Concur Travel & Expense USER PROFILE & SETTINGS

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1 Concur Travel & Expense USER PROFILE & SETTINGS

2 User Profile & Settings Overview Accessing Profile Settings Profile Options

3 User Profile and Settings Overview Eligible SF State employees are already setup to use Concur. If you are not able to access Concur, please contact the University Concur Coordinator. Prior to using Concur, please review and complete your User Profile. Setting up your profile is important so that all the information in Concur is current and accurate for booking travel and getting the most out of Concur Travel and Expense. You will need to save your profile including filling in all required fields Middle Name, Work/Home Phone, Gender & Birthdate in order to book travel via Concur.

4 Accessing Profile Settings On the Concur Homepage, Click on Profile > Profile Settings.

5 Profile Options Profile Options is broken up in five categories: Your Information Travel Settings Request Settings Expense Settings Other Settings Start at Personal Information. This will take care of the majority of your Profile Settings. Then move to Request Settings and Expense Settings, and Other Settings.

6 Important Information Required fields will be marked in red Required. Any remaining fields are optional but should be filled in to get the most out of the application. Grayed out information cannot be changed. This information is provided by HR.

7 Your Information Name- Make sure your name is identical to the name on your photo identification if using Concur Travel to book airfare as the name in the system will be the name provided on your ticket. We populate your primary name from HR. If your photo identification does not have your primary name, please either book your airfare outside of Concur or update your primary name with HR. Contact Information- A work or home phone number is required. Addresses- Your SFSU address has been provided by HR. You can add additional addresses. You will want to verify your address to be able to forward travel plans and receipt images directly to Concur. Home Address Your reimbursement check will be sent to the mailing address on file with HR. It will not be sent to the home address entered in Concur.

8 Assistants/Arrangers Primary Travel Assistant vs. Travel Arranger A Travel Arranger can perform travel functions such as book travel on a traveler s behalf whereas a Primary Travel Assistant can also receive confirmation s from CBT (Christopherson Business Travel) regarding the travel as well as call a CBT Agent regarding your travel reservations. In order to make someone a Travel Assistant/Arranger, you must also make them a Delegate for Travel Request/Expense.

9 Travel Settings Travel Preferences Complete all fields if you will be using Concur Travel so your preferences will be saved and to better your search results. Please note: Filling in all required fields Middle Name, Work/Home Phone, Gender, and Birthdate and saving your profile is necessary in order to book travel via Concur. Travel Preferences Descriptions Air, Hotel, & Car Rental Preferences indicate any preferences such as seat selection, room type, accessibility needs, car transmission, etc. Frequent- Traveler & Advantage Programs indicate any programs/discounts such as AAA member, Government, frequent traveler numbers. TSA Secure Flight Gender & Birthdate (requirement for booking travel via Concur) and TSA Pre-check number. International Travel: Passports and Visas Add passport/international Visa information. Assistants/Travel Arrangers Add a primary Travel Assistant/Travel Arrangers. Credit Cards US Bank Travel Ghost Card is already linked to book and pay for airfare through Concur Travel. You can add a Personal Liability Travel Card, or a personal credit card to guarantee a hotel reservation.

10 Request/Expense Settings The following categories can be found in both Request Settings and Expense Settings. Once you assign it to one, it will automatically be assigned to the other Settings Descriptions Preferences select options that define when you want to receive notifications. Actual setting selections are different in Request than they are in Expense. Information & Reports To Approver You can view your default chartfield. You cannot update this information, however you can change the chartfield on the actual Travel Request and Expense Report. Delegates Request and Expense share delegates. By assigning permission to Travel Request, you are automatically assigning permission to Expense and vice versa. Favorite Attendees Attendees added to Request will also be added to Expense. The Attendee functionality can be used to enter attendee names that are present at a travel business entertainment. Personal Car (Under Expense Settings Only) In order to claim Personal Car Mileage on an Expense Report, you need to add a car to your profile.

11 Request/Expense Preferences Notifications Under Request Preferences and Expense Preferences, you can define which notifications you want to receive and opt out of any that you don t want. All boxes are checked by default.

12 Delegate Permissions Delegate - employee who is allowed to perform work on behalf of another employee. Delegate Permissions are only for Request and Expense. You will also need to add this delegate as an Assistant/Travel Arranger to allow them to book travel via Concur. Traveler Permissions: Prepare Travel Requests and Expenses Reports View Receipt Images Receive a copy of Notifications (No approval s) Approver Permissions: Approvers will have additional approval permissions to assign to a delegate. Approve Travel Requests and Expenses Reports without date constraints Approve Temporarily (beginning/end date required) Preview Travel Request/Expense Report for Approver prior to Approval Receive a copy of Approval Notifications You can add more than one delegate! Traveler Permissions Employee you assign Can Approve permission must already be an approver in Concur. Approver Permissions

13 Personal Car Registration You will need to register your car in order to claim Personal Car Mileage on an Expense Report. To add your car: Profile > Profile Settings > Expense Settings > Add Personal Car Enter vehicle license plate number as the Vehicle ID and select Personal (CSU mileage reimbursement rate) for Mileage Rate Type. License Plate #

14 Other Settings Other Settings E-Receipt Activation Connected Apps Forgot Concur Mobile Pin (login is single sign on, so creating a pin is not necessary) Travel Vacation Reassignment Concur Mobile Registration

15 Travel Vacation Reassignment If you are an approver and will be out of the office or unable to approve during a specific time period, you have two options to delegate another employee to approve. Travel Reassignment Enter an employee who can approve while you are away. You must remember to login to Concur and clear out the backup upon your return as this option has no specific time period in place. Any approvals already in your approval queue will not be reassigned. Delegate Enter an employee who can approve during a specific time (enter start and end date) after the end date, they will no longer have delegation to approve on your behalf. Any employee you delegate to approve on your behalf must already have approval permission in Concur. Report s to Approver delegate needs to have same or higher position level as you.

16 E-Receipt Activation E-Receipts -electronic version of receipt data that can be sent directly to Concur to replace imaged paper receipts. The availability and content of e-receipts vary depending on the vendor. (Vendor must be a participating supplier with Concur.) Hotel e-receipts can be used to automatically itemize hotel expenses. Enable Receipt Activation: Profile Settings > Other Settings >E-Receipt Activation. E-Receipts will be available under Available Expenses once they are uploaded in Concur.

17 Concur Mobile App Registration Concur offers an App you can download to various mobile devices including your phone, tablet, etc. The application allows you to manage your expenses and take pictures of your receipts and send them directly to Concur. Profile > Profile Settings > Concur Mobile Registration The App supports IOS, Android, Blackberry and Windows devices. You can enter your SFSU address and have Concur send you a link to download the App or you can download the App directly from your phone s App Store. Steps to Sign in to Concur Mobile App 1. Once the App is downloaded, enter your SFSU Address. Click Next. 2. Select San Francisco from the CSU Campus Login Page. 3. Continue to login with SF State credentials.

18 Need More Information? For more in depth information regarding Concur Travel & Expense, please check out the Concur Handbook and other related documentation at: