Access to Concur is not automatic for all employees. You must be an active employee to access Concur. Please check all items below:
Ensure you have requested access and completed the required trainings.
Ensure any travel arrangers for you have delegate access.
Concur access works best in Google Chrome and does require cache and cookies to be cleared often.
Yes. The name needs to match the U.S. Government issued ID they will be using as identification when they travel. Agents and the system use the profile data when booking airline tickets.
Name is a field pulled from HR records and cannot be updated unless done through HR. Your name should match your government issued ID used for Travel.
This is because the traveler must give you permission to book Travel within their profile. The traveler will go to Profile > Profile Settings > Expense Delegates > Ensure the "Can Book Travel" box is checked.
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Travelers can take pictures of their receipts in the app to be uploaded directly to their profile. We suggest you take pictures of receipts via the ExpenseIt icon, view/edit available expenses under the Expenses Line and track reimbursements. Everything else needs to be done on the Concur website. We request that you complete the expense report on your desktop computer. Users are not allowed to create a request, book airfare, or do mileage using the app.
Yes, under the Approvals section of the Concur mobile app.
A person must create a PIN on the traveler’s profile in order to sink the Concur app to their UNID@utah.edu.
This step is required by Concur. Other organizations that use Concur use Expected Expenses as a pre-approval process. The University of Utah does not and is required to move forward.
You can change the chart field on Request. You must search by code in Request. For the ADSC portion, you will either enter the activity, project or if you are BU 02 you will do 02-the org, for example, 02-90016. Select the option for the drop-down for each field.
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Travelers need to create a Request ID so the university knows where the employee is located, in case of an emergency or natural disaster. (Duty of Care)
Choose a city that is close to the traveler’s destination.
Edits to a request cannot be made when it is in the submitted or approved status. We recommend the chartfield be updated on the expense report since an incorrect chartfield on a request won’t impact any part of the process. You may change the chartfield on the expense report by going to the Expense Report, under Details > Report Header, find the ADSC and update.
Yes, only active project and activity numbers are available.
If the chartfield has a project number, the AU has to be left blank. Otherwise, the AU will default as allowable (1).
It is not recommended to recall a request. If you need to make changes or have questions, please reach out to the Travel team for available options.
Non-conventional lodging is Camping or staying with friends/family while on university business, this does not include Airbnb or VRBO rentals.
Participants in University-related International Travel shall register in the appropriate International Travel Registry at least two weeks before the anticipated date of departure, but should register as early as possible. The University has a blanket policy, which is included for employees at no cost, but must be registered through Global Engagement and Risk Management through the process described in Rule R3-030D.
If an employee wants to bring an additional traveler on their trip, we recommend they contact the travel agents to book their flight so that travel agents will be able to ensure travelers are on the same itinerary, receive the same seat upgrades if applicable, and so the employee can pay for the additional traveler via personal credit card.
Do not cancel the request. Please contact CBT. If you cancel within 24 hours of booking, a refund credit will be issued and posted to your Concur profile within 7-10 days. If you cancel after 24 hours of booking, a credit will be issued to use for future business, which expires in 1 year. If the traveler cannot use the credit before it expires, please contact the Travel Department to get this credit reassigned to another employee.
The Office for Global Engagement has provided a guide for traveling to high-risk destinations.
To create an expense report and start the reimbursement process, you should start in the original approved request and select "Create Expense Report" on the top right. This will link the request to the expense report and carry over the trip details.
We recommend that you keep receipts or upload them to the Mobile app as soon as possible. If a receipt is not available or the merchant cannot provide a copy, please complete this form. If this is an out-of-pocket expense, please note that a bank or credit card statement can be used as an alternative. This statement must include the employee as the owner of the statement and the transaction details (amount, date, merchant, etc.). However, any other information can be redacted if the employee chooses. Please note that a receipt is not required for expenses under $25.
To recall an expense report, simply go to the expense report and click "recall" on the top right. A report can be recalled by a planner or traveler if it is past external validation and not yet fully approved. Keep in mind that when recalled, any steps that have already been approved will have to be re-approved once the report is resubmitted.
Yes, you can do so by reducing the amount of any out-of-pocket expense to be reimbursed to the specific amount, as long as it is less than the total actual expense. Please ensure that you add a comment to any expense with a variance to the receipt information, so the auditors are aware of the reason. The only negative amount used is in a per diem reduction, which should only be applied to reports with a per diem/travel allowance.
Yes. We recommend only including the amount the department wants to reimburse as the total as long as it’s less than the receipt amount. Otherwise, you will use the miscellaneous expense type to reduce the "total requested" amount. Enter the vendor name as "reduce reimbursement" and put a negative amount to reduce reimbursement. Because it is a credit, there is no need to attach a receipt.
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Please note that any meal for more than 1 person should be expensed as a group meal instead of an actual daily meal. You cannot use actual daily meals and per diem/travel allowance in the same report.
Yes. You’ll use the Actual Daily Meals payment type to reimburse each meal individually. The total of all the meals should be equal to or lower than what the traveler would be paid for per diem.
1. Click on the "Report Details" drop down menu in the expense report and select "Manage Requests".
2. Click "Add" and select the request(s) to attach and add them to the report.
3. Learn More
In the expense report, click on "Travel Allowance" then "Manage Travel Allowance." This will open the per diem tool.
Travel days are calculated at 75% of per diem. This is a federal calculation that Concur uses and we cannot change that calculation.
Please use the Stop Payment form to request it be voided. If this cannot be completed, then you will need to reimburse the University. You can do so using https://financialservices-uofu.nbsstore.net/return-university-funds-travel or a departmental deposit. For a departmental deposit, you will need to write a check to the University of Utah and ask your departmental accounting team to complete a departmental deposit. Please include documentation of your reimbursement back to the University in the new report on the employee’s Concur profile. If this payment is due a non-employee, please use ePR.
To see how much you will be reimbursed and how much will be paid back to the university credit card that was used for the airfare, you can go to the Expense Report > Report Details > Report Totals.
Include all expenses related to the cancelled trip, including any credit card charges, refunds, or university-booked airfares in an expense report and submit as usual.
Click here to access the alcohol expense guide.
For more detailed information, visit the University Travel Payment and Allowable Expenses Rule (R3-030A).
An International Travel Wire (form available Travel Foreign Wire Request Form – Travel) can be used for individuals with an International Bank account on Travel Expenses. Please submit as a New Ticket with the completed form. You can reach out to our team for questions or detailed instructions.
Click here for instructions.
You can also look up the employee in Vendor, Vouchers, Purch Orders in CIS using their unid in a vendor search. The briefcase will allow you to view all Concur reimbursements. For more info, click here.
In the "Expense" tab of their Concur, change the "View" dropdown from "Active" reports to "Sent for Payment." If the payment is more than 90 days past, select "Date Range" and enter a date range to see previous reports.
You can also look up the employee in Vendor, Vouchers, Purch Orders in CIS using their unid in a vendor search. The briefcase will allow you to view all Concur reimbursements. For more info see link to Miles PDF
If someone sends the expense report or request back to a traveler, both the traveler and the travel delegate will be notified unless they have turned emails off.
Concur charges the university for every expense report submitted. The fees cover the cost of the system. Departments are saving the cost of preparing, submitting, and approving paper forms. Concur is an overall cost savings to the university, with the most cost savings occurring in the departmental budgets.
Go to the "Expense" tab and change the "View" drop down from Active Reports to select the date range you want to see past expense reports for.
Yes.
Concur will detect who submitted the request, and if that person (either the preparer or the traveler) is the account executive or the PI, then the budget approval will automatically approve and move to the next approval requirement.
There will be an email sent out to all approvers if they have a request to approve in their queue. Reminder emails will also be sent if not approved within 20 days.
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HR data for supervisors is updated using the ePAF form. ORG Heads and account executives/PIs are updated by notifying Financial Reporting and Accounting. Financial Reporting and Accounting will work with the Budget Office to sync ORG Heads on the Financial Tree. Departments need to recall and resubmit the expense reports after the data is accurate on the Peoplesoft tables, and the updates have been integrated to Concur (usually an overnight process).
Please reach out to us with additional questions.
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Visit the Start Here page for more information.
A travel arranger is an employee who is allowed to book air, car, or hotel for the traveler. That is done on a traveler’s profile under "Assistants and Travel Arrangers." An expense/request delegate is an employee who is allowed to perform work on behalf of other employees. Expense and request share delegates. By assigning permissions to a delegate, you are assigning permissions for expense and request.
- Select the "Profile" button on the top right corner of your screen and select Profile Settings.
- Select "Expense Delegates."
- Select the "Delegate For" tab, then select the travelers you want to delete and click "Delete."
Please submit a new ticket