1. Concur Overview

2. Why Concur? Needed a better travel process
UH System RFP in November 2013
Workflow approval
E-receipts
Better management reports on travel
Software as a service (“in the cloud”)
Customized to meet our needs
Concur is the most widely used travel management system in private business and higher education

3. What’s in scope?
ALL UH travel for employees, prospective employees, students, prospective students, university guests, contractors, and regents
“Travel” includes:
All trips that include airfare, rental car, or hotel
All overnight trips
All Travel Card transactions, including for new employee moving expenses
All trips for UH business, whether UH pays or not
All moving expense reimbursements

4. What’s new? Travel Request process Travel Advance process
Online booking tool
Travel agency
Travel Expense Report process
Travel Card process
New employee moving expense process

5. Travel Request Created in Concur by traveler or delegate
Workflow approval
Employee travelers must submit their own TR into workflow to acknowledge their review
Approvers are automatically notified when a Request is waiting for their approval
An approved Travel Request is required for all university travel, whether paid by UH or not
Don’t book travel until the TR is fully approved

6. Travel Request Workflow Paths
1. Employee North American Travel
Employee – Supervisor – Certify
2. Employee Foreign Travel – Local Funds
Employee – Supervisor – Certify – VP
3. Employee Foreign Travel – State Funds
Employee – Supervisor – Certify – VP – Provost
Note: Academic supervisor approves all faculty travel and Provost approves faculty foreign travel. Research VP also approves foreign travel when using Research Division funds. Use “Approve and Forward” to add approvers.

7. Travel Request Workflow Paths
4. Prospective Employee North American Travel
Delegate – Unit Head – Certify
5. Prospective Employee Foreign Travel – Local Delegate – Unit Head – Certify – VP
6. Prospective Employee Foreign Travel – State
Delegate – Unit Head – Certify – VP – Provost
7. Other Non-Employee Travel (all destinations)

8. Travel Advance
Available for employee foreign travel and group travel (local funds only)
Concur setup form must indicate “travel advance eligible” for employee to have travel advance option
Advance requested on the Travel Request in Concur
After TR is fully approved, Travel Advance will go through its own workflow approval
Path: Employee – Certifying Signatory – AP
After AP approves, nightly feed to UHS Finance System creates pre-approved voucher to issue Travel Advance
Concur keeps track of Travel Advance used on Expense Report

9. Concur Online Booking Tool
Customized to include UH System and state contracts for airfare, hotel, and rental car
Discounts for United and Southwest flights booked through Concur
Concur keeps track of your unused tickets so they don’t expire
Concur builds reservations in “live time” so inventory is secured during the search, instead of at the end when it may no longer be available

10. Concur Online Booking Tool
Concur tells you which flights are Fly America compliant when traveling internationally on federal funds
Concur can store your travel preferences, rewards programs, and credit cards in your profile for more convenient booking
Travel Arrangers selected by the traveler can book travel on behalf of the traveler, if desired. Both traveler and arranger receive confirmations.

11. Travel Agency
Corporate Travel Planners (CTP) was selected as the UH travel agency following a RFP
Headquartered in San Antonio
Travel agency for several universities
Long-term Concur partner
Available 24/7
Can split payment for business/personal travel

12. Expense Report Traveler’s Expense Report copied from TR
Dept Travel Card Expense Report created with information from TR and refers to TR number
Electronic receipts are available
Many airlines, hotels, and rental car agencies provide e-receipts for Concur customers, which are sent directly to the traveler’s queue in Concur (traveler must opt-in to receive e-receipts and book in Concur with credit card in traveler’s name)
Use free ExpenseIt app to take a picture of a receipt with your phone, it to ExpenseIt, and an itemized copy of the receipt will be sent to the traveler’s queue in Concur

13. Expense Report
UH travel rules (e.g., required receipts) are built into the Expense Report, so you know when something is missing
Select the expense description (e.g., Airfare – Direct Billed) on the Expense Report and the expense account will be selected for you
Workflow approval – Must be submitted by employee to acknowledge review

14. Expense Report Workflow Paths
1. Employee Travel (Non-Taxable) Employee – Certify – AP 2. Employee Travel (Taxable) Employee – Certify – Tax – AP 3. Non-Employee Travel (US Citizen or Resident Alien) Delegate – Certify – AP 4. Non-Employee Travel (Foreign National) Delegate – Certify – Tax – AP 5. Department Travel Card Expense Report Dept Travel Card Custodian – Certify – AP

15. Expense Report Workflow Paths
6. New Employee Moving Expenses
Before Employee Starts
Delegate – Certify – Tax – AP
After Employee Starts
Employee – Certify – Tax – AP
After AP approves, nightly feed to UHS Finance System creates pre-approved vouchers and journals to issue payments and record expenses.

16. Travel Card Process Travel Card transactions feed to Concur daily
Cardholders (or delegate) and custodians match receipts to Travel Card transactions, which are then matched to an Expense Report
Individual Travel Card transactions are approved on the traveler’s Expense Report
Department Travel Card transactions are approved on the custodian’s Expense Report for the traveler

17. New Employee Moving Expenses
To reimburse moving expenses, you must create a Travel Request and Expense Report in Concur just like you would for travel
Attach offer letter to Travel Request
Attach receipts and Moving Expense Template to Expense Report
Direct payments to moving companies are not made through Concur

18. Who Has Access to Concur?
Employees who are known travelers
Travel Card cardholders and custodians
Staff who create Travel Requests and Expense Reports or make travel arrangements
Supervisors, unit heads, certifying signatories, and other approvers
New travelers, delegates, and approvers can be added by sending a Concur Access Form to AP, which is posted on the Finance Forms page:

19. Three Ways to Login to Concur
PASS (employee self-service)
User ID is UH address
Temporary password will be ed to you by AP
Phone or tablet using the Concur app
Login to Concur using PASS or the Concur website, go to the Profile page, and select Mobile Registration to download the free Concur app

20. Getting Started and Resources
First thing to do after logging in is to review and update your profile in Concur.
See documents on Finance Training page:
“Getting Started in Concur”
Step-by-step instructions for using Concur
See Company Notes page in Concur, which includes additional helpful information, including contacts for questions and booking travel.