1. Welcome to Concur Class! Strategic Procurement

2. Table of Contents 1.PoliciesPolicies 2.Tips – Helpful HintsTips – Helpful Hints 3.Important InformationImportant Information 4.Definitions – Role of Approver, DelegateDefinitions – Role of Approver, Delegate 5.How to: – Log on to Concur Log on to Concur – Assigning a Delegate under Profile Assigning a Delegate under Profile – Travel Vacation Reassignment Travel Vacation Reassignment – Create Non-Travel Related Pcard Transaction Expense Report Create Non-Travel Related Pcard Transaction Expense Report – Book Travel Airfare Hotel Car Rental – Create Travel Related Expense Report Create Travel Related Expense Report – Create New Itinerary Create New Itinerary – Import Transactions to Expense Report Import Transactions to Expense Report – Allocate Funds for Transactions Allocate Funds for Transactions – Split a Transaction Split a Transaction – Use Multi-select Feature Use Multi-select Feature – Attaching Receipts Attaching Receipts – Splitting out Personal Purchase Splitting out Personal Purchase – Apply for Cash Advance Apply for Cash Advance 6.Concur User Account ActivationConcur User Account Activation

3. To Use Links

4. Proposed Policy Changes Airfare, hotel, and car rentals should be booked though Cliqbook with a Pcard. Individual travel meals will no longer be placed on the Pcard. We will be using per diem with no receipts required. Per diem and lodging rates will be based on GSA (U.S. General Services Administration) rates, which can be found at: www.gsa.gov www.gsa.gov Use our preferred vendors, with whom we have negotiated discounted rates.

5. Proposed Policy Changes, cont. To determine the most economical method (personal vehicle vs. rental car), use the Enterprise calculator found at: http://www.enterprise.com/car_rental/mileageCalculator.do http://www.enterprise.com/car_rental/mileageCalculator.do Athens Enterprise is located at Don Wood on East State Street.

6. Policies Ohio University Policy & Procedure Travel and Entertainment Policy Pcard Policy Buying Guidelines

7. Helpful Web Sites GSA Web Site Log in to Concur at https://concur.admsrv.ohio.edu https://concur.admsrv.ohio.edu Concur Travel & Expense Training Site: http://www.concurtraining.com/customers/o hio/index.htm http://www.concurtraining.com/customers/o hio/index.htm

8. Helpful Tips Name in profile within the Cliqbook/Concur system must be exactly the same as is on your drivers license or passport. Use the ‘cancel’ button instead of the ‘back’ button on your browser Use your mouse to save instead of the ‘enter’ key.

9. Important Information Login is your Oak ID and password Be sure to click on the E-Receipt Activation to insure vendors can send receipts. Keep paper receipts. Transactions must be updated within 10 business days from posting to Concur. Supervisor has 5 business days to approve; after 5 days, it is automatically forwarded to their supervisor for approval.

10. Definitions Concur: Travel and expense reporting system. Cliqbook: Online travel booking tool within Concur Approver: Direct supervisor as assigned by Human Resources Delegate: Can create and/or view expense reports on behalf of another employee. The person who creates the delegate relationship determines your rights and privileges (create, view reports, receive emails) as a delegate.

11. Log on to Concur https://concur.admsrv.ohio.edu/concur/

12. Concur Gateway

13. Successful Log On!

14. Assigning an Expense Delegate

15. Travel Vacation Reassignment

16. Non-Travel Related Pcard Expense Report

21. Ohio University Detailed Report

23. Attaching a Receipt

24. Uploading a Receipt from your Computer

25. Creating a Fax Cover Page

26. Fax Cover Page

27. Viewing Receipts

28. Submit Report

29. Additional Approval

30. Select Name of Additional Approver

31. Save Workflow

32. Expense Report Submitted

33. To Book International Travel: For Better International Rates – – Call Jaya Travel: 248.358.9100 – Office hours are Pacific Time on recording

34. Cliqbook – For Domestic Travel

35. Cliqbook Trip Search– Online Booking Tool Green = in policy, allowable expense Yellow = indicates outside policy. If you choose this, you must provide additional explanation. May have to reimburse expense.

36. Cliqbook: Booking Hotel

37. Cliqbook: Booking Airfare

39. Cliqbooks: Booking a Rental Car

40. Create Travel Related Expense Report

41. Create Travel Related Expense Report for Guest or Other

42. Create Travel Related Expense Report

44. Create New Itinerary

45. Save the New Itinerary

46. Completed New Itinerary

47. Available Itineraries

48. Per Diems - Expenses & Adjustments

49. Import Transactions to Expense Report

50. Expense Substantiation

51. Personal Mileage

52. Taxi

54. Personal Purchase at Hotel

55. Splitting out Personal Purchases

56. Allocate Funds for Transactions

58. Splitting a Transaction

59. Multi-Select Function

60. Exception Messages

61. Attaching a Receipt

62. Uploading a Receipt from your Computer

63. Creating a Fax Cover Page

64. Fax Cover Page

65. Cash Advance

66. Travel World Contact Information for Travel World: Toll Free (800) 210-3350 Phone (740)-533-4630 Fax (740) 533-4623 Call Travel World with your travel booking questions.

67. Benefits of American Express $1,000,000 Worldwide Automatic Travel Accident Insurance $5,000 lost luggage insurance American Express Global Assist Hotline  1-800-554-amex (2639)  Collect from abroad 715-343-7977  available 24 hours a day from anywhere – to obtain medical information and monitoring, prescription replacement, doctor referrals, English speaking lawyers, embassy and consulate referrals, customs/passport/visa info, online destination guides that include weather reports, exchange rates, and more.

68. Workflow Changes

69. Concur User Account Activation Once you have completed training, please email purchasing.card@ohio.edu.purchasing.card@ohio.edu Email Subject: Concur Training Completed The Concur Administrator will reply when your Concur user account is activated.