Concur

How to request travel and submit expense reports

Overview, Procedures, Preparation

• The Concur Travel and Expense software replaces electronic Conference Requests and Expense Reports. 
• Streamlined approval flows, validated General Ledger accounts, and audit rule warnings will assist with accurate submissions and shorter reimbursement time.
• The Concur Mobile App and additional tools allow for tracking trip itineraries and uploading receipts and transactions while traveling or from home.  E-receipts are also accepted into Concur from most hotels, airlines and car rental vendors.

Travel requests 

1. Submit your request to your direct manager.
2. If your direct manager is different from your cost center manager, your direct manager will forward the request to your cost center manager.
3. Your cost center manager will approve or deny the request.
4. The cost center manager will forward it to the college president or district vice chancellor for final approval.
5. Once your travel request is fully approved, you can book your travel and register.

Expense reports 

1. After you return from your travel, create an expense report using the same travel request number.
2. Submit your expense report to your direct manager.
3. If your direct manager is different from your cost center manager, your direct manager will forward the expense report to your cost center manager.
4. Your cost center manager will approve or deny the expense report.
5. If your expense report is approved, it will be sent to business services for review.
6. Once business services has approved the expense report, it will be sent to accounts payable for processing.

P-Card reconciliations 

1. Download your P-Card transactions from US Bank to your account.
2. Create an expense report for all of your P-Card transactions for a statement period.
3. Submit the expense report to your direct manager.

Employee reimbursements 

1. Create an expense report for your out-of-pocket expenses, including mileage.
2. Submit the expense report to your direct manager.

Please note that travel expense reports associated with travel requests must be created from the request in order to associate the expense report to the request and close the encumbrance in Colleague. This includes pre-paid transactions and out-of-pocket expenses.

Videos 

1. Updating Your Travel Profile. The video shows you how to update your travel profile in Concur Travel. This will allow you to access your TSA and airline mileage information directly from your Concur Travel profile, and receive emailed receipts.
2. Assigning a Delegate. The video shows you how to give someone else permission to enter expense reports and requests, and/or approve them, on your behalf in Concur Travel. This is typically done for administrative assistants.

Expense Reports

Adding an Out of Pocket Expense to an Expense

Allocating to multiple GL accounts

Approving Expense

Employee Reimbursement with mileage expense

Itemizing Expenses

Missing Receipt Affidavit

P-Card Reconciliation

Personal Car Mileage

Trip Expense 

Here's a list of resources

1. Travel and Expense Overview
2. Initial Login Checklist
3. Profile Settings
4. Expense Type Object Code