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Delegates and Approvers

All NEW Student Life employees must set up the following items in Concur prior to any requests and expenses: delegates, request approver, and expense approver. View the step-by-step procedures for each process below.


How to Add a Request Delegate and an Expense Delegate in Concur

Overview

  • All NEW Faculty and staff must add authorized individuals as delegates to prepare Concur Requests or Expense Reports on their behalf. Delegates are typically the employees Supervisor/Department Head, or a staff member who work will be assigned to. 
    • Please make sure you have at least one Delegate in Concur. This person should be your Supervisor or Department Head, as determined by your Supervisor. 
  • There are two types of delegates in Concur: Request Delegates and Expense Delegates
  • View this YouTube video on how to setup both a Request and Expense Delegate in Concur. The video explains the same information as documented below
  • To learn how to perform actions in Concur on another user's behalf once they have set you as a delegate, refer to the KBA on How to act as a Delegate in Concur

Critical Concepts

  • Faculty and staff must login to Concur with their UC San Diego credentials and designate their delegates, there are no exceptions
  • The Request and Expense modules share delegates, by assigning permissions to a delegate in one area, you are assigning permissions for both Request and Expense
  • Once added, a delegate can perform all of the same actions as a normal user except for submitting:
    • a Travel Expense Report
    • a New Card Product Request, including Travel & Entertainment Card and Procurement Card
    • a Procurement Card Expense Report

Step-by-Step Guide: Adding Delegates

Detailed instructions for Student Life Staff on how to add Request and Expense Delegates in Concur.

Learn More (PDF)


How to Add a Request Approver and an Expense Approver in Concur

Overview

  • All NEW Faculty and staff need to add authorized individuals as approvers in their Profile to approve Concur Requests or Expense Reports.  Default Approvers are not automatically assigned in Concur and must be added by the cardholder.
  • Approvers are Typically the employees Supervisor or Department Head 
  • Two types of approvers in Concur: Request Approvers and Expense Approvers
  • A cardholder can have up to two (2) default approvers for both Requests and Expenses

Critical Concepts

  • Faculty and staff must login to Concur with their UC San Diego credentials and designate their approvers, there are no exceptions
  • The Request and Expense modules do not share approvers, you will need to assign permissions to each area for both Request and Expense
  • Once added, your approver will be your default approver unless you select a different approver for separate funding directly in your report. Your default approver will approve the following when you submit:
    • a Travel Expense Report
    • a New Card Product Request, including Travel & Entertainment Card and Procurement Card
    • a Procurement Card Expense Report
    • an Event Expense Reimbursement

Step-by-Step Guide: Adding Approvers

Detailed instructions for Student Life Staff on how to add Request and Expense Approvers in Concur.

Learn More (PDF)