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.) On the top navigation bar, click Request, click Create New, New Request

3.) Request Header

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.


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.

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. 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.


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. (Required fields are indicated by a red bar.) The following examples are provided for the most common expenses.

Click Save.


Other Ground Transportation

This expense type may include airport shuttles, buses, or public transportation other than taxi.

1.) Click Expense Type 02. Transportation; Other Ground Transportation

2.) Enter approximate amount

3.) Enter comment

4.) Click Save

Warnings:
Request Parking

Enter any anticipated parking costs here.

1.) Click Expense Type 02. Transportation;Parking

2.) Enter Amount

3.) Enter Comment to explain expense

4.) Clcik Save

Warnings:
Request Taxi

If you anticipate taxi expenses, enter them on your Request.

1.) Select Expense Type 02. Transportation;Taxi

2.) Enter amount

3.) Enter comment to assist approver - why you need taxi expense

4.) Click save

Warnings:
Request Meal Per Diem

Enter meal per diem

1.) Select 04. Meals & Entertainment;Meal Per Diem

2.) Enter any comments

3.) Note that the amount field cannot be edited. Concur will calculate amount allowed based on destination from Header.

4.) Click Save

Warnings:

6.) Submit Request

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.

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.

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.

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. 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.

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)

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.

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 Details>New Itinerary.
Complete all required fields for the first stop. Enter the 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 Next.

3.) Complete all required fields for second stop

This should be the return travel day.
Click Next.

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.) Import 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 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.

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.

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.

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

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
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.

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.) Select 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 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

• Segments

o Includes transportation, lodging, etc.

• Expense Summary

o Includes any anticipated expenses. Taxi, registration, mileage, etc.

• Attachments

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

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 navigation bar.

2.) Click on the Expense 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.

• Correct index is being charged

• Expenses are within budget limitations

Report header

5.) Review Travel Allowances

Click on Details>Itineraries. Review the assigned itinerary for correction 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 amounts, if above allowable limit, appropriate justification is needed.

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 attachments

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".

Adding Hotel or Rental Car to an Approved Request

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

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 GSA per diem plus tax. 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.

*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.

Click the agreement box, then click Reserve Hotel and Continue.

7.) 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.

Please select a car rental "off contract", divide the rental expense total by the total number of days and submit the business days only for reimbursement.

8.) revised 09/04/2019

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.

Itinerary - Meal Per Diem and Lodging (Travel Allowance)

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 Details>New Itinerary.

Complete all required fields for the first stop. Enter the 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 Next.

3.) Complete all required fields for second stop

This should be the return travel day.

Click Next.

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

Reimburse Relocation and Moving Expenses for New Hires

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 jgermack@uoregon.edu 346-0782.

Steps to Complete
1.) Contact Travel Office to be assigned as a delegate for your new employee.

Provide the following information so that the new employee is properly set up in Concur:

a. Employee name

b. TMC (Travel Management Company, Direct Travel or Premier Travel)

c. Request approver

d. Expense Approver

e. Delegates and Travel Assistants/Arrangers

f. Group, if applicable

2.) Create Expense Report

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 = Faculty/Staff Recruitment

g. Traveler Type = Faculty or Officer of Administration

h. Trip Type = Domestic Travel

i. Indicate yes or no for personal travel.

3.) Add a New Expense for each item being reimbursed- Expense Type _ Relocation Expense

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.

4.) Once report is complete, click the Notify Employee button.

The employee will receive notification that the report is ready to submit.

5.) Approval steps

Employee submits the report.

Approver 1 approves.

Taxable approver reviews.

Approver 2 approves if applicable.

The report is processed for payment.

6.) Questions?

Any questions about moving/relocation policy and procedures, please contact Joy Germack jgermack@uoregon.edu 346-0782.

7.) revised 09/04/2019