Concur Travel & Expense Software

Course Description

This course is designed to teach new users, delegates and approvers how to set up preferences, and enter travel requests and travel expenses into Concur software.  The Concur Expense Software is used to obtain pre-approval for business travel, book business travel, submit actual travel expenditures and even receive non-travel employee reimbursements. While non-travel expenses do NOT require a request, when you travel on University business a Travel Request is required prior to the trip.  The request has two purposes; can I travel and can I spend university dollars?

Prerequisite

Access to Concur Software.  All employees have access automatically.  Students will need a profile created manually by the campus Travel Coordinator.  Concur is not used for Non-Employee and Non-Student travel.

Getting Started

To login to Concur visit www.csustan.edu/travel, select Concur Log-In and sign-in with your campus credentials. The webpage above will provide you some resources like the Traveler and Delegate Handbook, FAQ, and a link to the Chancellor’s Office Travel Policy and Procedures.  The handbook provides step by step instructions and screen shots for all travel submission purposes.  It is the perfect place to start.

Additionally, here are a few training videos to get you started:

Introduction to Travel & Expense

Creating a Request

Once your trip is over (as long as you created your request BEFORE traveling) you will receive an auto generated email from Concur Solutions (Subject "Welcome Back") with further instructions on how to complete your Expense Report to claim actual expenses incurred .  To begin, visit Page 69 of the Concur Traveler and Delegate Handbook for instructions on how to create an expense report FROM your approved request.

Additional Videos

To view additional training materials, login to Concur, click on the Help dropdown in the upper right corner of your screen, and select Training.  The Concur Training site will open in a new window.  In the upper left corner of the screen there are three categories of training videos for your reference: Expense, Request, and Travel.  To expand the appropriate module and select a topic to review, click on the blue plus sign above the category.  Helpful videos include the following:

Updating your Expense Profile

Converting Foreign Currency Transactions

Entering Personal Car Mileage

Correcting and Resubmitting an Expense Report

Adding Card Transactions to an Expense Report

Closing a Request - If you do not see the request you need to close once navigating to your Manage Requests page, click on the blue View drop down and select All Requests.  

Travel PCard Challenges

If you have a University issued US Bank Visa for travel (Travel PCard), you are required to import all transactions to an expense report after a trip is completed.  It takes up to five days from the date of the transaction for data to feed into your Concur profile from US Bank.  Please WAIT for all charges to appear in your AVAILABLE EXPENSES before entering Travel Pcard charges on an expense report.

Occassionally the transaction date feeding from US Bank will not be accurate.  Instead of the transaction date the posting date will be associated with a charge.  Verify all dates are correct by reviewing receipts and update transaction dates if necessary.

I HAD A PERSONAL CHARGE ON MY TRAVEL CARD,  WHAT NOW?

  • Import the charge to your expense report as you normally would.
  • If there are reimbursable items in your expense report, or expenses for which the payment type is Cash/Personal AND the sum of these amounts exceed what is owed back, make a negative expense entry to the same expense type, on the same date as the personal transaction using the Cash/Personal payment type.  This will effectively reduce your reimbursement and return funds to the University.
  • If there ARE NOT reimbursable items in your your expense report, or expenses for which the payment type is Cash/Personal OR the sum of these amounts is NOT sufficient enough to cover what is owed back, you must return the personal charge to University Cashiers.  Make a negative expense entry to the same expense type, on the same date as the personal transaction using the Company Paid - Travel Pcard payment type and attach the receipt from Cashiers.  

I EXCEEDED MY DAILY MEAL ALLOWANCE ON MY TRAVEL CARD AND I CAN'T SUBMIT BY REPORT.

  • Import the charge to your expense report as you normally would.
  • Follow the same steps above by entering a negative expense entry to Meals for the amount you exceeded the allowance for the day.  The payment type will depend on if your report contains reimbursable items or not (see description above).

 

If you have further questions after reviewing the training materials or if you would like to schedule an e-meeting using Zoom contact concur@csustan.edu.