welcome to concur class! strategic procurement. table of contents 1.policiespolicies 2.tips –...

Welcome to Concur Class!

Strategic Procurement

Table of Contents1. Policies2. Tips – Helpful Hints3. Important Information4. Definitions – Role of Approver, Delegate5. How to:

– Log on to Concur– Assigning a Delegate under Profile– Travel Vacation Reassignment– Create Non-Travel Related Pcard Transaction Expense Report– Book Travel

• Airfare• Hotel• Car Rental

– Create Travel Related Expense Report– Create New Itinerary– Import Transactions to Expense Report– Allocate Funds for Transactions– Split a Transaction– Use Multi-select Feature– Attaching Receipts– Splitting out Personal Purchase– Apply for Cash Advance

6. Concur User Account Activation

To Use Links

Proposed Policy Changes

• Airfare, hotel, and car rentals should be booked though Cliqbook with a Pcard.

• Individual travel meals will no longer be placed on the Pcard. We will be using per diem with no receipts required.

• Per diem and lodging rates will be based on GSA (U.S. General Services Administration) rates, which can be found at: www.gsa.gov

• Use our preferred vendors, with whom we have negotiated discounted rates.

Proposed Policy Changes, cont.• To determine the most economical method (personal vehicle

vs. rental car), use the Enterprise calculator found at: http://www.enterprise.com/car_rental/mileageCalculator.do

Athens Enterprise is located at Don Wood on East State Street.

Policies

• Ohio University Policy & Procedure• Travel and Entertainment Policy• Pcard Policy• Buying Guidelines

Helpful Web Sites

• GSA Web Site• Log in to Concur at

https://concur.admsrv.ohio.edu• Concur Travel & Expense Training Site:

http://www.concurtraining.com/customers/ohio/index.htm

Helpful Tips

• Name in profile within the Cliqbook/Concur system must be exactly the same as is on your drivers license or passport.

• Use the ‘cancel’ button instead of the ‘back’ button on your browser

• Use your mouse to save instead of the ‘enter’ key.

Important Information

• Login is your Oak ID and password• Be sure to click on the E-Receipt Activation to

insure vendors can send receipts.• Keep paper receipts.• Transactions must be updated within 10 business

days from posting to Concur.• Supervisor has 5 business days to approve; after

5 days, it is automatically forwarded to their supervisor for approval.

Definitions

• Concur: Travel and expense reporting system.• Cliqbook: Online travel booking tool within

Concur• Approver: Direct supervisor as assigned by

Human Resources• Delegate: Can create and/or view expense

reports on behalf of another employee. The person who creates the delegate relationship determines your rights and privileges (create, view reports, receive emails) as a delegate.

Log on to Concur

• https://concur.admsrv.ohio.edu/concur/

Concur Gateway

Successful Log On!

Assigning an Expense Delegate

Travel Vacation Reassignment

Non-Travel Related Pcard Expense Report

Non-Travel Related Pcard Expense Report

Non-Travel Related Pcard Expense Report

Non-Travel Related Pcard Expense Report

Non-Travel Related Pcard Expense Report

Ohio University Detailed Report

Ohio University Detailed Report

Attaching a Receipt

Uploading a Receipt from your Computer

Creating a Fax Cover Page

Fax Cover Page

Viewing Receipts

Submit Report

Additional Approval

Select Name of Additional Approver

Save Workflow

Expense Report Submitted

To Book International Travel:

• For Better International Rates – – Call Jaya Travel: 248.358.9100 – Office hours are Pacific Time on recording

Cliqbook – For Domestic Travel

Cliqbook Trip Search– Online Booking Tool

• Green = in policy, allowable expense• Yellow = indicates outside policy. If you

choose this, you must provide additional explanation. May have to reimburse expense.

Cliqbook: Booking Hotel

Cliqbook: Booking Airfare

Cliqbook: Booking Airfare

Cliqbooks: Booking a Rental Car

Create Travel Related Expense Report

Create Travel Related Expense Report for Guest or Other

Create Travel Related Expense Report

Create Travel Related Expense Report

Create New Itinerary

Save the New Itinerary

Completed New Itinerary

Available Itineraries

Per Diems - Expenses & Adjustments

Import Transactions to Expense Report

Expense Substantiation

Personal Mileage

Taxi

Taxi

Personal Purchase at Hotel

Splitting out Personal Purchases

Allocate Funds for Transactions

Allocate Funds for Transactions

Splitting a Transaction

Multi-Select Function

Exception Messages

Attaching a Receipt

Uploading a Receipt from your Computer

Creating a Fax Cover Page

Fax Cover Page

Cash Advance

Travel World

Contact Information for Travel World:        Toll Free  (800) 210-3350Phone  (740)-533-4630Fax  (740) 533-4623 

Call Travel World with your travel booking questions.                  

Benefits of American Express• $1,000,000 Worldwide Automatic Travel Accident

Insurance• $5,000 lost luggage insurance• American Express Global Assist Hotline

1-800-554-amex (2639)Collect from abroad 715-343-7977 available 24 hours a day from anywhere – to obtain

medical information and monitoring, prescription replacement, doctor referrals, English speaking lawyers, embassy and consulate referrals, customs/passport/visa info, online destination guides that include weather reports, exchange rates, and more.

Workflow Changes

Concur User Account Activation

• Once you have completed training, please email purchasing.card@ohio.edu.

• Email Subject: Concur Training Completed• The Concur Administrator will reply when

your Concur user account is activated.