March 18, 2019 SUBMITTING TRAVEL PLANS USING CONCUR

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1 March 18, 2019 SUBMITTING TRAVEL PLANS USING CONCUR 1

2 Contents Logging into Concur... 3 Concur Home Page... 4 Updating Profile (Personal Information)... 5 Travel Tab (Getting estimates for air, hotel, car, and etc.)... 6 Creating a New Request Entering A Segment Air, Hotel, and Car Entering Estimated Expenses Allocating Expenses in Requests Adding Attachments Booking Your Air and/or Hotel Using Concur Booking Airfare Booking Hotel Booking Car Rental Creating a New Expense Report Requesting Meals Entering Expenses Allocating Expenses Attaching Receipts

3 All travel requires approval, even if travel expenses are paid by a third party vendor. Employees should complete and submit an expense report within ten business days after returning from travel regardless of whether there are expenses to be reimbursed. Logging into Concur To log into the Concur travel system: 1. Go to 2. Enter your User Name (Your Collin College address): abc1234@collin.edu 3. Enter your Password. 4. Click on the Sign In button. Note: Send an to acctspayconcur@collin.edu if you are having difficulty logging in. 3

4 5. Click OK after reading the warning message above. Concur Home Page Concur Tool Bar Concur Home Page Quick Taskbar Click here to view more details available in the Company Notes section. The Concur Home Page contains quick access to tools and information that can be used to get estimates for air/hotel, to create a request, to book a trip, and to create/manage expenses. TRIP SEARCH Only use this section to get estimates for air, hotel, and car. 4

5 Updating Profile (Personal Information) 1. From the Concur toolbar, click on Profile and select Profile Settings to update your profile, to change password, or to set up delegates. 2. Click on Personal Information to review and update the following: a. First, Middle, and Last Name Make sure this matches your driver s license and/or legal id. (Note: Middle initials are not permitted). b. Work Address Use only two letter abbreviations for the state. c. Home Address Use only two letter abbreviations for the state. Do not use # signs. d. Address Verify your work address and make any corrections. e. Contact Information: Work and home phone numbers are required. f. Emergency Contact: Optional g. Travel Preferences: Enter your travel preferences for air, hotel, and car rental. You can also enter frequent-traveler programs by clicking on +Add Program. h. TSA Secure Flight: Select the appropriate gender option and enter your date of birth. i. Credit Cards: Optional You can enter and save your personal credit card information to use for hotels. Click on +Add a Credit Card. 3. Click on Save to update your profile. 4. Click on the Concur logo to return to the home page. 5

6 Travel Tab (Getting estimates for air, hotel, car, and etc.) The Travel tab should only be used to get cost estimates for air, hotel, and etc. DO NOT BOOK! Note: You may also use the Trip Search section on the Concur home page to get estimates. 1. Airfare Search for flight estimates only. (See the example pages 7-8). In the From and To fields, enter the cities for your travel, and then click Search. Note: When you type in a city, airport name, or code, the system will automatically search for a match. Click in the Departure and Return date fields, and select the appropriate dates from the calendar. Select Depart or Arrive, the time of day you want to fly, and the time range from the drop-down menus. The system will return results based on these times and the +/- number of hours selected in the dropdown boxes. If your schedule is flexible, expand the +/- number of hours to the maximum of nine so you will receive the maximum results. Click on Search. Write down the cost of the flight information that meets your criteria. Click on the Travel tab to return to the Concur homepage and proceed to get estimates for hotel, car rental, etc. 6

7 Figure 1. Entering Airfare Search Criteria 7

8 Figure 2. Airfare Search Results 8

Enter a location to pick-up or drop-off the rental car. Click on the More Search Options hyperlink to view more rental choices.

9 2. Car Rental Search for rental car estimates only. Click on the calendar icons choose your pick-up and drop-off dates. Select the time range from the drop-down menus for both the pick-up and drop-off dates. Enter a location to pick-up or drop-off the rental car. Click on the More Search Options hyperlink to view more rental choices. Click on Search. (Note: You may be prompted to change your search criteria if the message below pops up). Write down the rental car price. Figure 3. Enter Car Rental Search Criteria 9

10 Figure 4. Car Rental Search Results 10

11 3. Hotel Search for hotel estimates only. Click on the calendar icons to choose your check-in and check-out dates. Select the search criteria such as by airport, address, company location, reference point, or by zip code. Click on Search. Click on Choose if the location listed is correct. Write down the hotel amount. Figure 5. Entering Hotel Search Criteria 11

12 Figure 6. Hotel Search Results 12

Creating a New Request 1. From the Concur home page, click on and select Start a Request. Or, click on Requests and then click on New Request. 2. Request Header - Complete fields that have red bars.

d. Conference or Event Name: (Example: 2019 NADE Conference) e. Purpose Click on the drop-down menu to select the purpose of the trip. f.

13 Creating a New Request 1. From the Concur home page, click on and select Start a Request. Or, click on Requests and then click on New Request. 2. Request Header - Complete fields that have red bars. (See figures on pages 14-15) a. Trip Destination and Travel Dates Enter the city, state, and travel dates. (ex. Austin, TX 4/1-4/2/18) b. Trip Start Date: Enter travel start date. c. Trip End Date: Enter travel end date. d. Conference or Event Name: (Example: 2019 NADE Conference) e. Purpose Click on the drop-down menu to select the purpose of the trip. f. Travel Group Select appropriate option from the drop-down menu. Faculty using COE funds must select Council on Excellence. Travelers using grant funds must select Professional- Faculty/Staff. Doing so will enable their direct reports to review the request before going to grant approver. 13

14 g. Index The Index code field should self-populate. Faculty using COE funds must click on drop-down menu and select (400605) Faculty Development/Excellence. Travelers using grant funds must leave the index code as it appears. This will allow their direct report(s) to review their request prior to being reviewed by the grant associates. (Note: Refer to page 23 for instructions on how to allocate expense(s) to grant. h. Does this trip contain Personal Travel? Select No from the drop-down menu if the travel is business-related. Select Yes from the drop-down menu if any of the travel dates are personal-related. Note: Enter the start and end dates for personal travel. i. Cash Advance Amount (Registration Only) Enter the registration total for either the college to prepay it or if you have paid it and have receipt. j. Cash Advance Comment Type registration or reg 3. Click on Save. Per Collin travel procedure, Collin College will prepay conference registration fees. Employees should select the lowest cost registration meeting their requirements at the conference. In the event the registration rate plus an association membership fee is less than the registration rate for a non-member, select the lowest cost registration choice. *In the event an employee must cancel a trip due to unforeseen circumstances, traveler must make every attempt to get a refund on prepaid registration. * Example 1. Request Without Registration 14

15 Example 2. Request Without Registration (Faculty Using COE Funds) Example 3. Request with Registration (Note: Traveler should use example below to either request that the college pay the registration or if the traveler has already prepaid it and prefer to be reimbursed prior to trip). 15

16 Example 4. Request for Training Over $

Entering A Segment Air, Hotel, and Car Note: You DO NOT need to enter air/hotel segments if you are not booking them through Concur. You ONLY need to add them to your list of estimated expenses.

17 Entering A Segment Air, Hotel, and Car Note: You DO NOT need to enter air/hotel segments if you are not booking them through Concur. You ONLY need to add them to your list of estimated expenses. Click on the Segments tab to add air, hotel, or car. Complete the required fields with the red bars. Note: DO NOT BOOK your air, hotel, or car segments until the approval process is completed. a. Air Click on the airplane icon only if you are going to book through Concur. Select Round Trip, One Way, or Multi-Segment. Defaults to Round Trip. Enter the estimated cost for the airfare. In the From and To fields, enter the appropriate airport. In the Date fields, enter your dates of travel. Click on the drop-down menu to select Arrive at or Depart at. Click on the drop-down menu to select the time range. Click on Save. (Note: Click on the Modify button to make any changes to your saved entries). Note: You can make changes to your selection during the actual booking process. Figure 11. Entering Airfare Segment 17

Figure 12. To Modify Your Entries b. Hotel Click on the Hotel icon only if you are going to book through Concur. Enter the estimated cost for hotel entire stay including estimated taxes and fees.

18 Figure 12. To Modify Your Entries b. Hotel Click on the Hotel icon only if you are going to book through Concur. Enter the estimated cost for hotel entire stay including estimated taxes and fees. In the City field, enter the city of the hotel you will be staying in. Enter the appropriate check-in and check-out dates. Click on Save. (Note: Click on Modify to go back and make any necessary changes). c. Car Rental Note: You can actually book a car via Concur by accessing the Enterprise Car Rental weblink from the Concur homepage. You only need to enter the amount in the Expenses section of your travel request. 18

19 Entering Estimated Expenses 1. Click on the Expenses tab to begin entering additional expenses you anticipate for your trip. Note: The hotel and airfare entered in Segments will automatically appear in your list of expenses. Registration Fee - You must enter a Registration Fee expense type if you have entered it in the Cash Advance box on the Request Header and then check the Apply to Cash Advance box. Payee Employee Cash Advance (Click the * key on your keyboard and select Employee Cash Advance if you have already paid the registration or will be paying it prior to your trip. NOTE: Do not check the Apply to Cash Advance box if you are either paying the registration at the event, would prefer to be reimbursed after your trip, or if it was paid by p-card. Vendor Select the correct vendor name or acronym. Note: If the vendor is not listed as a payee option, you must send an e- mail to acctspayconcur@collin.edu along with the registration details. Must include the payee name and the mailing address for vendor to be added. Transaction Date Enter start or end date of trip. Transaction Amount Enter the amount of the registration fee. Click on Save. Figure 13. Entering Registration Expense Type (With Cash Advance) 19

Hotel Enter the hotel estimate if you are booking it outside of Concur and would like to be reimbursed after the trip. Transaction Date - Enter the start or end date of the trip.

20 Hotel Enter the hotel estimate if you are booking it outside of Concur and would like to be reimbursed after the trip. Transaction Date - Enter the start or end date of the trip. Transaction Amount Enter the hotel estimate including taxes. Click on Save. Airfare Enter the airfare estimate if you are booking it outside of Concur. Transaction Date - Enter either the start or end date of the trip. Transaction Amount Enter the airfare estimate. Click on Save. Travel Allowance (Meals) Transaction Date - Enter either the start or end date of the trip. Number of Days - Enter the number of days of travel. Per Diem Rate Enter the per diem rate for the city and state you are traveling to. Note: The GSA Rates can be accessed in the Company Notes section of the Concur home page. 20

21 Example 14. Per Diem Rate Search Result Below 21

Taxi (Such as Uber, Lyft, Yellow Cab, etc.) Mileage - Transaction Date - Enter either the start or end date of the trip. Transaction Amount Enter the cost estimate.

22 Taxi (Such as Uber, Lyft, Yellow Cab, etc.) Mileage - Transaction Date - Enter either the start or end date of the trip. Transaction Amount Enter the cost estimate. Comment Enter a reason for the taxi service. Distance Enter the estimated distance you anticipate driving to and from the conference, the airport, or etc. Transaction Date - Enter either the start or end date of the trip. Figure 15. Entering Expense Estimates 22

Allocating Expenses in Requests You may need to allocate expenses if another department or organization is paying for any portion of your travel.

23 Allocating Expenses in Requests You may need to allocate expenses if another department or organization is paying for any portion of your travel. You do not need to allocate your expenses if you are using COE funds to pay for your entire trip. See the examples below: You may work in student development, but the QEP org is paying for you to attend a SACS conference. You would allocate the amount or % being paid by each org in the allocation. COE is paying a portion of your travel and your default org pays for the amount exceeding the COE budget. Perform the following steps to allocate the expense(s): A. Select one of the expenses you would like to allocate by checking the box to the left of the expense type. B. Click on the Allocate button. C. Select additional expense(s) to allocate by checking the box to the left of the expense type as shown on the next page. D. Click on Allocate Selected Expenses. 23

E. Select whether to allocate by percentage or amount. Note: Defaults to Percentage. F. Enter the percentage or amount being covered by your department s org. G.

24 E. Select whether to allocate by percentage or amount. Note: Defaults to Percentage. F. Enter the percentage or amount being covered by your department s org. G. Click on the tab key to begin entering the information for the organization covering a portion or all of the selected expenses. H. Complete each funding field as appropriate by clicking into each field and selecting from the dropdown menu. This selection must be done from left to right. I. Click Save. (See window on the next page.) 24

25 Adding Attachments 1. Click on Attachments and select Attach Documents to begin attaching the appropriate documents. 2. Click on Browse when the Document Upload and Attach box appears. 25

26 3. Locate and select the document you would like to attach when the Choose File to Upload box appears. Click on Open. 26

27 4. You will need to attach the required documents listed below to your request: Attach an agenda (such as schedule, meeting details, program, or itinerary) Attach completed registration form or receipt of payment when requesting prepayment or reimbursement prior to the trip. Attach completed COE form when requesting travel using Council on Excellence (COE) funds. (If applicable) Attach a copy of your signed Employee Training Agreement for technical courses or training over $1000 in a classroom setting for credit. (If applicable) Note: When completing the request, the purpose selected should be Training over $ Click on Attachments and select Check Documents to confirm the documents uploaded correctly. 6. Click on Submit Request. 27

Booking Your Air and/or Hotel Using Concur Must use Chrome or Mozilla Firefox to book via Concur. NOTE: YOU SHOULD NOT BOOK YOUR AIR AND/OR HOTEL UNTIL AFTER YOUR REQUEST HAS BEEN APPROVED. 1.

28 Booking Your Air and/or Hotel Using Concur Must use Chrome or Mozilla Firefox to book via Concur. NOTE: YOU SHOULD NOT BOOK YOUR AIR AND/OR HOTEL UNTIL AFTER YOUR REQUEST HAS BEEN APPROVED. 1. Log into Concur. 2. Click on Requests and locate your upcoming trip. 3. Write down the request id# which is located in the Request ID column. 4. Click on Book in the Action column. 5. Click on Proceed to booking. 28

29 Booking Airfare Click on View Fares to make your airfare selection. Select a fare option. 29

30 Note: The window below may appear if you have chosen a rate $100 over the lowest fare available. If so, enter or select a reason from the drop-down menu. Proceed with booking. 30

31 Select Collin College Air Card as the method of payment. Click on Reserve Flight and Continue. Note: You will be prompted to proceed with booking your hotel if you added a hotel segment to your request. If so, please proceed to page 36 for further instructions. 31

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33 Click Next after reviewing the Travel Details. Complete the following once the Trip Booking Information window appears: Comments for the Travel Agent (optional) Use this box to enter special instructions for the agent such as the following: You have already reserved a hotel and would for the travel agent to transfer it to the college s card. Note: Must provide hotel name, confirmation, phone number, special rate, and conference name. You must also indicate that you would like for them to transfer the reservation to the college s credit card. You have booked your airfare via Concur and would like for the agent to call and reserve your hotel for you. Note: Must provide hotel name, address, phone number, special rate if any, and conference name. WARNING! DO NOT USE CHARACTERS SUCH AS (!), (%), ($) or (&) IN THE COMMENTS TO TRAVEL AGENT SECTION SINCE DOING SO CAN CAUSE A BOOKING ERROR. Travel Request ID Enter your approved request id. (Example: 3H3M) Do you have an unused ticket in your profile you would like to use? Select one of the following options: Car/Hotel Only (Select this option if there is no airfare for this trip.) Yes, unused ticket applies. (Select this option if you have previously cancelled a college business-related trip and you have an existing airfare credit. Or, if you have special instructions in the Comments for the Travel Agent box). No unused tickets. (Select this option if you do not have any airfare credits pending). Click Next. Click on Confirm Booking after reviewing the travel details. The next window will show finished if booked successfully. 33

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35 Click on Return to Travel Center. (Note: Your itinerary will be sent via ). 35

Booking Hotel Click on Proceed to booking. Enter a hotel name here to narrow down search. You may use this section to expand your hotel search. Select a room.

36 Booking Hotel Click on Proceed to booking. Enter a hotel name here to narrow down search. You may use this section to expand your hotel search. Select a room. Click on View Rooms and select the amount of the appropriate room option. Note: You can narrow down your hotel search by entering a hotel name in the box marked Hotel Name Search. 36

37 Click on the drop-down box and select Hotel Virtual Payment as the method of payment. Check the box after reading the hotel s rate and cancellation policy. Click on Reserve Hotel and Continue. 37

38 Click on Next after verifying the information listed in Trip Details. 38

Enter special instructions here for the Travel Click on the down arrow and select either Car/Hotel Only, Yes, unused ticket applies, or No unused tickets.

39 Enter special instructions here for the Travel Click on the down arrow and select either Car/Hotel Only, Yes, unused ticket applies, or No unused tickets. Enter Request Click Next Comments for the Travel Agent (optional) Use this box to enter special instructions for the agent such as the following: You have already reserved a hotel and would for the travel agent to transfer it to the college s card. Note: Must provide hotel name, confirmation, phone number, special rate, and conference name. You must also indicate that you would like for them to transfer the reservation to the college s credit card. You have booked your airfare via Concur and would like for the agent to call and reserve your hotel for you. Note: Must provide hotel name, address, phone number, special rate if any, and conference name. WARNING! DO NOT USE CHARACTERS SUCH AS (!), (%), ($) or (&) IN THE COMMENTS WHICH CAN CAUSE BOOKING ERROR. 39

40 Travel Request ID Enter the Request ID listed on your approved request. Do you have an unused ticket in your profile you would like to use? Select one of the following options: Car/Hotel Only (Select this option if there is no airfare for this trip.) Yes, unused ticket applies. (Select this option if you have previously cancelled a college business-related trip and you have an existing airfare credit. Or, if you have special instructions in the Comments for the Travel Agent box). No unused tickets. (Select this option if you do not have any airfare credits pending). Click Confirm Booking if everything is correct. Note: The next window will show Finished once you have booked successfully. 40

41 Click on Return to Travel Center. Your trip itinerary will automatically be sent to your e- mail. Note: You should receive an updated itinerary within another 24 hours with the correct hotel and special rate. 41

42 Booking Car Rental Click on the Concur logo. Note: The college is direct billed. Click on Read more located in the Company Notes section to expand the page. Click on the here hyperlink as shown below to access the Enterprise Car Rental website. Click on the here hyperlink to be directed to the Enterprise Car Rental website. Click on Select to choose the Business Use Direct Bill option. 42

43 Enter the appropriate pick-up location, date, and time. Click on Search. 43

44 Select the appropriate location. Select a vehicle. 44

Complete the required fields below: Your first and last name. Your home or cellphone number. Your college e-mail address.

45 Complete the required fields below: Your first and last name. Your home or cellphone number. Your college address. Click on Yes in the Corporate Account Details section. Click on Yes in the Payment Details section. Billing Number: Click on Continue. Click on Book Now. You should receive your itinerary via shortly. 45

Creating a New Expense Report 1. Click on and select Start a Report. 2. Click on the Add button. Note: A list of available requests will appear as shown below. 3.

46 Creating a New Expense Report 1. Click on and select Start a Report. 2. Click on the Add button. Note: A list of available requests will appear as shown below. 3. Select the name of the trip you are creating an expense report for. Note: The required fields will self-populate as shown below. Make any necessary changes such as travel dates or etc. *Send an to acctspayconcur@collin.edu if the appropriate trip name is not listed.* 46

47 4. Click on Next. The Travel Allowances message box will appear. Requesting Meals Select No if you are not wanting to be reimbursed for meals. (Note: Proceed with entering your expenses as instructed on page 51. Select Yes if you are wanting to be reimbursed for meals. (Note: The Travel Allowances For Report: window will appear as shown on page 48. A. Click on Import Itinerary if you booked your airfare through Concur and select the appropriate trip. Check the box listing the trip you are expensing. Click on Import. Click on Next. Click on Next again. Begin entering any remaining expenses incurred during your trip. Note: Proceed to page 49 if you did not book airfare through Concur for this trip. You will need to manually enter your itinerary as shown in the example below. 47

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Perform the following steps below to manually enter your itinerary: A. Enter the following details to manually entering your itinerary: Name of the Departure City.

49 Perform the following steps below to manually enter your itinerary: A. Enter the following details to manually entering your itinerary: Name of the Departure City. Example: The city you live in if you left from home. Date and Time you left the departure city. Name of the Arrival City. Date and Time you arrived at the destination. Click Save. B. Enter the information for your return trip: The Departure City and Arrival City fields are pre-populated, but can be changed, if necessary. Enter the Date and Time you left the departure city. Enter the Date and Time you arrived at the destination. Click Save. 49

50 Click Next. The box below will appear showing your entries. 50

51 Click Next. C. Check the boxes for the meals that were either provided or you do not qualify for. Per College Travel Procedure: Eligible meals on the days of travel are based upon the time the employee leaves from and returns home. See chart below. D. Click on Create Expenses. 51

52 Entering Expenses Begin entering your expenses by either clicking on +New Expense and selecting the appropriate expense type or by entering the expense type in the Expense Type box. 52

53 Below are some of the frequently used expense types: o Registration Fee Payment type is always Cash/Out of Pocket whether it was prepaid or seeking to be reimbursed after the trip. (Note: Registration that was advanced prior to trip must be added to expense. Enter $0.00 if registration was paid using p-card. o Hotel Payment type is CBCP for Hotel if prepaid prior to the trip. Payment type is Cash/Out of Pocket if paid by employee. o Airfare Payment type is CBCP for Airfare if prepaid prior to trip. Payment type is Cash/Out of Pocket if paid by employee. o Agency Booking Fee Payment type is always CBCP for Airfare. Enter $4.75 if airfare paid by the college. Enter 0 for airfare if paid out of pocket. Note: This expense type must be added to report whenever there is an airfare expense. o Car Rental Payment type is CBCP for Car Rental if it is being paid for by the college. Payment type is Cash/Out of Pocket if paid by employee. o Agenda (REQUIRED) Must attach a copy of the agenda, schedule, or program from the event. The amount entered should always be $0.00. o Travel Summary (REQUIRED) Must attach a copy of the travel summary which basically gives a summary of your conference or meeting. Note: You can attach a copy of certificate of training completed in place of the travel summary. The amount entered should always be $0.00. Note: Travel summary can be typed in Word and saved as PDF document. 53

54 o Personal Car Mileage Traveler must deduct commute when traveling from/to home when attending an event on a normal workday. Please see the example below. This pops up after the Deduct Commute box is checked below. 54

Allocating Expenses The Allocation feature allows you to allocate single or multiple expenses to another department being charged for those expenses.

55 Allocating Expenses The Allocation feature allows you to allocate single or multiple expenses to another department being charged for those expenses. Note: You do not need to allocate expenses if COE funds are being used to pay for the entire trip. To allocate an individual expense: Select the expense from the left side of your screen, click Allocate (lower right corner of screen) within the expense. Proceed to page 56 for further instructions. 55

56 To allocate multiple expenses at the same time: Use the check boxes on the left to select expenses to allocate then click the Allocate link from the right-hand pane. Use the uppermost check box to select all expenses at once. The Allocations window will appear as shown below. 56

1. If you would like to allocate by Amount instead of by the default Percentage use the Allocate By dropdown. 2. Once the allocations appear correctly, click Save.

57 1. If you would like to allocate by Amount instead of by the default Percentage use the Allocate By dropdown. 2. Once the allocations appear correctly, click Save. A confirmation message will appear; click OK. Click Done to close the Allocations window. 3. A pie-chart icon will appear under the expense s date column once it has been allocated. 4. To review an expense s allocation, hover your mouse over the pie-chart icon for the Allocations pop-up to appear. 5. Remember, all expenses that require allocation must be allocated before the expense report can be submitted for approval. 57

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59 Attaching Receipts 1. Attach the documents to the actual expense by clicking on Attach Receipt for each expense with the yellow icon. 2. Click on Browse once the Attach Receipt box appears. 59

60 3. Select the appropriate document. 4. Click on Open. 5. Click on Attach. 6. Click on the Submit Report. 60

Concur Travel User Guide

Concur Travel User Guide 1 Table of Contents What is Concur?... 3 Concur Modules... 3 Logging on to Concur... 5 Exploring the Home Page... 6 Updating Your Travel Profile... 7 Personal Information... 7