UTravel Concur Frequently Asked Questions
These questions and answers are organized into nine different categories listed below. To find your question more easily, please utilize the search function by pressing ctrl+f on a Windows computer or command+f on an Apple computer.
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- Concur Mobile App
- Cash Advance
- Travel Booking
- After Submitting Expense Report
- Approval Process
What if our travelers don’t have cell phones?
When filling out the profile, a work or office phone can be entered in place of a cell phone.
When preparing the expense report, receipts will need to be scanned and attached to the expenses.
Cell phone capture of receipts is the most efficient way to prepare an expense report, and it is preferred that travelers capture while on travel status so the receipts are ready to compile expense report upon return.
Does my name in my Concur profile need to match my government-issued ID?
Yes. The name needs to match the US Government issued ID that they will be using as identification when they travel. Agents and the system use the profile data when booking airline tickets.
How do I change my name in Concur?
Email firstname.lastname@example.org with the name change request. Please make sure to include the name that is currently within the profile, the name change request, and the employee ID # of the traveler.
Is a traveler allowed use their credit card through Concur to book flights and hotel stays?
Yes. If the traveler would like to use their personal credit card to book flights, they will need to go through the travel agents. If the traveler would like to reserve a room with their own personal credit card, then they can add their personal credit card to their profile and can reserve rooms through the booking tool. They will still have to pay at the end of this hotel stay with whichever credit card they would like.
How can travelers turn off outstanding credit card transaction alert emails?
Select the profile icon at the top right, then click Profile Settings.
You will be taken to a page with the header Profile Options, click on the first choice in the list – Personal Information.
Scroll down and locate the Email Addresses section. To update the Contact column from Yes to No, click the pencil icon in the Actions column.
Set the Verification Status from Yes to No. Click OK.
Why do I not have the Travel Tab for my travelers?
This is because the traveler or another travel arranger must give you permissions to book Travel for the Traveler within their profile. Go to Profile > Profile Settings > Personal Information > Travel Assistants and Arrangers > Pencil Icon > Select “Can book Travel for me”.
Concur Mobile App
What can we/can’t we do on the mobile app?
We do not allow users to create a request, book airfare, or do mileage using the app.
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. Please do the Expense Report on your desktop.
You may not create Requests or do mileage on the App.
Can someone who approves Expense Reports approve them on the mobile app?
Yes, under the Approvals section of the Concur Mobile app.
How do I connect my UNID with the SAP Concur App?
A person must create a PIN on the traveler’s profile in order to sink the Concur App to their UNID@utah.edu
I can’t submit my request and the system is giving me this error message: “No Segments or Expenses have been added to this request. You must create at least one entry in either section in order to submit your Request.
The system requires you to fill out one of the 4 icons under the Segments tab in Request in order to move forward.
Why do we have to fill out the segments portion?
This step is required by Concur. Other organizations that use Concur use segments as a pre-approval process. The University of Utah does not and is required to move forward.
How do I enter a different chart field in Request?
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.
If our traveler is going to a risk level 4-5 and the office of global engagement denies our travelers request to travel, will the office of global engagement contact the traveler/traveler delegate?
Yes, the Office of Global Engagement will contact the traveler and travel arranger if submitted by proxy.
Why would someone need to make a Request ID if they aren’t getting reimbursed? Does it matter if they/Traveler Arranger don’t do it?
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)
What happens if the city is not listed or the trip is in the middle of nowhere?
Choose a city that is close to the traveler’s destination.
In Concur, is there a way to change the chart field once a request has been submitted and approved? If you cannot change the chart field on the request, can you change it during the expense submission?
We recommend the chart field be updated on the Expense Report. You may change the chart field on the Expense Report by going to the Expense Report, under Details > Report Header, find the ADSC and update.
How do I update the account code of the chart field?
Yes, as of right now all account codes are hardcoded, but we have had several requests to be able to update account codes.
Table for account codes for Business Unit 01:
60000 Travel – Domestic
60100 Travel – Instate
60200 Travel – International
60300 Travel – Research / Study Participant
Table for account codes for Business Unit 02:
65000 Travel – Domestic
65010 Travel – Instate
65040 Travel – International
If a Project is inactive, will Concur prevent a traveler/travel arranger from using it?
Yes, only active project and activity numbers are available.
Is it required to put the AU (allowable and unallowable expenses) in the request? Or shouldn’t everything be allowable in the Concur system?
If the chart field has a project number, the AU has to be left blank. Otherwise, the AU will default as allowable (1).
When can a REQUEST be recalled?
A REQUEST can be recalled if the start/end dates are in the future, and if there is no approved and paid Cash Advance. For further info go to your Request: Workflows guide, on pg. 27
When filling out the Confirm a Trip form, who is the Agency Locator, Travel Arranger, Travel Advisor?
The person who booked the trip is the Travel Arranger, the Travel Agent who assisted in booking the trip is the Travel Advisor, and the agency locator is found on the right side of the itinerary.
How do I document unconventional lodging and reimburse my traveler?
Use the miscellaneous tab. The rate is still $20, but if you use the miscellaneous tab you are not required to provide a receipt, which we do not require for this expense.
Once a cash advance is requested, it will be taken from the default chart field. The default chart field will be used as a ‘holding place’ for the funds until the Expense Report is submitted. Once the Expense Report is submitted, the default chart field is credited back during the Expense Report and the chosen chart field is debited. You will determine the chosen chart field when creating the Request.
Can I do wire payments through Concur?
Wire transfers will be done through the ePR System.
Where is the Account code on the chart field/ what account code are cash advances pulled from? Can that be changed?
The Cash Advances are charged to the activity that is listed on the traveler’s default activity/project/org ID. ALL cash advances are charged to account 60000. You are able to reallocate the cash advance charge on the Expense Report. When the Expense Report is submitted (after trip) the Cash Advance amount is credited back to that default activity/project and then everything is charged to the chart field that is listed on Expense Report.
When the new request is made, can you skip over cash advance and then go back at a later date and add an amount, then can that be updated as the trip planning progresses?
You may recall a Request as long as the trip dates are in the future and add a Cash Advance. NOTE: If you recall a request, the ‘date submitted’ will change to the date you resubmitted the Request. Remember that the date submitted must be prior to the trip (21 days for international and 1 day for domestic). Any “date submitted” that does not meet this requirement will advance to Level 1 or Level 2 approval prior to the Request being “Approved.”
Can our travelers use their credit cards to book flights? (They want the perks of using their personal credit cards, or they are concerned with airline status)
Yes. To use a credit card to book an agent-assisted flight you have two options:
1. Using the online booking tool: select the flight you want. In the comments portion of the online booking tool, make a note that you would like to pay for this via your credit card. (see image) Once you confirm the booking, the Travel Agents will reach out to retrieve the credit card information.
2. Contact the agents directly using email at: email@example.com
If a University of Utah traveler is bringing an additional traveler with them on their trip and they want to buy those flights, how does a department book the flights, but only reimburse for the employee’s flight cost?
If an employee wants to bring an additional traveler on their trip, we recommend that 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.
What should someone do if they created a Request and booked a flight, linking that flight to their request, but need to cancel the flight because the traveler is no longer going on the trip?
DO NOT CANCEL THE REQUEST. We will follow the same process as the Legacy System when someone created a Travel Number, booked a flight and it was shown on the Travel Number. In the Legacy System process, we required that the Requestor created a Final Reimbursement for $0 to close out the trip and account for the airfare. With Concur, they will need to then create an Expense Report to pay back the UTravel Credit Card that was charged for the amount of the flight. Yes, they will get an Expense Report fee to reconcile the airfare, just like they still had to eat the audit fee in the old system.
If a traveler books their own flight through UTravel, will it have to get approved first or will the flight be booked without any approval or confirmation from the department?
All approvals for the expenses will happen after the trip which includes airfare that is purchased through the travel agents. If your department is not comfortable with this process, we recommend using the pre-approval process that was presented in training on the REQUEST section.
Can the Travel/Booking tab be blocked for my travelers/me?
Unfortunately, the Travel or Booking tab isn’t able to be blocked from travelers or the arrangers.
Do I always need to submit “Confirm a Trip”?
Confirm a Trip form is required when booking tickets directly through the travel team. Tickets booked using the Concur Booking Tool will not require this confirmation step.
How should users initiate an expense report?
Concur users may submit as many Expense Reports as needed. To avoid getting charged multiple Expense Report fees, Concur users may use Cash Advance to request money prior to the trip.
Hotel and Conference Payments are not available in Concur. The University will be issuing Travel Cards to travelers Spring 2020, which will be the preferred method of pre-trip payment for travel expenses. Also, University is creating a Hotel and Conference payment option in the ePR system. NOTE: Departments may continue to use P-Cards for conference registration.
Is a conference brochure still required for a publicized conference or meeting?
Yes it’s still required and can be attached to the REQUEST or added to the Expense Report under “Receipts > Attach Receipt Images which will add it to all of the receipts. To attach a Conference Brochure, go to the Request, click attachments and ‘Attach Document(s)’
Can there be more fields for additional charges under hotel itemization?
This could be added in the future, but for now we want to limit making changes to the user interface.
What about missing receipts?
If you are claiming a missing receipt, create the new expense and then click ‘attach receipt’ and uploading the memo for what the receipt is for and that it was missing. We will approve missing receipts up to $25. If the receipt missing was over $25, we will need a bank statement in order to approve it.
How do I recall an expense report?
To recall an expense report, simply go to the expense report and click ‘Recall’. A report can be recalled by a planner or traveler at any point while it is still in workflow, regardless of what stage of approval it’s in. Keep in mind that when recalled, any steps that have already been approved will have to be re-approved once the report is resubmitted.
Can we expedite requests?
No. There will be no need to expedite requests, with this new system. Our turn around should always be quick. We are assuming as quick as EPR.
Is there a way to only reimburse someone a certain $$ amount, for those of us that are only reimbursing our travelers $500?
Yes. You will use the miscellaneous expense type to reduce the ‘Total Requested’ amount. Enter 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.
Is there a way to submit meal receipts instead of doing per diem for grants and research funds that REQUIRE meal receipts and NOT per diem?
Yes. Accept full per diem and then reduce the per diem to what the meal receipts total is by using the miscellaneous expense type. Enter Vendor Name as ‘Reduce Per Diem’ and put a negative amount to reduce reimbursement. Because it is a credit, there is no need to attach a receipt.
What does this exception mean? ” ! One or more Cost objects could not be approved by the right authority (NRTRC 59006722). The expense report has been moved to the next workflow step.”
It means that it skipped an Approval Flow step and went to the next. Go to the Expense Report > Details > Approval Flow and you will see which approvals have been approved. This happens when the Expense Report is for the Account Executive or the PI.
How do I add per diem after creating an expense report?
Go into expense report – click on “Details”, then select “New Itinerary” BUT you will click on “expenses and adjustments” instead if there is an airfare itinerary.
What do I need to do if I have received this error? (if the traveler creates an expense report via the mobile phone) “You have not attached a completed Request to this expense report. All expense reports require an approved Request prior to traveling…”
If you choose to create an expense report via the Concur Mobile App, you will need to attach the Request ID to the Expense Report. Go to Expense Report > Details > Report Header.
Scroll down to the bottom of the Report Header and click “Add”,
then choose which Request ID needs to be tied to this Expense Report.
Do we have to do 75% of per diem if the trip is only 1-2 days?
Travel days are calculated at 75% of per diem. This is a federal calculation that Concur uses and we cannot change that calculation.
Travel day allowances?
If you look at the screenshot below, breakfast and dinner were provided and it only gives $5.5 for lunch. That is not 75% of lunch per diem. Here is Concur’s explanation:
I am currently investigating your case and I was able to confirm all meals travel allowance rates are set for each location, then adjusted for provided meals. The first and last day of the trip are first calculated as 75% of the full allowance: 75%*66 = 49.5. Then the system will deduct the full meal allowance for breakfast = 16.00 and the full meal allowance for Dinner = 28 which amounts to 5.50.
I was able to confirm, the provided meal deduction for each meal is not prorated. The system will calculate 75% of the full meals rate and then the system would deduct the provided full meal rate for either Breakfast, Lunch, or Dinner. Basically, provided meals are reduced at 100% not 75% on travel days.
Add a misc. expense type to make up the difference if wanted. Remember each expense type over $25 requires a receipt.
The hotel itemization is off by one or two cents because Concur rounded the itemization. Now I cannot submit the Expense Report. How do I fix this?
You need to itemize it and then manipulate the itemizations if it is giving you trouble. Feel free to call the Travel office if these instructions are not helpful.
INSTRUCTIONS TO FIX ERROR: Report Contains at least one itinerary with a single itinerary row.
It is doing this because only one portion of the trip per diem segments was entered, and the other segment was not (departure and/or return). Since there wasn’t an imported itinerary, per diem was manually filled out and the second segment was left out during creation.
Under your expense report, select the ‘Details’ drop down and click on ‘Available Itineraries’.
Select the single-lined itinerary and click ‘Edit’.
Manually enter the missing segment, save, click ‘Next’ and continue on.
Once that is all saved, you should be able to submit your report.
What should I do if I created an Expense Report for someone else on my profile and it got approved and I received the money for them?
This report was submitted the preparer’s profile, when the preparer should have ‘acted on behalf of [Traveler].’ The preparer will need to deposit funds back to the department and initiate a correct expense report in the name of the traveler.
This can be found by going to the Expense Report on your profile > Click on the Expense Tab > Report Library > Choose Expense Report > Details > Report Header.
After you do this, you will then need to recreate this request under the Traveler’s profile. You will use the profile drop-down to Act on Behalf of the traveler before creating the Request and Expense Report.
How can I see how much will be paid to me and how much will be paid to the University?
To see how much you will be reimbursed and how much will be paid back to the U of U credit card that was used for the airfare, you can go to the Expense Report > Details Drop Down > Totals:
How do I create 2 lines of itinerary when my traveler only bought a one-way ticket?
Although the traveler made their way home independently, you will still need to put in a second segment ‘home’ aka the last day of the business trip, to move forward.
If you look at the line item already created, 9/14 was selected for the departure and 9/18 as the arrival (Technically saying that your traveler was in the air for 3 days and didn’t arrive in Chicago until 9/18). You will need to first edit that segment so that the departure and arrival happened on the same day: 9/14, and then the ‘New Itinerary Stop’ will be the ‘return date’ aka end of business trip date to be 9/18 to make the second itinerary row that is required by the system:
How do I adjust my airfare on the expense report if I extended my trip for personal time?
You do this through adding an itemization on the airfare receipt for the difference between what the airfare cost with personal days vs what it would have cost without the personal days. (based on the airfare quote from the travel agents).
Once the receipt is added to the expense report, open the airfare expense line and click the itemize button at the bottom right:
Choose the expense type as personal/non-reimbursable, and put the amount that the traveler owes to the department’s chart field. You will need to itemize the remaining amount ($466.64) as airfare through the same process above by adding an additional itemization.
You will be able to see all of the itemizations for the airfare by going to the Details tab> Totals, this will give you the breakdown of where the money is going. If the employee is being reimbursed for other travel costs, the personal/ non-reimbursable amount will be deducted from the total amount due to the employee.
After Submitting an Expense Report
How do I check the status of an Expense Report?
How do I find out if someone got paid through Concur?
Go to the Report Library to view past Expense Reports of a traveler:
View ‘All Reports’ and see the ‘Payment Status’ column
If the Auditors find a mistake will they send it back? Will we get an email notifying us (the travel delegate) or will it only send an email to the traveler?
If someone sends the Expense Report or REQUEST back to traveler, both the traveler and the travel delegate will be notified unless they have turned emails off.
For how long do our travelers/travel planners need to hang on to receipts?
We recommend the receipts are kept until the Expense Report is submitted for reimbursement, approved and traveler has been reimbursed. All of the receipts will be kept electronically with Concur. Departments should NOT retain receipts that are being stored electronically in other systems. (Concur, ePR, for example)
Why are the audit fees rising so much?
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 saving to the University, where the mot cost savings are occuring in the Departmental budgets.
How does a person know if their reimbursement is approved?
User (or you as Proxy role) can log into concur and select “Expense” tab, then you’ll need to click “Report Library” (Screenshot 1) and then under “Details” select “Report Header” (Screenshot 2)
How do you know if your check has been cut?
Click on expense tab > report library tab > click on the trip you want > details > report payments. After a check has been cut, PeopleSoft sends an update file back to Concur with payment information. This tab will only appear if the check has been cut.
How do I view past Expense Reports?
Go to Expense – Select Report Library
Do supervisors always have to approve the expense report?
What happens if the traveler is the Account Executive or PI?
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.
What if an approver won’t approve something? Will there be an email reminder sent to them? On EPR there is the ‘nudge’ option…
There will be an email sent out to all approvers if they have a request to approve in their queue.
You may also “NUDGE” the Approver by going to the submitted Expense Report > Details > Approval Flow and click ‘Notify Approver’.
In the Concur system, is the Budget Approver for the activity/project/org solely the Responsible Person or are the GFA proxies/alternates included to be able to approve?
Budget Approval for the Expense Report will be automatically routed to the Account Executive (AE)/Principal Investigator (PI) of the funds, and their CONCUR delegate. Concur does not access GFA delegations. NOTE: the AE/PI may delegate their approval authority to one other person, which is named an ‘Expense Delegate’. If an Expense Delegate is set up, the Expense Delegate will also get an email every time the approver gets an email and will be able to approve on behalf of the approver.
If you would like to delegate your signature authority for all travel reimbursements (or travel-related expenses) within the UTravel Concur system for Level 1, Level 2, Budget Approval, and Supervisor, please follow the instructions below:
• Go to your profile settings
• Click “Expense Delegates”
• Click “Add” to search for a delegate and click on their name once found
• Select “Can Approve” and “Receives Approval Emails”
· You can make the Expense Delegate temporary if needed
Once saved, this person is now able to Act on your behalf to approve.
Note: A person is not able to submit and approve an expense report, so we recommend keeping those duties separate.
This process is illustrated in the video below:
Click here to view media.
How do you add another expense approver in Concur, along with who we already have for our department?
The budget approver can go into Details > Approval Flow and then they can add before or after certain approvers. See first screenshot below. The supervisor or the other approvers can click “Approve and Forward” and that will approve the expense report and that person has the option of sending it to whoever they choose.
An employee has left the U, and we are now having issues approving their travel – what do we do?
HR data for supervisor are updated using the ePAF form. ORG Heads and Account Executives/PI’s are updated by notifying General Accounting. General Accounting will work with the Budget office to sync ORG Heads on the Financial Tree. Departments need to recall and re-submit the expense reports after the data is accurate on the Peoplesoft tables, and the updates have been integrated to Concur (usually an overnight process).
(For Approvers) What do I do if I go out of town?
Go to your profile and select, “Travel Vacation Reassignment.”
What happens if we have a new traveler?
You will need to fill out this form for the new traveler.
Also fill out a direct deposit form that is processed through accounts payable linked below:
What happens if we need to remove a traveler from our list?
You will need to fill out this form.
What happens if we need to change the supervisor of a traveler in Concur?
You will need to fill out this form
How can I get access to book travel for travelers?
In order to book travel under another user, that traveler will need to give you access. They can do this by clicking on their profile tab > profile settings > profile options > setup travel assistants – then click on who you want and click edit – check the box “can book travel for me”. Then you should have access to book their travel.