TRAVEL FAQS

Concur Profile & System

How do I log into Concur?

The Concur system is
available through my.University.edu quicklinks. Select University Concur.

What if I do not have Concur on quicklinks or am unable to login?

Contact the University Travel Office.

How do I add my University Travel Card to my Concur Account?

To add your University
Travel Card to your Concur Account, log in to Concur and follow the
instructions below.

NOTE: Use Billing Address: 1234 Test Drive, San Antonio, TX 78201

Is there currently a service outage in Concur?

If the system
appears to be running slow or you are experiencing issues logging in or using
Request/Travel/Expense functions you can check the Concur Status Board to see if
there is an active service outage. In the top right corner of the screen you
can click “Subscribe to Updates” if you wish to receive updates when the system
is experiencing issues.

How do I become a delegate or assign a delegate to prepare travel and expenses?

Travelers are
responsible for assigning delegates to prepare travel and expenses in Concur.
Go to Profile Settings > Expense Delegates in Concur to assign a
delegate.

How do I configure e-mail notification settings in Concur?

To configure e-mail
notifications:

University Travel Card

What is the Billing Address for my Travel Card?

1234 Test Drive
San Antonio, TX 79201

How do I apply for a University Travel Card?

The travel card is available
to all University and staff who travel, who book travel on behalf of others,
and anyone who incurs any of the following expense types: dues, professional
memberships, registrations, and subscriptions.

Please fill out
the Travel
Card Request Form

Can I use my Travel Card to book travel for other employees or guests?

Yes;
however, you are responsible for reconciling those charges on an expense
report. In this case, charges for multiple people can be combined on one
expense report.

Approvals

Who approves my Travel Request and/or Expense Report in Concur?

Travel Requests

What is a travel Request, and is it required?

How do I make a Travel Request in Concur?

Go to Travel Request
Reference Guide under Job Aid / Training.

What do I use to estimate meal costs for my trip?

How do I update my default account number for a Request?

Contact
University Travel Office

How do I cancel a request in Concur?

If you have
submitted a Request for a trip but are no longer able to go on the trip, you
may cancel the request.

When should I request a Cash Advance?

Cash
advances should only be used for student per diem or if you are traveling to a
country where they may not accept your JPMorgan Travel Card. The use of cash
advances must be documented and receipts attached (for non-per diem
transactions) when submitting the expense report. If issuing Student Per Diem,
students must sign that they received the issued Per Diem.

Travel Bookings

Do we have to use Corporate Travel Planners and Concur for online booking?

The University
Travel Program has been implemented in order to provide competitive pricing for
University Travelers. Discounted rates are based on volume (the more travelers
who use the system, the better the rates); therefore, University travelers
booking through Concur and CTP will allow the University to negotiate the best
rates with airlines. It also ensures that any University Frequent Travel
Programs are being utilized. For example, University has a business extra
account with AA, with this travelers receive their personal points, but
University also receives points which University can then use towards free
tickets to help in reducing the overall cost of the travel at University.

Concur is required
for the submission of all expense reports related to travel, whether or not,
the University Travel Card was used. Request for reimbursement of any travel
related expenses must go through Concur.

When is the best time for me to book my flight?

It is recommended
that airfare be booked 14-21 days in advance.

Can I book a multi-leg trip online?

Yes, multi leg trips
can be booked online.

It is suggested that
complicated, multi-leg, international itinearies be booked by a Full Service
agent.

Can I book an international trip online?

International travel
can be booked online, however if your itinerary includes several international
destinations or inter- country travel you should contact Full Service.

Full Service will be
able to get better pricing and advise of any travel documents you may need.

Can I change/reserve my seat online?

In most instances a
pre-reserved seat can be done online while making your reservation; however,
once a reservation has been ticketed and confirmed, you can access the
airline’s website and modify the seat assignment or make changes based on
frequent flyer status. It is important to note that a pre-reserved seat is
never guaranteed.

How do I verify if my frequent flyer number is included in my reservation?

The traveler’s
freqent flyer number will be printed on the final invoice that is sent by CTP.
It will be listed under Frequent Flyer Info.

Frequent Flyer
information can be added to the traveler’s profile. Once it has been added to
the profile, it will automatically be included in any reservation for that
airline.

How do I book a conference hotel?

If required,
Conference bookings can be booked through the website, if using Concur to book
a hotel at a conference rate, please use conference Hotel request.

How do I obtain access to book for a guest?

Contact the travel
office to request access. Access will only be given to administrative staff.

How do I book a prospective employee’s travel?

Prospective
employee’s would be booked as a guest through Concur if University is paying
for the airfare.

What is Group Travel?

Group Travel is defined
as a group of 10 or more individuals traveling to or from the same destination.

If a traveler is in travel status and needs to change their travel arrangements, who should they contact?

Please contact CTP.
They will make the necessary changes to your travel plans. Justification will
need to be provided to University for changes.

How do I upgrade my flight reservation?

Extra
leg room, early check in and change in flight class can be obtained by
contacting the airline company directly. All additional requests will require
an explanation for additional charges.

Expense Report

How do I create an expense report?

For instructions on
creating an expense report, please see the Expense Reference Guide under Job
Aids / Training.

When should I submit my expense report?

Expense reports
should be submitted no later than 30 days after the end of your trip. If you
are a frequent traveler, then a monthly expense report should be submitted for
any costs incurred during the month.

Can I allocate an expense report to multiple FOAPs?

Yes, you can
allocate expenses across multiple FOAPs.

How long does it take for my Travel Card transactions to flow through into the Concur system?

It is typically
takes 3-8 business days for the charges to be imported into Concur. This is
dependent upon when the merchant sends the transactions to MasterCard.

What is Expense Assistant?

Receipts

What if I am missing a receipt?

Detailed receipt
images or e-receipts are required for airfare, lodging, car rental, and
conference registration. Please contact the supplier for a receipt if the
original was lost. For other expense types, a Missing Receipt Affidavit can
be attached. Depending on the expense, a supervisory or signature may be
required.

How do I attach receipts in Concur?

There are multiple
ways to attach receipts in Concur depending on the tool that you are using.
Instructions are as follows.