Concur Travel and Expense Tool - umanitoba.ca · Concur Travel and Expense Tool Quick Reference...

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WELCOME TO CONCUR

Concur Travel and Expense Tool Quick Reference Guide

The Aurora Finance Concur System integrates expense reporting with a complete travel booking solution. This comprehensive web-based service provides all of the tools users

need to book travel as well as create and submit expense reports. Managers and supervisors use the service to review and approve expense reports.

To access the Concur tool, you will click the Concur link on the Finance tab on JUMP.

In order to use the Travel Tab or create expense claims, you must have access to Concur.

1. JUMP is located at the top right hand corner of the U of M homepage or by going to www.UManitoba.ca/jump.

Click on the Staff tab, then Finance. Click on Concur. This will open a new window and log you into Concur.

2. To have access, you must send in the Aurora Finance Systems Access Request form with all required signa-

tures and the Employee Training Record Form to the Aurora Finance Help Desk ([email protected]).

Both of these forms can be found by clicking on the e-learning link on the Aurora Finance website.

1. The Quick Task bar lists the number of pending requests requiring your attention including reports, approvals,

cash advances, and available expenses as well as links to create new items.

2. The Company Notes section has links to documents you may require while working with the tool, including the

Reference Number Link and the per diem rates and travel allowances explanation.

3. The My Tasks boxes summarizes the first several open or active reports and approvals, as well as your available

expenses. You can enter your queues from here, or go straight into an open request.

4. The My Trips section gives you an actionable summary of your upcoming trips and a link to the Trip Library.

5. The Trip Search box is a quick way to enter search criteria to find a flight, rental car, or hotel accommodations.

6. The Profile Account Hub provides the links to your profile account information, the sign out function, and

provides the ability to act as a travel assistant or delegate for another employee.

GETTING STARTED WITH CONCUR

EXPLORE THE HOME TAB

UPDATING YOUR PERSONAL INFORMATION

INDEX

REFERENCE NUMBER

Welcome to Concur…………..……..…… 1

Getting Started with Concur …………….. 1

Explore the Home Tab…………………….. 1

Updating Your Personal Information…...... 1

Reference Number…………………………. 1

Book Travel for Someone Else ……..…….. 1

Create An Expense Claim for Someone Else. 1

Booking Travel…………... …………………. 2

Booking a Car Without A Flight………..…… 2

Cancel or Change a Travel Reservation…. 2

Creating a New Expense Report …………. 3

Original Receipt Submission…………..….. 3

Correct and Resubmit a Report…….…….. 3

Travel Policy……………………..….……… 3

Expense Fields…. ………………...………. 3

Itemization….……………………...… 3

Meals………………………………………… 4

Cash Advances…………………………….. 4

Concur Quick Tips………………………….. 4

At the top of the Home tab click Profile, then Profile Settings.

Step 1: Update Your Personal Information.

a. Verify that your name displays exactly as it does on your passport.

b. Verify that your manager is the person listed under Manager. If the

name is incorrect, contact Travel Services.

c. Fill in the Faculty/Unit and Department fields.

Step 2: Update your Travel Settings

a. Frequent Traveler Program - select Add a Program to enter your

travel programs.

*Please note that the name on the frequent traveler amount must

match the name on the passport exactly or error messages will occur.

b. Credit Cards - select Add a Credit Card to input your University

Travel credit card. This should be your default card for booking hotel

and car. All air travel charges default to the University credit card.

Step 3: Update Your Expense Settings

a. Under Expense Information add your default FOP (Fund, Organiza-

tion and Program). This FOP will appear in the header row of each

new expense report, as well as the default expense. You will be able to

change this when inputting expenses.

b. Add an Expense Delegate who can create & prepare expense re-

ports on your behalf. Delegates will not be able to submit your ex-

pense report. After they have created the report and attached receipts

you will need to log into Concur to review the report and submit it to

your one-over-one/manager. Select the appropriate task checkboxes .

The delegate can only perform the tasks you select from the

available choices.

c. Update your Expense Preferences to select the email notifications

you wish to receive from Concur.

d. Review or change Expense Approvers. Individuals entered in this

section will be the default approver for all reports and advances. This

is typically your one-over-one authority.

Please note that you should visit your Personal Information section at

least twice a year to ensure your information is still current.

Prior to making any travel arrangements

or claiming expenses, a Reference

Number (RN) is required.

To obtain a unique RN # :

a. Click on the Reference Number Link

from the Start a Report screen after

clicking the New tile in the Quick Task

bar.

b. Record the number.

The same Reference Number (RN) will

be used for the trip and all related ex-

pense reports.

Your RN is required to be entered at the

beginning of your Reference #, Trip

Name and Report Name fields.

To book travel for someone else, you need to be their Travel Arranger. Travel arrangers can book trips, but cannot create an expense claim on an employee’s behalf. The employee must add you as their Travel Arranger in their profile.

To add an assistant:

1. Go to your Profile and choose Assistants/Arrangers under Travel Settings

2. Click the Add an Assistant Button

3. Search the name you need in the pop-up, check the Can Book Travel for Me box and Save.

4. Save your profile changes.

To book travel for someone else, choose Acting as other user in the Profile Account Hub and choose from the list. Any employee can book for a guest or student by choosing guest in the Trip Search.

When you are administering for someone else, your Profile icon will be a green double user icon.

BOOK TRAVEL FOR SOMEONE ELSE

CREATING AN EXPENSE REPORT FOR SOMEONE ELSE

In order to create an expense report on behalf of another employee, you need to have been added

as an Expense Delegate by that person. To do this, they will follow the above instructions.

To add an expense delegate: In the Expense Settings section of your Profile settings, select

Expense Delegates. Click Add, search and select the name you need. In the next field, select Can

Prepare. View Receipts will be automatically selected. Also select that they receive emails, if you

prefer. This is also where you will be able to add someone as a temporary approver.

To delegate: From the Profile Account Hub, select Acting as other user. Select the employee for

whom you will delegate from the drop-down list, or search their name.

http://www.UManitoba.ca/jump


e. Select the appropriate reason for booking outside of

policy and add any additional comments. This is where

your pre-approval will be noted. Click Save.

f. You will then be taken to the Review and Reserve

Flight page, where you can make any last-minute edits

to your reservation. Click Reserve Flight and Continue.

The system will reserve your booking.

g. The Travel Details page will be displayed. Click Next.

h. Trip Booking Information will display. Enter a trip

name with the RN number along with a trip description

and the FOAP.

i. Click Next. Click Purchase Ticket on the Trip Confir-

mation page. The trip will save, and a trip summary will

be displayed. You can print or email itineraries here.

Before booking a trip, obtain a Reference Number and

the FOAP to which the trip will be charged.

1. Search For & Book a Trip

a. On the Home tab in the Trip Search pane, or on the

same pane on your Travel tab, you can book a flight,

rent a car, or find a hotel (or all three). Enter the de-

tails for your trip in the search pane.

b. Click Search.

TIP: Select ± 9 in your search to yield more results.

If you require

a car rental or

hotel, you can

select Pick-

up/Drop off

car at airport

or Find a

Hotel here to

manage your

entire book-

ing.

c. Review the search results on the Shop by Fares tab.

You will not be able to reserve a flight when searching

by schedule.

In the search results, click Show Details to view flight

information and fare rules.

d. On the Shop by Fares tab click View Fares to choose

your airfare. Policy information appears next to the

airfare price button.

indicates the fare is within policy

indicates the fare is outside of policy.

*Note: Ensure you have the pre-approvals

necessary to book an out-of-policy flight. See the Travel

Policy for details.

If you selected Pick-up/Drop off car at airport, pro-

ceed to Step 2 or to Find a Hotel proceed to Step 3.

2. Adding a Car Rental

The results for the car search will display after you have

chosen your flight.

a. Under Car Booking Options, preferences can be

indicated. You can also further filter your options on

the search results page.

BOOKING TRAVEL

Concur Quick Reference Guide

BOOKING TRAVEL cont...

b. Review the available results for rentals.

Your preferred car type will be selected automatically.

c. Select the appropriate rental car, and then click the

Rental Cost.

3. Adding a Hotel

The results for the hotel search will display after you

have chosen your flight and car rental.

a. You can sort the list of hotels by Preference, Price,

Rating, Distance and Policy. **The default or custom

is Policy.

b. To filter results by hotel chain, enter the chain name

in the With names containing box below the map.

c. On the right hand side of the screen in the Hotel

Preferences fields, you can filter your search by Price,

Neighborhood, Hotel Chain or Hotel Amenities.

d. Available rooms based on your search criteria will

be displayed below the map.

e. To view room details, click View Rooms. Available

rooms will be displayed.

f. When you are ready to reserve your room, click the

radio button beside the desired room type and then

click the Room Rate .

g. Review the information on the Rate details/

Cancellation policy pop-up window, click I agree, and

then click Reserve and Continue.

h. In the Trip Payment Information section, select

your Travel card to bill the hotel against.

Note: If you have not added a credit card to your

profile, select Add a new credit card to input Travel

card information.

4. Completing your Travel Reservation

a. Review your reservation and select Next if all details

are correct.

b. On the Trip Booking Information page, enter your

Trip Name. Include your RN number .

c. Enter your FOAP.

d. When a booking

(flight, car, or ho-

tel) does not ad-

here to policy, you

will receive a non

compliance

warning.

BOOKING TRAVEL cont...

BOOKING A CAR WITHOUT A FLIGHT

a. Select the Car tab from the Trip Search box.

b. Select your Pick-Up Date, Drop-off Date, and Times

c. In the Pick-up car at field, choose the radio button to

select pick up at the Airport Terminal or Off-Airport.

d. Enter the desired pickup located in either the

Airport Location or Off-Airport Location

e. When using the Airport Terminal Location, type the

name of the city or specific Airport. The available options

will be displayed.

f. In the Off Airport Location field, click the Search icon.

A search window will open.

g. Enter the desired Address, Company location, and

Reference point to begin search. HINT: Select Reference

point and type in the desired city.

h. Search results of locations will display. Select desired

location by clicking the Choose this car location link.

i. Click Search to display available rentals.

j. Review available rentals and select desired vehicle by

clicking Select.

k. Your itinerary and confirmation will be displayed.

CANCEL OR CHANGE A RESERVATION

1. Flight cancellations and changes cannot be

processed through Concur. To change or cancel a flight

contact Carlson Wagonlit at 866.855.9850 or

[email protected].

2. To change or cancel car or hotel reservations, access

the My Trips on the Home tab. Click on the More option

to see Cancel Trip. Make the desired changes, click I

agree and then Continue.


All original receipts included in your expense report

must be sent to Travel Services for storage and auditing

purposes.

1. On your Expense Report page, from the Print

dropdown menu, select U of M Receipt Submission

Report.

2. The Receipt Submission Page will appear, listing the

expenses on your report and the address to mail your

original receipts to. Print.

3. Attach all original receipts to the printed report and

mail to Travel Services in 412 Admin.

4. If any receipts are missing or lost, you must com-

plete a Missing Receipt Affidavit.

ORIGINAL RECEIPT SUBMISSION

CORRECT AND RESUBMIT A REPORT

Copy an Expense - copy an expense within an expense

report .

1. On the Expense Report page, from the Expense

pane, select the checkbox next to the expense you

wish to copy. Click

2. Click on the new expense and make any necessary

changes. Save.

If your approver requires changes or additional

information, they will return your expense report to

you.

1. The report will appear in your Active Reports section

on the Home and Expense pages, coded red.

2. The comment will display on the report tile. You can

also view the comments by entering the report and

clicking Details then Comments.

3. Click on the Report Name, make the requested

changes, leave a comment, and resubmit.

Note: If your report was sent back by Travel Services

and not any of the previous approvers, resubmit your

report along with a comment directly to the processor

that viewed your claim. This will be either the Expense

or Research Processor.

Do You Have a Receipt? - If a receipt is not available or

has been lost, select Attach Receipt and click the link

for a Missing Receipt Affidavit (found above the

browse button). Select the expenses for which you’re

missing receipts, then click Accept & Create. You can

also attach a paper Missing Receipt Affidavit to your

original receipts. Have receipts whenever possible.

Account - The account code is filtered according to the

Expense Type. If you do not see the appropriate code,

your expense type may need to be changed.

Personal Expense: If a charge on the University Trav-

el Credit Card is personal because it could not be

easily separated from a business charge, you will mark

it as a personal expense. Check the Personal Expense

box.

You will also need to change your account code to

“9999991– Personal Expense”.

Exception Explanation: This field will need to be pop-

ulated if your expense report triggers an audit rule.

The cause for the exception to the University Travel

Policy should be explained in detail.

3rd Party Billing: used if an expense (or partial ex-

pense) will be reimbursed to the University by another

organization. The University will still reimburse you or

the Travel Credit Card the amount and an external

invoice should be generated by your department to

send to the 3rd party.

Convert Foreign Currency Transactions: When add-

ing an out-of-pocket expense, if you select a city that

has a different currency, Concur automatically selects

the correct tender. Because the conversion rate is

based on the Transaction Date that you select, be

sure to select the date on the receipt. If you need to

choose a different currency, select it from the

dropdown list to the right of the Amount field. Concur

will calculate the reimbursement amount. If you used

a personal credit card and were charged a different

amount than is calculated in Concur, enter the amount

you paid in Canadian funds and that will change the

conversion rate to match your credit card statement.


Step 1: Complete the Report Header

a. From the Home tab on the Quick Task bar, click on

the New tile and choose Start a Report.

b. Complete all required fields (those with a red bar at

the left edge of the field) and the optional fields includ-

ing Grant Affiliation if using a grant. The Report Name

field must start with the RN (e.g. RN123456 Trip to

Toronto).

c. Click Next and the expense report page will appear.

Step 2: Add a University Travel Card Transaction

a. An Expenses pane appears to the left of the screen

while a Smart Expenses pane appears to the right.

Smart Expenses include trip data, travel card data and

e-receipt data.

Note: If you are accessing an in-progress expense re-

port and you wish to add Travel card charges, click on

the Available Expenses button.

b. In the Smart Expenses section, select each

transaction that you want, then from the dropdown

menu select To Current Report. Alternatively, you can

drag and drop the transactions from the Smart

Expenses pane to the Expenses pane.

c. Once the charges appear in the Expenses pane, you

will click on each individual expense and complete the

required fields. (See the next section for more infor-

mation on completing the Expense Fields.)

d. Click Save.

Step 3: Add an Out-of-Pocket Expense to the New

Expense Report

a. Click New Expense.

b. In the New Expense tab on the left, select the appro-

priate Expense type.

c. Complete all required and optional fields. Save.

Step 4: Add All Necessary Receipts

a. In the expense report, click on a specific expense,

and in the right hand pane, click the Attach Receipt

button.

b. Alternatively, you can select the Receipts tab and

choose Attach Receipt Images from the dropdown

menu. Check the appropriate expense line, browse for

the receipt, and click Attach.

c. To attach a receipt to the report level and not a spe-

cific expense (ie conference agendas), select the

Receipts tab and choose Attach Receipts from the

dropdown menu. Do NOT check any expense boxes,

browse for you document, and click Attach.

d. Select any receipts from Available Receipts.

Step 5: Check Approval Flow

a. From the Details tab, choose Approval Flow. Change

or add names as needed by overwriting the names in

the field, or clicking the arrows to add ap-

provers before or after your default ap-

prover.

Note: Changes you make here will only affect the

approval flow for the claim you are working on.

Step 6: Submit Your Claim

a. When you are sure your claim is ready and complete,

click on Submit in the top right-hand corner.

b. If you are a delegate, you will click Notify Employee.

You may have to click Mark As Complete first, then

EXPENSE FIELDS

TRAVEL POLICY

CREATING A NEW EXPENSE REPORT

Users are responsible for being knowledgeable of and

following University of Manitoba mandated travel

policy. This policy can be found on the Travel Services

website.

If it is a necessity to book a flight or other trip arrange-

ments outside of policy, pre-approval must be ob-

tained from the proper channels as indicated in the

policy.

Payment type - Payment type will be either Cash or

Pre-Paid . For out-of-pocket expenses that require you

to be reimbursed, choose Cash. This is regardless of

whether cash, debit, or a credit card was used for

payment. Pre-Paid is used in circumstances where no

reimbursement is necessary because the expense was

previously paid by the university prior to the trip being

claimed; for example, airfare.

EXPENSE FIELDS CONTINUED

COPY AN EXPENSE REPORT


5. Any remaining cash advance funds must be returned

to the Cashier’s Office along with a Department Deposit

Report, to the same FOAP. The receipt received will be

required when reconciling the cash advance on an

expense report.

Reconciling a Cash Advance

1. From the Details menu in your expense report,

select Available under the Cash Advances heading.

2. From the Cash Advances window, check the box next

to the cash advance you want to assign to your report

and click Assign Cash Advance to your Report.

3. Expenses must be marked as Cash. If a cash advance is

applied to an expense report, all cash expenses will be

put against it.

4. To reconcile any unused amounts of the cash advance,

choose the Cash Advance Return expense type and

Account Code (999999). Scan and attach the receipt

from the Cashier’s Office.

Note: To see the total of the cash advance used, click on

Reports and then Totals.

Key Terms & Definitions

Active Report– A report which has not yet been extracted for

payment and may still require your attention.

Audit Rule - System limits that are used to monitor and

compare values in expense reports to the allowable values

outlined in the UofM Travel policies and procedures. Approval Queue– Area of the home page that shows all ex-

pense reports and cash advance requests that have been sent to

you for approval. Comprehensive Claim – Will contain original receipts, pur-

pose of trip, dates and destinations, details of daily claims for

expenditures relating to those visits, details of any vehicle used,

hotel bills, car rental agreements and original air travel ticket

receipts and boarding passes (Grant funds only) or any other

evidence that support travel expenses claimed. Exception Explanation– When an audit rule is triggered, an

explanation of 'why' the expense is out of UofM policy is

required in this field. Expense Delegate– Person whom you have given permission

to prepare an expense claim on your behalf (they cannot

'submit' the claim). Can also be used to temporarily assign

approving rights for claims sent to you for approval during short

absences. (limited to 60 days)

Expense Approver– Person who verifies and approves all

expenses listed on an expense report before it reaches Travel

Services. Can either be a "Pre-approver", a "FOP Signing

Authority", or a "One-over-one Approver".

Expense Report– Electronic form completed within Concur to

reconcile UofM Travel VISA transactions or reimburse out of

pocket expenses. FOAP– The University’s Chart of Accounts consists of six ele-

ments commonly referred to as a FOAP: Fund Organization

Account Program. Itemization - A way of breaking down the amounts of an ex-

pense to multiple account codes and FOPs, detailing how the full

amount is distributed (e.g. a hotel folio could include room charg-

es, parking, meals and internet costs) and accounting for personal

charges.

Pre-paid – Used when the University has already paid for the

expense and the employee is not to be reimbursed. Example: A

conference registration previously paid for using the Depart-

mental VISA Purchasing Card. You would include this expense on

your report because an expense report needs to be comprehen-

sive, even though you are not seeking reimbursement.

Quick Task Bar – Area of the home page that shows all expense

reports that you or your expense delegate are currently working

on. It also shows the approval status of any expense report that

has been submitted for payment.

Reference Number (RN)– Unique number applied to each

travel bookings and expense claims that flow into BANNER/FAST

for identification.

Report Header – The first screen of an expense report. Contains

mandatory fields of RN#, Report Name, Report Date, FOP, Faculty/

Unit, Dept, Business Purpose and Comments. This can also be

accessed by clicking on the report title when working with the

expense report. Third Party Billing – When an outside agency has pledged

monetary support. External invoices are to be completed in FAST

A/R by the department. Travel Arranger- Person whom you have given permission to

book travel on your behalf. Unit Expert- Person in your Faculty/Department that has in

depth knowledge of Concur and can provide assistance.

Workflow– The route or approval flow the expense report will

follow. User added approvals can alter this flow. U of M Travel

Policy states there must be at least one FOP signing authority and

one-over-one approver for each claim. This can be the same

person.


CASH ADVANCES CONTINUED

- You must have a Reference Number (RN) and the FOAP

to which you will charge your trip before starting a book-

ing.

- Per diems must be claimed on a daily basis and can be

claimed in Canadian funds only (not the currency of the

country you were visiting).

- If booking directly with Carlson Wagonlit, an icon may

not appear in the Smart Expenses box, but that flight

must still be reconciled. Add the expense manually, mark

it prepaid and in the Exceptions field enter “No icon to

import”.

CONCUR QUICK TIPS

ITEMIZATION

Often you may need to itemize expenses if multiple

FOPs are being used for portions of an expense, or if

your expense is a personal amount or accommodation

that includes other services.

1. After creating your basic out-of-pocket or T&E Card

expense, you will need to itemize your expense.

2. Click Itemize at the bottom of the right-hand pane.

Choose the expense type and complete the fields that

are displayed.

3. Click Add Itemization for most expenses and enter

the expense information.

4. Click Save Itemizations.

5. Add new itemizations for any meals or additional

charges (excluding hotel tax).

6. Adjust as necessary to bring your remaining amount

to zero. Save.

Itemize Attendee Expenses - If a hotel or meal expense

is not to be fully paid by the University or not evenly

distributed between attendees, you will need to

itemize for each individual attendee.

1. Click Itemize on the bottom right.

2. Fill out necessary information.

3. Scroll to the bottom of the Itemization pane to view

the attendees. The claimant’s name will display. To

itemize the claimant’s portion, scroll up and input the

proper amount in the Amount field. Save.

4. The new itemization tab will appear.

5. For other attendees, repeat Steps 2&3. Select and

remove the claimant from the Attendees section.

Expense type is Hospitality- For business meals you will

be required to list the attendees who were present.

1. Create the expense as you would normally.

2. To add a new attendee to the expense, click New

Attendee, complete the required information and Save.

3. If you have added attendees before, you can click

Favorites. The Search Attendees window opens, listing

attendees you have used in this or other expense re-

ports. Select an attendee and click Add to Expense.

4. To search for an attendee, click Search, enter your

criteria in the Search Attendees window and then click

Add to Expense. Save.

MEALS WITH ATTENDEES CONTINUED

CASH ADVANCES

Cash advances are only available to staff in exceptional

circumstances, such as when travel is in areas where

the University Travel Credit Card and other credit cards

are not accepted. To request a cash advance:

1. From the Home page, select the New tile and

choose New Cash Advance. There is also a New Cash

Advance button on the Cash Advances tab of the

Expense page.

2. In the Cash Advance Request Name field, enter a

reference number (RN) along with a description for the

request.

3. In the Amount field input the amount in Canadian

funds, and in the Purpose field enter the reason the

cash advance is being requested.

4. In the Comment field input the following:

a. The FOAP that will be charged (Account: 760005)

b. The name of the recipient with employee/student #

c. The mailing address if recipient is not an employee

MEALS WITH ATTENDEES

Concur Travel and Expense Tool - umanitoba.ca · Concur Travel and Expense Tool Quick Reference...

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