We have seen a few instances lately where the traveler’s name in their Concur profile was replaced with their name from the University of Utah HR system, which in some cases may be different.
The Concur profile name needs to match the identification that the traveler uses to check-in at the airport (Government-issued ID). Please make sure you and/or your travelers have verified that the name in the Concur Traveler profile matches the current government-issued ID that is used at the airport.
There has been a high number of instances where departments have failed to attach the prepaid airfare to an expense report properly, and are having to submit a subsequent expense report to expense the airfare. To combat this, departments MUST expense airfare with any trip where the airfare was prepaid with the onsite agents or the Concur booking tool.
Prepaid airfare expenses (purple credit card icon) must be “imported” rather than the preparers manually adding receipts or itineraries. If the department does not import the expense, the “purple credit card” persists and the Traveler and Preparer continue to get email reminders to complete an expense report.
NOTE: If the Concur booking tool or the Onsite Agents are used to book airfare, and the central-billed credit card is used to purchase airfare, that expense will be listed on the traveler’s “Available Expense” section and identified by a purple credit card icon. (See image below.)
When preparing the expense report, select “Import Expenses” and then select the appropriate item(s) and click “Move” (to current report). This will attach prepaid expenses on the current Expense Report along with any other trip expenses. The system knows to deduct prepaid expenses from the reimbursement. Departments will know that an expense is prepaid by a University credit card when there is a purple credit card icon next to the expense in Available Expenses. Preparers can review the total reimbursement and the amount to be reimbursed to the traveler under “Details: Totals.”
Welcome back to campus! In case you haven’t heard, this Spring, UTravel Concur will replace the old paper-based travel system. Approximately 35% of all University travel is currently being processed in UTravel Concur.
NOTE: Effective Friday, May 22, 2020, all employee travel must be registered in the new Concur system. The legacy system will not allow users to register a trip with a depart date past May 22.
UTravel Concur is a mobile-ready, paperless system where approvals route electronically like ePR and UShop. Significant improvements in system efficiency means that your travel reimbursements will be processed more quickly, and with much less effort from travelers and travel planners. Departments are able to track the progress of their expense report, and travelers can help prepare their expense reports by using their mobile device to capture receipts before they return from the trip.
Travel & Reimbursement Services has updated the UTravel Concur training materials and has posted more in-person travel arranger trainings for the next three months. We encourage departments not yet using Concur to make plans to beat the rush and convert their Spring travel to the new system.
Please let us know how we can help! Use our Ask Us form.