PROFILE Setting up your Profile

Transcription

1 Concur Travel Office of Administrative Services- Accounting PROFILE Setting up your Profile Effective 4/1/2016 To Setup Your Profile you will need your Employee ID #, credit card, fax #, frequent traveler program information (for International travelers: passport # & Visa #) Allow yourself approximately minutes to complete NOTE: Fields marked [Required] must be completed to save your profile. Disabled fields (gray) cannot be changed. If there are errors in these fields, contact the Accounting Department. Go to: Log in: Password: Click on employee Id@sog.ga.gov (example @sog.ga.gov) last 4 # s of social security number Sign In 1

2 First time Users will immediately be prompted to Change Password Note: A password must be at least 7 characters. It can contain numbers (0-9), upper and lower case characters (A-Z, a-z), and symbols (such as ^%*@#). It cannot contain spaces. All fields are required. Passwords are case sensitive. Change your Password and Password Hint The Concur Home page will appear Select Profile 2

3 Select Profile Settings Personal Information 3

4 Company Information Enter your company name Note: Under Assigned Location, start typing in Technical College and our agency will pop up. If your official work location is the system office, select the box Address same as assigned location -OR- If you officially work from a remote location, enter that address. Home Address Enter your home address. Enter your contact information 4

5 You MUST verify your address When you verify your address, Concur can associate information forwarded from that address to your account. Note: Travel Arrangers / Delegates (Administrative Assistants) Travel Arrangers and Delegates can initiate the verification process on behalf of a user. The user will receive the verification code. Travel Arrangers and Delegates should verify their address in their own profile. 1. The Expense Delegate should verify address in own profile 2. The Expense User should verify address in own profile 3. The Expense Delegate should be listed in the User's list of Expense Delegates Once these steps are complete, the Delegate can simply send the to receipts@concur.com, and include the user's verified address in the Subject line of the . This will ensure that the receipt is associated to the correct user. Note: address, Click on Verify You ll receive the following prompt Select: OK 5

6 You ll receive the Verification Code via Check your Junk Copy and paste the verification code from your The click OK You ll receive the following prompt Select: OK This box should now be highlighted green With your verified address, you can: Forward your receipt images to to have your receipts uploaded into your Available Receipts. Enter your emergency contact information. 6

7 Travel Profile Options Carrier, Hotel, Rental Car and other travel-related preferences. Note: Eligible Car Types Compact, Midsize/Intermediate and Full Size, all other sizes require a valid business justification. Ski rack - this is not a reimbursable expense to traveler 7

8 Enter your Gender and Date of Birth (mm/dd/yyyy) International Travel Adding your passport and Visa information to your profile will allow Concur to include it in your reservations. Having this information in your reservation can make international travel a little easier. Expense Delegates Delegates are employees who are allowed to perform work on behalf of other employees. If you do not want these employees to add themselves to your list of assistants, please check this box. To add a delegate Click on [+] Add an Assistant 8

9 Type Assistant s name: Last, First Select permissions type Click Save Verify your results 9

10 Credit Card Information You can store your credit card information here so you don't have to reenter it each time you purchase an item or service. Click on [+] Add a Credit Card Note: Credit Cards are for incidental usage Your card will not be charged to Hold a day in Concur Upon check out you will have the option to pay with the card on file orutilize another payment method. Enter your Credit Card information Note: Car Rentals Your card will not be used for Mandatory contract vendors Hertz and Enterprise. These two are direct bill accounts. Your card can only be used for Out-of-State (Continental U.S), non-airport locations OR- International when Hertz is not available 10

11 Then select Save You will receive a prompt and your screen should return the following Note: Your Profile is officially saved; you can add the additional preferences for an optimum experience. Profile Saved Expense Delegates Then scroll down to Expense Settings Select Expense Delegates Delegates Delegates are employees who are allowed to perform work on behalf of other employees. Expense and Request share delegates. By assigning permissions to a delegate, you are assigning permissions for Expense and Request. Delegate For This employee may act as a delegate for the listed employees. 11

12 Expense and Request share delegates. By assigning permissions to a delegate, you are assigning Expense and Request. This sections relates to Mileage Reimbursement permissions for Then scroll down to Expense Settings Select Personal Car Select New Note: Determining Personal Car Tier TCSG Employees whose official worksite is an off-site location Should always select Car-Tier I (higher mileage reimbursement rate) TCSG Employees (TCSG official work location) Must request the Fleet Vehicle first Based on the results from Support Services, submit the Tier rate accordingly; Results: Fleet Vehicle Not Available- Car-Tier I (higher mileage reimbursement rate) Please upload a copy of your response from Support Services 12

13 Results: Fleet Vehicle Available- Car-Tier 2 (lower mileage reimbursement rate) The Fleet Vehicle was available but traveler utilized their personal vehicle. IMPORTANT- Name Vehicle ID by reimbursement rate (not by vehicle name, VIN# or vehicle type) Only if you officially work off-site should you select Preferred Car Then select Save Then scroll down to Other Settings Select E-Receipt Activation 13

14 E-Receipt Activation Enable e-receipts to automatically receive electronic receipts from participating vendors. Once you complete the e-receipt activation, the e-receipts generated by your transaction with a participating supplier will be automatically collected and matched with your itineraries and expense reports. You can access and print these e-receipts at any time from your Trip Library. If your company uses Expense, then your e-receipts will be automatically matched with your itineraries and expense reports, as applicable, so you can avoid keying in folio data and submitting paper receipts for your expense reports. Participating suppliers of our e-receipt program are identified by our icon during the online booking process. Click on the link E-Receipt Activation You will receive the following prompt Select I Accept Verify your results Mobile Registration Set up access to Concur on your mobile device 14

15 Then scroll down to Other Settings Select Mobile Registration (this is optional) DOWNLOAD THE APP Or send a link to your device - enter your address OR mobile phone Number (including country code for non-us numbers) and Concur will send you a Link to get the app: YOU HAVE SUCCESSFULLY COMPLETED YOUR PROFILE SETUP. 15