concur | navigation & profile setup
TRANSCRIPT
Updated August 2021 1
CONCUR | NAVIGATION & PROFILE SETUP OVERVIEW
This document provides an overview for logging in, general homepage navigation, and Profile setup.
TABLE OF CONTENTS
Logging In ................................................................................................................................................. 2
General Navigation ................................................................................................................................... 2
Traveler Profile ......................................................................................................................................... 3
Accessing Profile Settings ........................................................................................................................ 3
Personal Information ................................................................................................................................ 3
Contact Information ................................................................................................................................. 3
Email Addresses ....................................................................................................................................... 3
Assistant and Travel Arrangers ................................................................................................................ 4
Credit Cards.............................................................................................................................................. 4
Recommended Profile Settings ................................................................................................................. 5
Request Settings ....................................................................................................................................... 5
Request Information | Account Number ................................................................................................. 5
Request Delegates ................................................................................................................................... 5
Request Preferences ................................................................................................................................ 5
Request Approvers................................................................................................................................... 5
Favorite Attendees................................................................................................................................... 5
Expense Settings ....................................................................................................................................... 5
Expense Preferences ................................................................................................................................ 5
Expense Approvers .................................................................................................................................. 5
Other Settings .............................................................................................. Error! Bookmark not defined.
E-Receipt Activation ................................................................................................................................. 6
System Settings ........................................................................................................................................ 6
Concur Connect........................................................................................................................................ 6
Concur Mobile Registration ..................................................................................................................... 6
Additional Support ................................................................................................................................... 6
Updated August 2021 2
LOGGING IN
1. Navigate to any web browser.
2. Access Concur by clicking on the following link: Concur SSO.
3. Your username is your TWU employee ID number at twu.edu. ex: [email protected]
GENERAL NAVIGATION
Below is the main dashboard you will see when logging into Concur. A brief description of each section is listed below.
Item Description
1. SAP Concur Ribbon This ribbon section displays various categories so you can navigate to a desired section, focusing on features exclusive to the selected topic. For example, click Requests from the ribbon to navigate to a view displaying Request specific information.
2. Quick Task Bar This section provides Quick Tasks (links) so you can quickly access features such as: start a new report, open reports and requests, and manage available expenses
3. Alerts This sections will display notifications.
4. Trip Search This section provides the tools you need to book a trip, such as: flights, hotel, and car rental.
5. Company Notes This section includes important, up-to-date, TWU travel and expense related information.
6. My Tasks This section shows your available expenses, open reports, and any approvals requiring your attention.
7. My Trips This section displays your upcoming trips.
8. Help This dropdown has links to Concur related reference material.
9. Profile This section stores personal information used for booking travel, streamlining the request process, and for building expense reports.
Updated August 2021 3
TRAVELER PROFILE
In Concur, your profile stores personal information used for
booking travel, streamlining the request process, and for
building expense reports. A Traveler’s profile should be
updated when logging into Concur for the first time and
further updated whenever relevant profile information
changes.
Accessing Profile Settings
1. From the Concur homepage, click Profile and then click Profile Settings. The Profile Options view displays.
PERSONAL INFORMATION
It is important to update your personal information to
ensure accuracy and to activate various Concur features.
Fields marked [Required] must be completed. The
[Required] fields include:
Home address
Email address
Contact Information (Work OR Home Phone)
Mobile phone
Emergency Contact
Gender
Date of birth
Review all fields for accuracy and update, as appropriate.
1. From the Profile Options view, click Personal Information.
2. Review the First Name, Middle Name, and Last Name fields to ensure this information matches the photo identification you will present at the airport.
NOTE: Grayed out fields are not editable. If there are errors in these
fields, email [email protected] for assistance.
Contact Information
1. Complete all Work Address fields.
2. Complete all Home Address fields.
3. Either a Work Phone OR Home Phone is required. Both can be entered, if desired.
NOTE: Fields marked [Required] must be completed before you can save
your profile. You do not need to save after each section.
Email Addresses
Your TWU email address will feed to your profile by
default.
1. Confirm your TWU email for accuracy.
2. Click the Verify link. This will associate information forwarded from that email address to your Concur account.
3. Click OK to return to the profile.
A Verification Code is sent to your email address.
4. Copy the Verification Code from the email you receive.
5. Paste the Verification Code in the Enter Code field (under the Email Addresses section of your Profile in Concur).
6. Click OK. A confirmation message displays.
Updated August 2021 4
7. Click OK again.
8. If you plan to use other email accounts to send itineraries, outlook invitations, and/or receipts, click Add additional Email and then Verify, as necessary.
NOTE: Select Yes for the Contact for Travel Notifications options, as
desired.
9. Complete all Emergency Contact fields.
10. Review the Travel Preferences section. Update as desired.
11. TSA Secure Flight
12. Complete the Gender and Date of Birth fields, as these are Required fields.
13. Complete the remaining TSA Secure Flight fields, as applicable.
14. International Travelers should complete Passport and Visa fields.
Assistants and Travel Arrangers
Assistants and Travel Arrangers are designated individuals
that can assist you with the travel booking process.
1. To add an Assistant/Travel Arranger, click Add an Assistant link. The Add an Assistant screen displays.
2. Type the TWU employees name in the Assistant field. A filtered search result displays.
3. Select a valid name from the dropdown.
4. Check off other options, as applicable and then click Save.
Credit Cards
A credit card is required in your profile to allow you to
book travel through Concur.
1. Click the Add a Credit Card link. A prompt displays.
2. Enter your TWU Travel Card information, as applicable.
NOTE: If a Travel Card is not available, complete the Travel Card training
and apply for a Travel Card.
Updated August 2021 5
RECOMMENDED PROFILE SETTINGS
The sections below provide instruction for completing
various other profile information that are highly
recommended at TWU.
REQUEST SETTINGS
Request Information | Account Number
Each travel and expense report must be associated with at
least one Account Number.
The Account Number can be modified for any request or
expense report, as needed.
1. In the Account Number field, enter the departmental account used most frequently for your travel related expenses. A filtered list of accounts displays.
2. Click to make a selection from the list of available account numbers.
3. Click Save to confirm the entered information.
Request Delegates
Delegates are employees allowed to perform work on
behalf of other employees. By assigning permissions to a
delegate, you are assigning permissions to allow a delegate
to prepare Requests and Expense Reports on your behalf.
Further, a delegate can be assigned permission to approve
or preview expense reports, on your behalf.
Refer to the Delegate reference documents for additional
information on Working as a Delegate and Adding a
Delegate.
1. To set up a delegate click Add.
2. Search by employee name, email address, or TWU ID number.
3. Select the desired employee from the drop-down list.
4. Select the permissions you are granting for them.
TIP: A delegate may create and submit Travel Requests
for another traveler.
NOTE: Travelers with 10 or more preparer delegates, or for preparer
delegates supporting 10 or more travelers: obtain written approval from
the Dean/Director/Department Head, and then contact
[email protected] for additional assistance.
Request Preferences
Request Preferences define email notifications you receive.
Modify default options as desired.
Request Approvers
The Request Approver section will display your direct
supervisor, based on the information in HR.
Favorite Attendees
Those that work with larger attendee groups, refer to the
Attendee Group tab to predefine large groups for easier
selection when preparing Requests and submitting
expenses.
To add individual new attendees: 1. Click New Attendee.
2. Complete the required fields, and then click Save.
To add groups of attendees: 1. Click the Attendee Group tab.
2. Select the attendees from the list of Favorites.
3. Name the Group and then click Save Group.
EXPENSE SETTINGS
Expense Preferences
Expense Preferences define email notifications you will
receive. Modify default options as desired.
Expense Approvers
The Expense Approver section will display your direct
supervisor.
Updated August 2021 6
OTHER SETTINGS
E-Receipt Activation
E-receipts are digital representations of receipts with both
a receipt image and structured data. The e-receipts come
from pre-authorized and participating major vendors and
are transmitted to SAP Concur on behalf of individual users
who have activated e-receipts in their Concur profile.
With this feature enabled, e-receipts (from participating
partners) are sent and then uploaded directly to the
appropriate traveler’s expense module within Concur.
System Settings
System Settings define Regional settings, language and
other calendar settings. Modify default options as desired.
Concur Connect
Once Concur mobile app is setup, the option to revoke
access is available from this view.
In the event that a Traveler loses their mobile device, or
replaces their device, click the revoke access link.
Concur Mobile Registration
To manage your business travel and expenses on-the-go,
download the Concur Mobile app to your personal mobile
device.
Login with your TWU login and a Mobile PIN, which should
be setup from the Concur Mobile Registration section.
Refer to the Guide for Mobile Applications, also available
directly from the Training and Resources page.
NOTE: Use of Mobile apps is optional for travelers, but if desired,
registering a mobile device is required for mobile app
integration/functionality.
ADDITIONAL SUPPORT
For help with Concur, contact [email protected].
For additional reference material, refer to the
TWU Training and Resources page and/or login to the
Concur training site.
Updated August 2021 1
CONCUR | CREATING A CARD REQUEST & UPDATES
OVERVIEW
This document provides instructions for requesting:
-a new credit card,
-credit limit changes,
-suspending/
-reinstating or
-cancelling cards, and
-name changes to a travel or purchasing credit card.
TABLE OF CONTENTS
Overview ........................................................................1
Table of Contents ...........................................................1
Logging In .......................................................................1
Creating a Card Request & Updates .................................1
Additional Support .........................................................2
LOGGING IN
1. Navigate to any web browser.
1. Access Concur by clicking on the following link: Concur SSO.
CREATING A CARD REQUEST & UPDATES
1. From the Concur homepage, click Requests from the ribbon.
2. Locate the New Request.
3. On the first field labeled Request Policy – click the dropdown arrow and choose *TWU-Card Request and Updates
4. Fill in all required fields and click Save
5. On the Expenses tab select the Expense Type
6. Choose from the dropdown list:
a. Change Limits
b. Name Change
c. New Credit Card Request
d. Suspend/Reinstate/Cancel
7. Select Card Type
a. TWU Travel Card
b. TWU PCard
8. Fill in all required fields, then click Save.
NOTE: If you select change limits from the Expense Type field and
select Permanent Limit increase, the request will be routed to a
VP for approval.
9. Once you click Save, the card request type shows up on the left side of the screen
10. Before clicking Submit Request,
you can click on the Approval Flow tab to see where your request is being routed for approval
Updated August 2021 2
11. Once you click on Submit Request, the User Electronic Agreement box will pop up. Click Accept & Submit
ADDITIONAL SUPPORT
For help with Concur, contact [email protected].
For additional reference material, refer to the TWU
Training and Resources page and/or login to the Concur
training site.
New Terminology Athletics Compliance For athletics faculty and staff only, requests and expense reports will first route to the
Athletics Compliance Office for approval to ensure NCAA compliance requirements are met.
[email protected] Where to direct all Concur related questions or issues.
Cost Object Approver Also known as the accountholder.
CTM Agent Assist Travel agents with Corporate Travel Management can assist with booking group travel, foreign travel, or can help with questions regarding an itinerary.
Delegates Delegates are assigned by the employee in their profile settings to allow another employee to build travel expense reports on their behalf. Delegates cannot submit expense reports on behalf of the traveler.
E-Receipts E-Receipts are electronic receipts that are automatically sent to Concur from participating suppliers E-receipts automatically match with the traveler itinerary.
Expense Report Formerly the Travel Voucher, an expense report details expenses to be reimbursed or paid.
Frequent Traveler Programs
Programs such as frequent flier miles, hotel points, parking discounts, and car rental discount programs that employees have registered for.
GSA The US General Services Administration (GSA) shows allowable meal and lodging rates per city/county.
Mobile App The Concur Mobile App allows travelers to build itineraries, take pictures of and store receipts, and submit reports.
ORSP The Office of Research and Sponsored Programs (ORSP) will approve Requests and Expense Reports when using sponsored grant funds to pay for expenses.
Payment Request Formerly the Check Request, a Payment Request is used when an employee is due reimbursement from the University for an out-of-pocket expense.
Request Formerly the RTA (Request for Travel Authorization), a Request is used to estimate the cost of an upcoming trip, verify the funds are available, and receive approval to book travel.
Risk Messaging TWU Risk Management can communicate with travelers in case of emergency based on the location of their itinerary in Concur.
Travel Allowance Travel Allowance is the maximum meal and/or lodging allowanced based on GSA rates.
Travel Assistants Travel Assistants are assigned by the traveler in their profile settings to allow another employee to book travel on their behalf.