Concur Travel & Expense

• How to Log Into Concur
• Submit a Non-Event Reimbursement
• How to Act as a Delegate in Concur

• The employee should check that their AD credentials are working correctly by testing to see if they can log into other systems such as UCPath and Oracle.
• They should check to ensure that they are using Google Chrome and that they have cleared their cache/browsing history and attempt to log in to Concur again. Once they are logged in, make sure they are selecting University of California San Diego, not UC Office of the President.
• They should check with their department HR contact that their employee status in UCPath is active
• If all of the above have been verified and they are still having trouble logging into Concur, submit a case via Services & Support, Budget & Finance, select Concur (Access or Role Inquiries) under the More Specifically section of the Get Help online form. We will work with IT Services to reactivate their account. Make sure the following information is included in the support case:

• Expenditure Type (for Concur Requests/Expense Reports)
• Common Expenditure Types
  
• Travel Expense Types
• Expense Types vs. Expenditure Types
• Meeting and Entertainment: Maximum Meal Expenses
• Travel and Entertainment Resource Guide
• PaymentWorks (if registered you can check the status of your submitted invoices and change payment information)
• Procure to Pay & Travel and Expense Office Hours (Monday/Wednesday/Friday)

A key component of a successful Travel & Entertainment expense report is a strong and valid Business Purpose. Below are examples of well-documented business purposes that departments have included in their expense reports:

• Attended the XYZ Conference to present our research findings and collaborate with other investigators in the field of XYZ.
• Hosted the ABC Event to welcome and support new UC San Diego Alumni. This was a great opportunity to connect our new Triton alumni with other Tritons in the region and build mentorships with incoming and current students.
• Retirement celebration event for Employee Z to recognize 30 years of dedicated service to UC San Diego.
• Staff event for the XYZ team to celebrate recent fiscal year successes and conduct team building activities.
• Invited to the ABC Conference as the keynote speaker in City A. We then learned of an unexpected opportunity to meet with a potential donor in City B thus needed to purchase last minute airfare which was slightly higher in cost due to the lack of advanced notice.

How to Add Delegates
Step-by-Step Guide

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

Walkthrough Videos

• Updated User Interface
• How to Log Into Concur
• How to Add a Request and Expense Delegate
• How to Act as a Delegate
• How to Stop Being a Delegate for Another User
• How to Create a Gift Card Request
• How to Create an Event Request in Concur
• How to Submit an Event Expense Report
• How to Add Attendees to an Event Expense Report
• Checking the Status of a Concur Request/Expense Report
• How to Upload Receipt using the Concur Mobile App
• How to Perform Tasks as an Approver

Utilize the Concur Mobile App to digitize receipts while on the go. Features include:

• Capture receipt images from your mobile device to attach your business expenses and University Card transactions.
• Using Expenseit, you can instantly turn receipts into Concur expense entries.

View the App Center in Concur for more information on how to link your UC San Diego account to these Travel & Expense Apps.

First, verify your email address in Concur.

Email receipts to recepts@expenseit.com or receipts@concur.com to have them readily available in your Concur receipt bank.

Delegates emailing receipts on behalf of another Employee should provide the User's verified email address in the Subject Line of the email.

How-To Videos for Concur Approvers: Reviewing Travel and Event Expense Reports

The Travel & Entertainment team added two helpful videos to our MediaSpace playlist:  

• How to review a Concur Event Expense Report as an Approver  
• How to review a Travel Expense Report as an Approver in Concur