel from the black navigation bar.

2.) Click on Arrangers

3.) Click on Upcoming Travelers

Click on the drop-down for Quick Search, select time frame.

Click Search.

You can filter by name, if you lokr.

4.) Click on the link for the relevant trip

When the Trip Actions window pops up, select Change Trip

5.) New window opens, click on Car or Hotel on the right side of the Trip Overview screen.

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.

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.) In the “Action” column on the right, click on the blue “Expense” button.

5.) Report Header

Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info.

Report Header

6.) Verify or enter required fields. (All fields marked by a red bar 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.


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. DO NOT USE acronyms.

1.) Inadequate Descriptions:

Attend Conference
Research Book
Collaboration
Meet with Colleagues
Site Visits
Give a lecture
Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

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.

Warnings:

7.) Click Next in the bottom right of the screen

Travel Allowances Pop-up will open

8.) Click Yes if Meal Per Diem or Lodging expenses will be included


Itinerary - Meal Per Diem and Lodging (Travel Allowance)

How to use available itinerary or create a new itinerary for Meal Per Diem and Lodging. (Travel Allowance)

1.) Available itinerary

If an itinerary was built into the Request and the date has passed, it will show in your available itineraries. Select the correct one to use it, or create a new itinerary. Note, if you have trips that overlap, you may see the dates grayed out and unavailable. Contact the Travel Office for assistance @ 6-3100

2.) Create New Itinerary

Complete all required fields for the first stop. This is the travel day.

3.) Complete all required fields for second stop

This should be return travel day.

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.) Hotel paid with One Card

If hotel was paid on One Card, click on Import Expenses. Click on the correct item from Available Expenses, Click Move.

6.) Hotel paid with personal card

If hotel was paid with personal card, click on +New Expense

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 Itemize button. Enter Check in Date. Room Rate, Room tax. Any additional charges such as parking can be added in the Additional Charges section. In this example, parking was charged each night. This works if the charges were the same each night. If they were variable, additional instructions will be provided (To be created by Travel Office and published soon,)

8.) Attach Receipt for lodging

Warnings:

9.) Continue adding new expenses as needed

Complete required fields for each expense. Upload receipts.

10.) 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 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.

11.) 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.

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.