Concur User Guides
General Information
How to access your past approvals, or the approvals of those you are an approval delegate for.
How to access your past created expense reports or travel requests, or those you are a travel delegate for.
This guide is intended to assist users in adding out-of-pocket expenses to a report. Additional guides are available for university travel card expenses.
The Allocations (also known as split-funding) feature allows users to allocate expenses to multiple department-fund-project combinations. Allocation can be done on either Travel Requests or Expense Reports. The process is the same for both. Users can allocate to any account by single, multiple, or all expense lines. Users can also split charges to multiple accounts. By default, all expenses will be charged to the department-fund-project combination that is entered in the Travel Request or Expense Report Header.
Adding an attendee(s) to expense types allows for transparency when booking on behalf of others (i.e., when a travel rep purchases a plane ticket for another employee). If there are more than five attendees (i.e., group travel), the user may attach a roster of travelers instead of using the attendee fields.
Expense approvers and pre-pay auditors can send an expense report back if an error is found. The approver will include a comment explaining why the report was returned.
Travel representatives can create expense reports up to the point of submission, but the traveler must submit the report. Without clear communication, travelers could submit expense reports created on their behalf before they are ready for submission.
Concur users will encounter many icons while using the system. Knowing their meanings can increase user efficiency. Hovering over icons encountered in travel requests and expense reports can reveal more information without the need to click to a different window.
To take full advantage of the functionality in the Concur application, we recommend that you download the following applications onto your smartphone or mobile device. These are optional, but provide convenience to users.
Users will encounter non-routine issues from time to time. Concur provides easily accessible online help. Training will direct users to the options available for University employees.
Concur has the ability to convert transactions made in foreign currencies to US dollars, increasing the efficiency and accuracy of processing foreign travel expenses.
Travelers may incur the same expense several times over the course of a single trip. Copying an expense line ensures the details of identical expenses remain the same and improves user efficiency.
All travel requires a request (Travel Authorization, T-Auth) for pre-trip approval and to encumber funds prior to traveling. Travel Requests are also used to contact a travel agent for booking assistance. Agents with World Travel Services may ask for a Request number before assisting you.
Request & Expense Settings is where a user sets up information such as accounting defaults and delegate access. Changes made in Request Settings carry over to Expense Settings (and vice-versa). If the user changes or makes updates to one section (Request Settings or Expense Settings), the other section will automatically be updated.
Users may wish to check on the status of their expense report as it proceeds through workflow. This guide will demonstrate how to do so and the different status associated with each step.
This expense type is for personal vehicle mileage that cannot be accurately represented via Google maps (i.e., many laps of a looped route, off-road fieldwork, home/site visits that are documented via mileage log and submitted at a regular interval).
Concur provides a Google Maps mileage calculator within the Mileage (Personal Vehicle Only) expense type for tracking mileage when using a personal vehicle for business. FDOT mileage tables, MapQuest, etc. will no longer be acceptable documentation for the Mileage (Personal Vehicle Only) expense type.
Many vendors provide electronic versions of traditional paper receipts. If E-Receipts are activated in a user’s Concur profile, when electronic receipts are available, they will flow directly into the user’s Available Receipts.
This document describes the steps needed to complete a travel request and expense report on behalf of a traveler who is not an FSU employee.
A hotel bill typically contains a variety of charges including room fees, taxes, parking, meals, etc. Concur requires you to itemize daily charges, when using the Lodging expense type. If lodging was charged to a Travel Card, itemization may be auto-populated if the vendor provides the information to Visa.
While these charges normally match up without user intervention, occasionally they must be manually matched.
This guide instructs the user on entering itineraries and selecting or removing eligible meals. A traveler’s itinerary is how Concur calculates amounts for meal allowances.
Non-travel expense reports are a subset of expense reports, created for FSU Foundation, FSU Research Foundation and out-of-pocket reimbursements where a p-card or PO are not an option. This video highlights the small differences in the process.
In Concur, users may have both out of pocket and travel card expenses. These may both be placed on the same expense report. As with most things in Concur, there are multiple ways to do this.
From time to time, a printed or .pdf copy of a report may be necessary. Users can print or save a .pdf copy of Travel Requests and Expense Reports when needed.
If during business travel a personal purchase is placed on the Travel card, for instance; a movie rental during a hotel stay, the personal purchase must be included in the Lodging Itemization. Personal expenses should only be included or itemized if they were placed on the travel card or lodge card. An audit rule prevents this expense type from being used for an out-of-pocket expense.
You cannot change, cancel, or delete a Request that has been submitted unless you Recall it first. A user may recall a request at any point in the approvals process.
Most expenses incurred during travel require a receipt for reimbursement. Concur has many tools and methods to facilitate receipt handling.
Travel Representatives (Delegates) can work in Concur on behalf of travelers. They can also elect to receive email notifications that are intended for the traveler. This can cause users to receive Concur emails when any of those travelers have activity in Concur. Removing unneeded travelers will reduce unwanted emails.
Concur users do not automatically have the ability to request a cash advance. The steps outlined below describe the process to request a cash advance when other methods of handling travel expenses are impossible or inappropriate.
Before submitting an Expense Report, users should review Report Totals.
When troubleshooting Concur, screen-sharing via Skype is the most efficient way to communicate problems and solutions between users and customer support.
Users must create expense reports in order to be reimbursed for out of pocket expenses incurred during travel and to settle travel card transactions. Concur requires an approved Travel Request before an expense report.
Delegates (travel reps) may create and complete expense reports on behalf of a traveler. The traveler must ensure that the expense report is correct and submit it.
When booking travel through Concur, canceled nonrefundable tickets may be listed on your profile that can be used as a credit towards future airfare. This can only be done for tickets booked through Concur and restrictions may apply.
Verifying and updating your information in the profile is the first thing all new users should do when they log into Concur. It is also recommended to verify your information is correct at least once every quarter.
Updated - 07/16/20
