General FAQ

Summary

General Frequently Asked Questions regarding SFA's travel software, Concur.

Body

Table of Contents:

 

What is Concur?

Concur is SFA's new travel system as of 2021. The purpose of the change is to update and simplify the travel reporting and reimbursement process.

 

I am new to Concur, what should I do?

Below is a list of tasks you'll need to complete to take full advantage of your Concur account.

If you have any questions, contact the Travel Office.

Any fields that appear to be grayed out are not able to be changed, as this is data imported from Banner to each Concur profile.
  1. Login to Concur through mySFA 
    • Resources Tab --> Travel & P-Card Heading --> Concur Link
  2. Navigate to your Concur profile
    • Top right corner; Profile --> Profile Settings
  3. Click Personal Information
    • Verify that your Work Address is correct, or add the information 
    • Verify that your Home Address is correct, or add the information 
    • Verify that your Contact Information is correct, or add the information 
    • Verify that your Email Address appears as "Verified" in the Verification Status column
      • If it is not verified, click "Verify", retrieve the code sent to your email, enter the code into the "Enter Code" field next to the email address and click "OK"
    • Verify that your Emergency Contact is correct, or add the information
    • Select your Travel Preferences and activate TripIt Pro
    • Assign an Assistant/Travel Arranger to allow named individuals to book travel on your behalf
  4. Click Request Information
    • Select your default FOAP and click Save
  5. Click Request Delegates
    • On the Delegates tab, click Add
    • Begin typing the employee name, email address, employee ID or mySFA username in the search box
    • Select the correct employee, click Add
    • Click Save
  6. Click Expense Delegates
    • On the Delegates tab, click Add
    • Begin typing the employee name, email address, employee ID or mySFA username in the search box
    • Select the correct employee, click Add
    • Click Save
  7. Download the Concur Mobile App
    • Email the app link to yourself from your Profile (Concur Mobile Registration)
    • Download the app from the Apple App Store
    • Download the app from Google Play

 

Can I allocate by dollar amount?

Yes, travelers are able to allocate their expenses by either percentage or dollar amount.

Allocation Options:

  1. Enter the expense
  2. Click Allocate near the bottom right of the expense information
  3. Select the expenses you want to allocate
  4. Click Allocate Selected Expenses
  5. Select the Amount as the allocation option
    • Note: To allocate expenses by percentage, select Percentage

 

Can I recall a request/report after it's been submitted?

Yes, however the travel request or expense report must not be fully approved to be able to recall.

If the travel request or expense report has not been fully approved (one or more of the required resources has not approved it in their queue), it can be recalled by the user or their delegate (if assigned).

To recall a request or report:

  1. Open the request or report
  2. Click the blue Recall button (near the top right)

 

Can new employees be added to Concur?

Yes, however new employees must be fully setup in Banner by Human Resources before they can access Concur. Data files are imported nightly into Concur to create and update user profiles.

New employees are strongly encouraged to review their Concur profile and add any travel delegates (especially important for departments that wish to prepare travel on behalf of their employees).

 

Do I have to prepare and submit my own travel request and expense report?

Preparing a Travel Request:

It is strongly encouraged that you (the employee traveling) prepare your own travel request; however it is not required.

If you wish to have someone prepare your travel request on your behalf, you can assign delegates in your Concur profile (Profile Settings --> Request Delegates).

 

Submitting a Travel Request:

It is required that you (the employee traveling) submit your own travel request.

 

Preparing a Expense Report:

It is strongly encouraged that you (the employee traveling) prepare your own expense report; however it is not required.

If you wish to have someone prepare your expense report on your behalf, you can assign delegates in your Concur profile (Profile Settings --> Request Delegates).

 

Submitting an Expense Report:

It is required that you (the employee traveling) submit your own expense report.

 

How do I get the Concur App?

Mobile Registration:

  1. Login to Concur
  2. Navigate to Other Settings near the bottom
  3. Click Concur Mobile Registration to being the registration process

 

Apple App Store & Google Play:

Search for SAP Concur

 

How is meal per diem calculated?

SFA follows the GSA (General Services Administration) rates based on your destination.

Concur will automatically calculate per diem for meals based on the itinerary you enter/select. You are responsible for making sure that your expense report accurately reflects the correct per diem. 

You must adjust and change your expense report if either/both of the following are applicable for a meal:

  • A meal was provided
    • Examples: a meal was provided at a conference, you attended a group meal as part of the trip, your hotel provided a complimentary meal (continental breakfast), etc.
  • Travel occurred outside of the specified meal time frame
    • Travelers automatically receive per diem at a rate of 75% for first and last day of travel.
      • For GSA allowances, the 75% rule does not apply to each individual/provided meal, but applies to the overall allowance for the day.
      • For example: It is calculated by taking the adjusted daily rate minus full breakfast and full dinner amounts.
$44.25 Adjusted Daily Rate
-      $13 (minus) Full Breakfast Amount
-      $26 (minus) Full Dinner Amount
=   $5.25 TOTAL Remaining Amount for Lunch per diem

 

Specified Meal Time Frames

  • Breakfast: 6:00AM - 8:00AM
  • Lunch: 11:30AM - 1:30PM
  • Dinner: 6:00PM - 8:00PM

You must be away from your designated work site on official business for the duration of a specified meal time frame to be eligible for per diem for that meal.

  • Examples:
    • If your departure time is 9:00AM and your arrival time is 11:00AM, you are not be eligible for per diem for any meal.
    • If your departure time is 6:00AM an your arrival time is 9:00AM, you are eligible for per diem for Breakfast.

 

Indicating Per Diem in Concur

If you are eligible for per diem for one or more meals during your trip, you will need to adjust your expense report to indicate which meals were provided, or are eligible for per diem.

  1. Navigate to Expense to view your active expense reports
  2. Click on the report you want to edit to open it
  3. Click on the Daily Meal Allowance expense for the date you want to edit
  4. Click Show Fixed Allowances for... to edit provided meals
  5. On the Expenses & Adjustments screen, click the check boxes to change per diem meals you are submitting for reimbursement
    • Click the check box to exclude meals that were provided
    • Click the check box to exclude meals that occurred outside of the specified meal time frames
  6. Click Update Expenses to see your changes reflected on your report

 

I'm not receiving Concur emails, how can I fix it?

If you are not receiving emails, you will need to go through the following steps:

  1. In Concur, check your profile and make sure your email has been verified.
    • Profile --> Profile Settings --> Email Addresses
    • If your email is verified, it will show Verified in the Verification Status column.
      • Continue to Step 2.
    • If your email is not verified, you will need to do the following:
      • Click Verify next to the email you wish to verify
      • Check your email and obtain the code sent from Concur
      • Enter the code into the Enter Code box next to the email address you're verifying
      • Click OK
  2. In Concur, review Request Preferences to ensure that the emails you want to receive are activated
    • Profile --> Profile Settings --> Request Preferences
    • The boxes should be checked if you wish to receive the emails
  3. In Concur, review Expense Preferences to ensure that the emails you want to receive are activated
    • Profile --> Profile Settings --> Expense Preferences
    • The boxes should be checked if you wish to receive the emails
  4. In your email, check the spam/junk folders to verify that emails sent from the Concur system are not being flagged as spam/junk

If you are still not receiving emails from the Concur system, contact the Travel Office.

 

Will my previous trips from TEM show in Concur?

No. Concur will only contain travel history of items that are fully processed within Concur.

Concur does not and will not contain any travel history from the previous Travel and Expense Module (TEM).

Travel History from TEM includes travel authorizations, travel reports and advances.

If you have questions about a previous trip that was fully processed in TEM, contact the Travel Office.

 

Questions? Contact the Travel Office via email at traveldesk@sfasu.edu.

Details

Details

Article ID: 164627
Created
Tue 10/29/24 9:55 AM
Modified
Tue 10/29/24 9:59 AM