eTravel Training eTravel/Concur Ashley Starnes- Account Specialist I- Travel

Our Relation to State Guidelines TSU System State

Travel for Tarleton State University follows the guidelines of the State of Texas and that of the Texan A&M University System. What to think about before traveling: Lodging Rates Meal Allowances radio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts radio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts Mileage rate ($0.56 per mile) Contracted Vendors Allowable Incidentals

First Things First – SSO Menu Access eTravel by logging into the Single Sign On (SSO) screen You will need your UIN & password Click eTravel/Concur to access the program eTravel/Concur

Main Page of Concur You will find your “Active Work” and your “Approval” queue on this page “My Concur” is the homepage

Create a Travel Request Replaced Authorization Requests Needed for all foreign travel, airfare booked in Concur and any state funded travel  Click on the Request tab New Request

Create a Travel Request Fill in the required fields (red lined) and hit save. (The next tab is where you will choose categories to estimate your expenses.) Click “Save” when completed. Select System Member 04 for Tarleton

Create a Travel Request (Estimate Expenses on TR) 1. Click New Expense 2. Choose a category: Lodging, Meals, Transportation, Other

Create a Travel Request (Estimate Expenses on TR) 3. Enter an Amount 4. You can change the account here.

Create a Travel Request (Setting Additional Approvers on TR) Click Submit OR Notify Employee Travelers MUST submit their OWN reports! New to TR- if you would like to add additional approvals such as primary manager, you can do this here

Create a Travel Request (Where did it go?) Travel Requests are now routed like expense reports and the approval will be made by the account signer. Once approved, it will remain in your Active Work queue until you have completed your trip and submit an Expense Report for reimbursement.

Create a Travel Request (Active Work Queue) Found on the “My Concur” tab Please note that approved AR’s will be found under the Authorization Request tab until trip has occurred and/or end of FY13. Theses are the AR’s that were approved before the conversion to TR, no need to close.

Create/Approve a Travel Request

Important! You MUST complete an TR prior to booking airfare in concur, using state funds or traveling to a foreign country.

Book Travel (Using Concur to book travel) The concur booking tool works much like Travelocity, Expedia and Orbitz Enter your trip itinerary to book airfare, reserve hotel and reserve rental vehicles. All rental vehicles used in state and departing from headquarters should still be booked through Joyce Daniels in our transportation department. (ext or )

Book Travel (Using Concur to book travel) Departure and Arrival airport locations Do you want a rental car? Find a Hotel?

Book Travel (Choosing Airfare) The first search will bring up airfare choices. The green “reserve” box shows that it is in compliance. Remember, green means go ☺ Airfare is priced first at non-refundable rates. For refundable rates click the “show details” link.

Book Travel (Choosing Airfare) If you choose a yellow “reserve” box then you will be asked to justify choosing a flight outside of compliance

Book Travel (Choosing Airfare) This box will pop up if you choose to reserve a yellow flight. You will choose a reason for booking the non- compliant flight and add a note if applicable.

Book Travel (Choosing Car Rental) Choosing your car rental is very similar to booking your airfare. The green reserve box shows that you’ve chosen a compliant vehicle.

Book Travel (Booking a Hotel) When choosing a hotel, input the location and the next screen will show you the maximum allowances for your destination. Click next to choose your hotel.

Book Travel (Booking a Hotel) Notice the maximum allowed at the top of your list again. Green diamonds are in compliance.

Finalizing Reservations (How to pay) Follow the prompts once choosing your travel details. ALL airfare booked through the system will be automatically routed to the University CBA card and billed to the University. You will need to use your credit card information to reserve hotel rooms and rental cars.

Expense Reports (Where to begin) 1. Go to your “Concur” tab on your main page 2. Scroll down to your “Active Work” queue 3. Find the trip you want reimbursed under your “Authorization Requests” and/or “Travel Requests” 4. Click the icon on the far right under “Expense Report?”

Expense Reports (What is required) Complete the header – verify and enter the correct account number. ( The required fields are marked with red.) Continue to the next page. Make sure you’ve scanned and uploaded all your receipts to your computer. ( meal receipts are not required unless you traveled with a university paid travel card and ALL receipts are required)

Expense Reports (What is required) Create a new expense for every field you are claiming. (list meals separately by day) You may combine totals for taxis, parking, baggage fees, etc. instead of listing each receipt separately. Use the mileage calculator for miles driven or upload your point to point as a receipt and attach it to your mileage claim. Hotel claims should be itemized by lodging rate and by hotel tax for each day.( this can be done with the “nightly lodging expense” tab)

Expense Reports (Required) If you have booked airfare and had it prepaid by the University, you should see these card charges on your “My Concur” page. Click the airfare and agent fee and “import” them to your expense report when you are ready to submit it for reimbursement. Don’t worry, concur recognizes it as company paid and will not reimburse the employee for the airfare. However; this is a necessary step in order to “repay” the clearing account that paid for your airfare. Don’t forget the fee!

Expense Reports (Example) Hover over any of the icons to see what each means. The green circle with a check mark means that a receipt is attached.

Expense Reports (Submission) Once you’ve gotten all your claims added and the required receipts attached, you are ready to click the submit button. You’ll find it at the top right of your expense report. If you are creating one for another traveler then you will see the “notify employee” button. It will then route to the appropriate account owners for approval before arriving in Business Services for processing.

For Approvers To approve a trip for an employee, locate your “Approval Queue” (from the “My Concur” tab) and select the trip you wish to approve by clicking on the blue link.

For Approvers Trip Details – Approval Button This is the same whether it is an Authorization Request or an Expense Report.

Where can I find Comments? Under “Details” – “Comments”

Q&A (exceptions) What about conference hotels? Continue booking them as you have in the past – outside the system. Concur does not have access to conference rates. Do I have to use the system to book my travel? No, you can book on your own as you have in the past. Receipts are still required as have been before. Who do I call for assistance with eTravel/Concur? Call Business Services, Not Human Resources even though you access it through the SSO screen.

Who Can submit reports? The Traveler’s submission is their electronic signature.

What goes on my report? YOUR expenses only! (make sure receipts are in your name) NOT OTHER PEOPLE’S EXPENSES Do not pay for another employee’s travel expenses. If you do, it will be between you and the other traveler to personally work out what is owed back to you.

Support (contacts) Ashley Starnes– Travel Specialist or extension 9434 eTravel/Concur - Tarleton State University