Users Manual The University of North Florida s Travel, Expense, Booking and P-Card Application

Transcription

1 Users Manual The University of North Florida s Travel, Expense, Booking and P-Card Application Page 1 REV.4

2 Contents Section 1: Welcome to Concur... 3 Section 2: Getting Assistance... 3 Section 3: Logging on to Concur... 3 Section 4: Navigating Concur... 4 Section 5: Your Profile, Adding a Delegate, Reviewing Your Expense Approvers... 5 Step 1: Accessing Your Profile... 5 Step 2: Updating Your Personal Information in Your Profile... 5 Step 3: Review and Update Your Delegate Information Step 4: Reviewing Your Expense Approvers Step 5: Adjusting Your Notifications Section 6: Requests Step 1: Create a New Request Step 2: Completing the Segments Tab Step 3: Completing the Expenses Tab Step 4: Allocate (if there are expenses that need to be divided between multiple indexes) Step 5: Closing a Request Section 7: Using Concur Travel (Booking) Step 1: Use the Book Link to Arrange for Travel Step 2: Booking Airfare Step 3: Booking a Rental Car Step 4: Booking a Hotel Step 5: Completing the Reservation Step 4: Changing Airfare, Car Rental or Hotel Reservation Step 5: Cancelling Travel that has been Booked (Airfare, Car Rental, Hotel) Section 8: Contacting World Travel Section 9: Creating an Expense Report for Travel Step 1: Creating and Submitting an Expense Report from an Approved Request Step 2: Printing an Expense Report Section 10: P-Card Purchases for Non-Travel Step 1: Creating a Purchasing Policy Report Section 11: Using the Concur Mobile App Step 1 Concur s App Center Step 2: Download the Concur App Step 3: Configure the Concur App (SSO and Company Code) and Login Step 4: Using the Concur App (on an iphone) Page 2 REV.4

3 Section 1: Welcome to Concur Concur integrates expense reporting with a complete travel booking solution. This comprehensive Web-based service provides all of the tools you need to book travel as well as create and submit expense reports. Additionally, Concur is used to create reports for Purchasing Cards. Section 2: Getting Assistance UNF s User s Guide - Linked from the home page (Company Notes Section) Concur and Concur has a number of how to documents and videos available to us. Just click Help in the upper right side. Please keep in mind these will not reflect UNF s customization. For general questions about how to do something in Concur, contact Concur Support using one of the ways listed below: o Online Submission - Available 24/7/365 - Use the Contact Support option within the Help menu of o Concur to check status of, update and open new cases online. Cases can be created 24/7/365. Live Chat - Available in English 24/7/365 - To get to Chat, click on the Contact Support option within the Help menu of Concur and then "Chat with support. o Phone Support - Available in English 24/7/365 - US, Canada and Puerto Rico Questions or issues with Concur s workflow, routing or have questions that pertain to a UNF procedure, banner-finance@unf.edu Questions or issues with Concur s fund manager, cost object approver or business manager, banner-finance@unf.edu Section 3: Logging on to Concur 1. Navigate to and login using your UNF ID and password. 2. Go to the Staff tab. Look under My Applications and click on the Concur link. It will automatically log you in to Concur. Note: You will also see a link that says, Travel and Expense Reporting. This is where you will access reporting from T&E (our former travel and expense application). You will be able to look older travel requests (TAs) and expense reports (TRs). If you have Login Issues, please contact the following depending on the situation: If you are a first time traveler or believe your approver(s) may not be configured in Concur banner-fiance@unf.edu Otherwise, contact the ITS Help Desk at helpdesk@unf.edu or call (HELP) Page 3 REV.4

4 Section 4: Navigating Concur The Concur home page includes the following sections that make it easy for you to navigate and find the information you need. Quick Task Bar Provides direct access to expenses, reports, request, and other Concur features. Alerts Displays informational alerts about Travel features. Advertising Window This is the box immediately under Alerts. It is recommended you close the window by clicking the X in the upper right side of the window. It will give you more space on your home page. My Tasks Displays a dashboard for your open requests, expenses, approvals, etc. Trip Search Use this to search for information on travel. Be careful, it will create a new Request if you follow all the way through with it. Use it just for searching and getting estimates, then cancel out of it. NOTE: You should book your travel using the Book link inside of your approved request. Page 4 REV.4

5 Section 5: Your Profile, Adding a Delegate, Reviewing Your Expense Approvers You use the Profile Options page to customize your user profile. Your Information - Select request information, add or remove delegates, enter settings, select approvers, and add or remove attendees. Certain information cannot be edited. Travel Settings - Enter expense preferences, add bank information, and company card information. You can also enter expense delegates and approvers. Request Settings - Select request information, add or remove delegates, enter settings, select approvers, and add or remove attendees. Expense Settings - Enter expense preferences, add bank information and company card information. You can also enter expense delegates and approvers Invoice Settings Enter invoice preferences, add invoice delegates and approvers. Step 1: Accessing Your Profile On the Profile Options page, review your information, select the appropriate links to update your profile information. Click on the links you wish to update. Please remember, certain information cannot be edited. Below are the recommended areas to update. 1. Click on Profile in the upper right-hand corner. A drop down will appear. Step 2: Updating Your Personal Information in Your Profile 1. Click on Profile Settings. 2. Click on Personal Information under Your Information or under Profile Options. a. Some fields will be grayed out, such as your name. If your name is incorrect, contact Human Resources. The areas you will want to update are: i. Home address type in your current home address. Click Save. Page 5 REV.4

6 ii. Contact Information Add your work and/or cell number, if you have them. Click Save. iii. Optional: Add a mobile device. If you plan to use the mobile app, you will need to install Concur app from your app store. 1. Click on Add a new device. A window will open where you can provide the information about your mobile device. Please see UNF s User s Guide for more information about installing and using the Concur Mobile app. 2. Click Save when you are done. iv. Add additional addresses. By default, your UNF address (the version that uses your N Number) has been added for you. You will also need to add your friendly alias (the one you may have selected as a new employee or that you use on your business cards). Contact the ITS Help Desk if you do not know your friendly alias. NOTE: Having your addresses verified will enable you to receipts to RECEIPTS@Concur.com. When this is done, you will be able to see your Expenses in Concur (under Concur Expense). These receipts will not appear in the mobile app. Verifying an address is explained below. 1. Click Add an address. Enter the address and check the box on whether you want the address used for Travel Notifications. (We recommend you select Yes.) 2. You will then need to verify the address. Click Verify and an will be sent to the address you enetered. This sometimes can take minutes. Once you receive the , copy the long code and paste it in the verify field of Concur and click OK. Click Save when you are done. See image on the next page to help vunderstand these steps. Page 6 REV.4

7 Verifying your address v. Emergency Contact In the section called Emergency Contacts, enter the name and information of someone who can be reached in an emergency while you are traveling. Click Save. Page 7 REV.4

8 vi. Travel Preferences Fill out these fields according to the programs you are associated with, preferences for travel, hotels, car rentals and add any Frequent Traveler Programs you use. vii. TSA Secure and International Travel: Complete this section if you have TSA clearance or will be traveling internationally, or want to add your passport or visa. Click Save when you are done. Page 8 REV.4

9 viii. Assistants and Travel Arrangers: Check the names listed here to make sure they are correct. You can add or remove assistants and determine whether they can book travel on your behalf and if you have more than one, you can identify which one will be primary. Click Save when you are done. ix. Credit Cards Enter your UNF p-card by clicking on Add a credit card. If you will use Concur for personal travel, you can also add a personal credit card. Click Save when you are done. Page 9 REV.4

10 Step 3: Review and Update Your Delegate Information 1. You will need to review and adjust the permissions for your delegates. You can get to this section by clicking on Request Delegates or Expense Delegates. If you do not see these, click on Profile. 2. Review the names listed and the settings for each. Please consider the following when assigning permissions to your delegates. After making changes, click Save when you are done. a. Can Prepare: Delegates can prepare expense reports on your behalf and notify you when complete. You are still required to submit the report yourself. b. Can Submit Reports: Delegates can submit Expense Reports. It is important to check this box if your delegate codes your p-card. c. Can Submit Requests: Do not check this box. Florida statute states that the traveler must submit their Travel Request (a delegate can create the request but the traveler must review and approve it.). d. Can View Receipts: Delegates can view uploaded receipts. This will be set by default if you select the Can Prepare Option. e. Receives s: Delegate will receive the same Concur s as you. This is recommended for your primary delegate. f. Can Approve: Delegates can approve expense reports. g. Can Approve Temporary: Set a time limit that a delegate can approve on your behalf. This is a great feature to use when you are on vacation or out of the office for several days. h. Can Preview for Approver: Delegate can view expense reports in your approval queue but cannot approve the reports. i. Receives Approval s: Delegates will be copied on approval related s. Page 10 REV.4

11 3. To add a delegate, click the Add button. Type their name in the box that appears, select their name and then click Add next to their name. Check the appropriate boxes next to their name giving them the permissions they will need. Click Save when you are done. 4. To remove a delegate, check the box next to their name and click the Delete button. Click Save when you are done. Step 4: Reviewing Your Expense Approvers 1. On your profile, under the Expense Settings section, click Expense Approvers. Your approvers are already set in Concur for you. Verify the correct approver (supervisor) is listed. If the approver listed is not correct, banner-finance@unf.edu. The workflow for domestic travel is 1) your immediate supervisor 2) your supervisor s supervisor and 3) the financial manager for your division. The workflow for international travel is 1) your immediate supervisor, 2) International Center, 3) your supervisor s supervisor, 4) the financial manager for your division, and 5) the vice president of your division. NOTE: If one of these areas should be the same person, the approval stage will skipped (so that approvers do not have to approve items more than once. Concur will show this as a warning (A step could not be approved by the right authority; the request has been moved to the next work flow step. This is expected and can be ignored. Page 11 REV.4

12 Step 5: Adjusting Your Notifications You may want to review the notification settings in Concur, especially you feel you are getting too many or too few notifications. 1. Under your profile, click on System Settings (under Other Settings). 2. Under Notifications, you can check or uncheck the boxes next to each type of notification. If you see a next to a setting, click on it to learn more about it. 3. Click Save when you are finished making changes. Page 12 REV.4

13 Section 6: Requests Requests (formerly called TAs) help our organization control expenses by requiring travelers to obtain approval before incurring travel or other expenses. Step 1: Create a New Request 1. There are two ways you can create a new request: a. On the Quick Task Bar, click New > Start a Request. (or) b. On the menu, click Requests >Create New (on the sub-menu) > New Request. 2. The Request page appears, with the Request Header tab selected. 3. Complete the fields in the Request Header. Required fields are noted with a red horizontal bar to the left of the field. 4. For the field, How are you booking this trip?, choose one of these: Booked by Travel Agent if you are contacting World Travel directly to book your travel No Booking Required if you do not need hotel, rental car, airfare, etc. or are booking this yourself using another method. Personal / Non-Business Travel if this request is not for university business and is for your personal travel. Self-booked in Concur Travel if you are booking your travel in Concur. This is the RECOMMENDED way to book your trip. 5. For the field, Request/Trip Purpose, choose the option that best matches the purpose of your trip. If you are not sure which to one to choose, contact your supervisor. 6. For the field, Will this trip be subject to US Export Control Laws? Consider this explanation when answering: International travel by University employees or students may be subject to export control laws and regulations depending on the travel destination and the hardware, software, and/or technical data that is taken. If you are collaborating with foreign nationals on research, attending an invitation only research conference/workshop/seminar or taking equipment abroad your trip is subject to US Export Control laws. Select Yes if this applies to you or select No if it does not. 7. Click Save. Page 13 REV.4

14 Step 2: Completing the Segments Tab 1. The Segments tab becomes available. Select the desired segment. (There is one icon for each of the following: Airfare, Hotel, Car Rental or Rail). Hover the mouse over any segment icon to read its hover text. 2. Complete the segments that are appropriate for this trip. a. Note the following: i. Amount field: Enter the total amount for the trip. Specifically, for car rental and hotel, enter the total amount - not the daily rate. You can enter zero if necessary. ii. Detail field (car rental and hotel): Enter the location information, such as "pick-up at airport" or "hotel near the conference". Enter the preference information, such as "automatic transmission" or "non-smoking room". VERY IMPORTANT when traveling with students: If you are traveling with students, you must list the Police Precinct nearest the hotel where the students will stay. This is required for the Clery Act. Enter this on Hotel Reservation Segment. There is a field that says Police Department Name, another for Address, and another for City, State, Zip. Enter the Police Precinct information for EACH hotel where students will be staying during this travel. The Police Precinct can be found by easily by searching the Internet for it. 3. Click Save. As you save segments, the running total appears in the top right corner of the request (below the Submit Request button). 4. Click another segment icon, complete the fields, and click Save until all desired segments have been added. NOTE: You cannot modify a segment once it is saved, but you can delete it. Just locate the particular segment and click Delete. Page 14 REV.4

15 Step 3: Completing the Expenses Tab 1. After your travel is complete, you will submit an expense report. To start an Expense report for a travel, open the Request (go to the Requests tab and double click on the Request) and click on the Expense link under the Action column. 2. Items like hotel and airfare that you listed on Segments will automatically appear on the Expenses tab. You will need to add any additional anticipated expenses such as meals, mileage. 3. On the Expenses tab: a. Select (or search or) the appropriate expense type and date. b. Enter the estimated amount. c. Add attendees if applicable. Page 15 REV.4

16 Step 4: Allocate (if there are expenses that need to be divided between multiple indexes) To allocate, click the Allocate button for any segments or any of the expected expenses. 1. In the Allocations for Request window, allocate the request by percentage or amount (click on the drop down Allocate By). Select the appropriate Index, Fund, and Org, 2. A running total will appear at the top of the window. Click Save when done. 3. Click Submit Request. Your Request will be routed to your immediate supervisor for approval. Step 5: Closing a Request Requests get closed in one of two ways: 1. If all of the expense items on the request have been expensed against, the request will close once it is processed. 2. The requester can go into the request and click on Close/Inactivate to remove the request from the list of open requests. This will not remove it entirely. It can still be viewed if you selected Closed/Activated requests from the View drop down. Page 16 REV.4

17 Section 7: Using Concur Travel (Booking) One your Request has been approved, you can begin booking your travel. Faculty and staff should book their travel within the Concur application. This ensures the best pricing, use of the full features and support from World Travel, UNF s travel agency. You may book airfare, rental car, hotel reservation and/or rail transportation. Step 1: Use the Book Link to Arrange for Travel 1. Open your approved Request. Look under Action for the Book link. Click it to begin booking your travel through World Travel using Concur. Step 2: Booking Airfare 1. Select Round Trip, One Way or Multi City. 2. In the From and To fields, enter the cities for your travel, and then click search. When you type in a city, airport name, or airport code, it will automatically search for a match. Helpful Note: When you search for a city in the From or To areas, be aware that the list is not consistent with abbreviations. For Example, it will use St Augustine and St Petersburg (without the period) but use Ft. Myers and St. John (with the period). If you don t see what you are looking for, try adding or removing the period in an abbreviation. 3. Click in the Departure and Return date fields, and then select the appropriate dates from the calendar. 4. Select depart or arrive, the time of day you want to fly, and time range from the dropdown arrows. It searches before and after the time you select. 5. Select Schedule or Price from the Search by dropdown arrow. To search only fully refundable fares, select the Refundable only air fares check box. If you do not want a flight with a double connection, select the Flights w/ no double connections check box. 6. Click Search. 7. Review the search results and select the most appropriate option for your flight. Page 17 REV.4

18 8. To view more details, click Show all details. 9. To select a seat, click the View Seats link next to the flight. A code for seats appears at the bottom of the page, showing what seats are available, occupied, or considered preferred. 10. To select your flight: On the Shop by Schedule tab, click Select for the appropriate flight. -OR- On the Shop by Fares tab, click the Price button next to the appropriate flights. Page 18 REV.4

19 11. On the Review and Reserve Flight page, review your information, select a method of payment and then click Reserve Flight and Continue. The corresponding payment and frequent flier program is selected based on the profile, if available. 12. Review all information for accuracy and click Reserve Flight and Continue. Step 3: Booking a Rental Car 1. If you selected Pick Up/Drop off car at airport on the Flight tab, you will see the results for the car search. If you did not, click the Car Rental tab, select the Pick-up date and Drop-off date and location where you will pick up the car and click Search. Note about the Pickup car at field: If you select Airport, type in the name of the airport. If you select off-airport, you will get a search box. If you select Company Location, and Main Location from the drop down, it will show the preferred car rentals near UNF. 2. Choose a UNF preferred company and compact car unless you have documented and approved exception. Page 19 REV.4

20 3. Select the rental car by clicking on the Total Cost button. 4. You will see the Review and Reserve a Car screen. Carefully review the details and click Reserve Car and Continue. Step 4: Booking a Hotel 1. If you selected the Find a Hotel option on the Flight tab, the hotel results appear after you choose your rental car. If not, click on the Hotel tab. 2. You can find a hotel by searching by airport, address, company location (UNF s location) or Reference point/zip code. 3. A map and list of hotels will appear. You can modify your search using the filters on the left hand side of the map. You can view details of the room by clicking on the View Rooms button next to the hotel. 5. Select the your room by clicking on the price button. You will see the Review and Reserve Hotel screen. Carefully review the details and click Reserve Hotel and Continue. Page 20 REV.4

21 Step 5: Completing the Reservation 1. Review the Travel Details and then click Next. 2. On the Trip Booking Information page, enter your information in the Trip Name and Trip Destination fields. The trip name and description are for your record keeping. You can choose to send a copy of the confirmation to additional recipients. 3. Click Next. You will see trip name, itinerary, and ticketing deadline, along with the total estimate cost. Note: The first time you book travel you will need to click the Add a Credit Card link next to the Payment area and enter your UNF P-Card information, unless you already added when you updated your profile. In subsequent bookings, you will just use the drop down Please choose a credit card and select your P-card. 4. Click Confirm Booking to finalize your trip. 5. On the Pre-populating Your Expense Report page, you can add transportation and parking expenses, and then click Finish. Step 4: Changing Airfare, Car Rental or Hotel Reservation If the trip is already ticketed but has not occurred, you can change the time and/or date of the flight. Your change options will be with the same airline and routing. Directly contact your travel agency, the appropriate Website, or vendor if you did not book your trip using Travel. If you did book your travel through Concur, you can follow these steps. 1. On the Travel tab, click on the Upcoming Trips tab. 2. To change a trip, in the Action column, click Change Trip. 3. On the Itinerary page, select the portion of the trip you want to change. Step 5: Cancelling Travel that has been Booked (Airfare, Car Rental, Hotel) Cancelling a Request does not cancel any travel that has booked with it. You will need to separately cancel the booked travel if it is possible to do so. When you cancel a trip, if your ticket is refundable your ticket will be voided or refunded, as applicable. If your ticket is non-refundable, and you cancel it in accordance with the airline rules, an eticket will be retained that you can apply to future trips. 1. On the Travel tab, click on the Upcoming Trips tab. 2. Click the Cancel link next to the trip. Page 21 REV.4

22 3. A Cancel Trip warning box will appear. You will need to type CANCEL in the box and click OK. Section 8: Contacting World Travel If you should need to verify something with World Travel, please use the one of the agents listed below. Call and use the extensions listed below. Lisa Sette lsette@worldtrav.com Ext Hours: 11:30a 8:00p Eddy Farinas efarinas@worldtrav.com Ext Hours: 11:30a 8:00p Vicki Nelson vnelson@worldtrav.com Ext Hours: 8:00a 5:00p In addition to the agents listed above, UNF has a dedicated toll free number of Florida universities. It is The costs to use World Travel: Online Booking (Unassisted) - Booking is handled 100% through Concur and no special requests are made online. Airfare, hotel, rental car $4.00 Hotel and/or Rental Car Only $0.00 Exchanges (Airline ticket reissues) $4.00 Voids or Cancellations and Refunds $0.00 Online Booking (Agent Assist) Booking is handled online through Concur but a special request is made online. Airfare, hotel, rental car $7.00 Hotel and/or Rental Car Only $0.00 Exchanges (Airline ticket reissues) $7.00 Voids or Cancellations and Refunds $0.00 Full-Service - The agent handles the booking for you, not bo0oked through Concur. Airfare, hotel, rental car $17.00 Hotel and/or Rental Car Only $0.00 Exchanges (Airline ticket reissues) $17.00 Group Travel - Cost is per person Airfare, hotel, rental car $17.00 Hotel and/or Rental Car Only $0.00 Name Change (Airline ticket reissued) $17.00 Exchanges (Airline ticket reissues) $17.00 Voids or Cancellations and Refunds $0.00 After Hours - Added to any other charges listed above. To be used only in an emergency. Call without/with Ticketing $20.00 Exchanges (Airline ticket reissues) $20.00 Voids or Cancellations $20.00 Page 22 REV.4

23 Section 9: Creating an Expense Report for Travel Step 1: Creating and Submitting an Expense Report from an Approved Request 1. Go the Requests tab. If your Request has been approved and booked (if you indicated you were booking though Concur Travel), you will see an Expense link under the Action column. 2. Click the Expense link. 3. The Request header will appear. In the field that says Is this your final Expense report for this trip, answer Yes or No. Select no if you expect to edit the report and yes if you have no more edits to make. 4. Click the check box next the Request and then click the Next button. (If your Request is not listed, you can click the Add button and search for it. ) Page 23 REV.4

24 5. A window will pop up that asks if the report contains meal allowances? Since this is a travel expense report, you will want to select Yes. NOTE: You will also see this window when you are creating Expense Reports for P-Cards, only in that case, would you select No. 6. Click New Expense to create a new expense or select one from the Expense Type list. After you select the expense type, the Type fields will automatically appear. Page 24 REV.4

25 7. Fill out the required fields regarding that expense. Use the link that says Attach Receipt button to upload a receipt (unless you have already ed it or uploaded it through the mobile app). Use the Available Receipts link to view/attach receipts you have already uploaded. 8. When you click Attach Receipts, a window appears that enables you to browse and attach a receipt for this expense or you can choose from any available receipts that you may have uploaded through the Concur app or ed to Concur previously. NOTE: If you are missing the receipt, there is a link to the form, Missing Receipt Affidavit that you can complete and attach as a receipt for this expense. 9. Use the Itemize button, if this expense needs to be divided between Account Codes within an Index. After completing these fields, click Save Itemizations. 10. Continue to add all the expenses for your trip/travel. A running total will show up at the bottom under Total Amount and Total Requested. 11. Once the expense report is complete, click Submit Report to send to the approver. Perform a final review and click Submit Report. Step 2: Printing an Expense Report 1. Click Print/ , and then click Detailed Report. Optionally, you can view the report in PDF format, the report, or close the report. 2. Click Print. Page 25 REV.4

26 Section 10: P-Card Purchases for Non-Travel Step 1: Creating a Purchasing Policy Report 1. On the Expense tab, click Create New Report. 2. On the field called Policy, change it to UNF Purchasing Policy. This is very important to be able to view the correct fields associated with non-travel expenses. 3. Provide a Report Name, select the Report Date, Report Start Date and Report End Date. 4. Select the Department, Division, and Index. The Fund and Org will populate after you select the Index. Review to ensure they are correct. If the Fund and Org need to be changed, use the drop down to make the change. 5. Click Next. 6. When you see the prompt that asks if the report contains meal allowances, select No since this report is for non-travel P-Card transactions. 7. Check the box next to the P-Card expenses that will be included on the report. Then under Move, select To Current Report. 8. Some items may be flagged as undefined. Click on each one and then under the Expense Type drop down, choose the appropriate account code from the list. 9. There are some optional fields that you may use (or not): Additional Information - Provide a brief statement of the benefit to the university or the purpose. City of Purchase as described Note: When you search for a city, be aware that the list is not consistent with abbreviations. For Example, it will use St Augustine and St Petersburg (without the period) but use Ft. Myers and St. John (with the period). If you don t see what you are looking for, try adding or removing the period in an abbreviation. Comment: May be used if you want additional details on your report. 10. Click Save. 11. If you are including multiple P-Card expenses, follow steps 8-10 above for each expense until all have had their account codes defined. Be sure to click Save between each one. Page 26 REV.4

27 12. When you are done, click Submit Expense. Section 11: Using the Concur Mobile App Step 1 Concur s App Center You can get an overview of the apps that are available under the App Center Tab in Concur. If you are not sure what apps to begin with, try the Concur App and Tripit App. You can add others as needed (such as apps for specific airlines you might use). Concur's mobile app is a natural extension of Concur's full-featured, web-based service. With the mobile app, travelers can manage trips and expenses as well as book hotels, rail, and rental cars all from a mobile device. The app lets you access important travel and expense information when it isn't easy to use a Page 27 REV.4

28 laptop that's connected to the Internet, such as in the back of a cab or in a meeting. With the mobile app, you can take advantage of a variety of features to manage these tasks. Managers can review employees' expense reports, trips, and requests in detail, approve or reject reports, requests, and trips. The app features will vary by device. For example, devices without cameras cannot capture receipt images. Features are also different based on how you have configured your mobile device. Some menu options may be grayed out. Come options are available based on user permissions. For example, only Expense approvers can see the features related to Expense approvals. The Windows Phone offers limited features at this time. Step 2: Download the Concur App Go to your device s app store and search Concur. Download the app and install. Step 3: Configure the Concur App (SSO and Company Code) and Login 1. When you first open the app, you will select the option of using SSO and you will be asked to provide a Company Code. The Company Code to enter is 77X589. SSO stands for Single Sign On and this better protects your information. 2. When you see UNF s Central Authentication Service (CAS), enter your UNF ID and password. Page 28 REV.4

29 Step 4: Using the Concur App (on an iphone) 1. Using the Concur app is intuitive. You can: View your approved travel request (click on Trips) View your expenses (Click on Expenses) Create, view or submit your Expense Reports (Click on Expense Reports) If you are a supervisor, you can view, send back and approve Requests or Expense Reports. (Click on Approvals) View or submit Requests. (Click Requests) 2. On an iphone, to add expenses on the go, click on Expense Report. If you have not yet created an Expense Report for the trip, click the + sign in the upper right hand corner. 3. Make sure in the Policy field, it reads UNF Travel Policy 4. Work your way down the list of fields to complete them. Items with an * are required fields. Select the funding sources used for your trip. 5. Click Save when you are done. Page 29 REV.4

30 6. You will be taken to a Claims Allowance Screen. Tap on each field to edit it. For example, tap on Report Name to rename the report (suggest you name it to match the Request). 7. After editing the Location (From/To), Departure Date, Arrival Date, and Time for each leg of your travel, click Save. 8. Use the Adjustments tab, to edit the meal allowances for each day. If you are not being reimbursed for a particular meal, click on the slide bar that says it was provided. Click Save when done. Page 30 REV.4

31 9. If you dee a red flag that says you need to itemize or you know you need to itemize, click the a warning to itemize, click on View Itemizations. After itemizing, you can also allocate (when expenses are being paid by different funding sources) by clicking on Allocations. You will need to itemize first then allocate. In the Concur app (for iphone) you cannot get to the Allocation button without having first gone to View Itemizations. 10. The example below shows how lodging has been itemized into Lodging and lodging tax. There is running total at the bottom You will want to make sure the amount in Remaining equals $0. Page 31 REV.4

32 11. To delete an itemization, use your finger to swipe left and you will see the Delete button. Tap it and the itemization entry will be deleted. 12. Tap on Expense Details to return to the previous menu. 13. To add a receipt for an expense, click Add Receipt. You can attach via your device s camera or the Receipt Store. 13 To continue adding expenses, click on the + sign in the upper right hand corner and then select Add New Expense and select the type of expense you need to add from the list. Page 32 REV.4

33 14. When all Expenses have been added. Click Submit. Below are links to instructions for various types of devices. It will take you to a web page with videos. Note: Please follow the instructions for SSO (single sign-on) not those that reference the use of a pin. Use Company Code 77X589. Blackberry Android iphone Windows Phone Page 33 REV.4