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What is Concur? Concur is a web-based tool that fully integrates travel reservations and expense reporting data into one application. Concur allows for the electronic processing of P-Card Transactions – (both Travel and Non-Travel), Travel Reimbursements, Miscellaneous Reimbursements, Payments to Vendors, and International Travel Approvals.
How do I get access to Concur?

  1. Gain approval from the budgetary manager for your department and email Concur@fa.ua.edu to request access.

  2. Complete the Concur Travel and Expense Online Training Course through Skillport.

  3. If you are a new p-card cardholder, you will also need to complete the P-Card Policies and Procedures online course available through Skillport.

What are the modules in Concur and how do I use each module?Request
Concur Request is used to notify appropriate parties of international travel. For more information see the Online Resources for Concur Requests.


Travel
Concur Travel is used to reserve airfare, rental cars, and hotels through the University’s travel management company (TMC). For more information, see the Online Resources for the Concur Booking Tool.


Expense
Concur Expense is used by UA employees to reconcile P-Card charges and to request reimbursements for UA employees. Concur Expense includes the following policies:


  1. P-Card Non-Travel
    All P-Card Non-Travel expenses should be reconciled using the P-Card Non-Travel Policy.

  2. Travel, Entertainment, and Reimbursements
    The Travel, Entertainment, and Reimbursements Policy should be used by UA employees to request reimbursement for travel expenses and to reconcile any travel and/or entertainment related P-Card transactions. Travel for UA guests or students paid for by a UA P-Card should be reconciled in Concur Expense. This policy should also be used for any entertainment and/or relocation related charges and for any other miscellaneous reimbursements to UA employees.

For more information, see the Online Resources for Concur Expense .


Invoice
Concur Invoice is used to submit Payment Requests to reimburse non-UA individuals and to process payments to vendors.


For more information on how to work with Concur Invoices, see the Invoice User Guide.

How do I setup my User Profile?New to Concur? Start with the User Profile Guide. This guide outlines the steps necessary to set up your User Profile prior to booking travel or entering expense reports.
How do I setup delegates or assign delegates? To assigned a delegate, go the the Profile drop-down and select Profile Settings. From the left-hand menu bar, select the correct module for which you are assigning a delegate. You can assign a request delegate, an expense delegate, an invoice delegate, and a travel assistant/arranger.


For more information on how to set up delegates or work as another user, see the Concur Delegates video.

I am traveling to a conference later this year, how do I get started in Concur? Once you have complete the Concur training and gained access to the Concur system, you must set up your User Profile. You can then book your flight, hotel, and/or rental cal through Concur.

Note: booking through Concur is encouraged, but not required. Hotels with a special conference rate, code, or website should be booked outside of Concur.

Reconciling Travel Charges and Submitting Reimbursement

  • Once you return from your trip, you'll submit your out of pocket expenses and any charges on your assigned P-Card through the Concur Expense Module under the Travel, Entertainment and Reimbursement Policy. Note: you can reconcile your P-Card charges once they post to your profile or you can wait until after your trip. You can verify your department preferences with your Budgetary Approver.


  • For more information on Concur Expense, see the Concur Expense User Guide.

I am traveling, but I do not need to book any air, lodging,
or car rentals, how do I get started in Concur?
Once you have completed the Concur training and gained access to the Concur system, you must set up your User Profile. When you return from your trip, you'll submit your out-of-pocket expenses and P-Card charges through the Concur Expense Module under the Travel, Entertainment and Reimbursement Policy.


For more information on Concur Expense, see the Concur Expense User Guide.

How do I reconcile my P-Card charges in Concur?P-Card Transactions may need to be split into separate expense reports depending on the expense type. P-Card Non-Travel charges (such as office supplies) are submitted through the Concur Expense Module under the P-Card Non-Travel Policy. P-Card Travel and Entertainment charges (hotels, airlines, meeting food, conference food) are submitted through the Concur Expense Module under the Travel, Entertainment and Reimbursement Policy.


For more information on Concur Expense, see the Concur Expense User Guide.

How do I split expenses between expense types or funding sources?View the Itemization and Allocation Video to learn how to split expenses between account codes or funding sources.
What do I do with the receipts? View the Managing Receipts in Concur Video to learn when receipts are required and how to upload them to Concur. This quick reference also provides the steps necessary to activate e-receipts.

View the Emailing Receipts Video to learn the steps necessary to add and verify email addresses in order to submit receipts by email.

View the E-Receipts Video to learn the steps necessary to activate e-receipts.

View the Concur Mobile page to learn more about the Concur Mobile and ExpenseIt apps which can also be used to capture receipts.
I need to submit a travel reimbursement, how do I get started in Concur? Once you have completed the Concur training and gained access to the Concur system, you must set up your User Profile. Travel reimbursements can then be submitted through the Expense Module under the Travel Entertainment and Expense Policy.


For more information on Concur Expense, see the Concur Expense User Guide.

How do I build a travel itinerary? View the Concur Travel Itinerary video on how to build a travel itinerary in the Concur Expense Module.

For more information on Concur Travel Itineraries, see the Concur Travel Itinerary Page.
I need to reimburse a UA faculty or staff through Concur, how do I get started in Concur? First, you'll need to be assigned as an Expense Delegate for the individual for whom you are creating a report. Once this step is completed by the individual in his or her profile, then you will be able to act as a delegate on his or her behalf. From your Concur account, select the Concur Profile drop-down arrow, and select the individual’s name from the list. Select "Start Session." You are now acting as a delegate for the individual and can create a new report in the Expense Module on his or her behalf.


For more information on how to set up delegates or to act as another user, see the Concur Delegates video.

I need to reimburse a student or non-UA individual through Concur, how do I get started in Concur? Reimbursements to students and non-UA individuals are submitted through the Concur Invoice Module.


For more information on Concur Invoices, see the Invoice User Guide.

I need to be reimbursed only for mileage, how do I submit this through Concur? UA faculty and staff submit for mileage reimbursement through the Expense Module on the Travel Entertainment and Expense Policy. You must have a personal car set up in your profile in order to submit mileage in Concur. See the User Profile Guide for instructions on setting up a personal car.


For more information on Concur Expense, see the Concur Expense User Guide.


Students and Non-UA Individuals submit for mileage reimbursement through the Invoice Module.


For more information on how to work with Concur Invoices, see the Invoice User Guide.

In the past I used an MDV for this, how do I get started in Concur? The Concur Equivalencies Chart lists each Concur module with its equivalent pre-conversion process.