Questions Concur Mobile Solution Information... 4 1. What is Concur Mobile?... 4 2. Why would a traveler need to manage travel, expenses, and payment requests using their smartphone?... 4 3. Does Concur Mobile offer the full functionality of Concur Travel & Expense?... 4 4. Which Concur solutions are pre-requisites for using Concur Mobile?... 4 5. Is there a fee for installing or using Concur Mobile?... 5 6. How does Concur Mobile differ from competitive offerings?... 5 7. How does Concur Mobile differ from the mobile offering Concur announced in 2002?... 5 8. What credit card information is stored on the smartphone device?... 5 9. How does Concur ensure that personal information remains secure?... 5 Concur Mobile Smartphones Platforms... 6 10. Which smartphones can be used with Concur Mobile?... 6 11. In which countries and in which languages is Concur Mobile available?... 6 12. Is a data plan with the mobile carrier required in order to use Concur Mobile?... 6 13. Will Concur Mobile be offered as an application for Android, Palm, or Symbian?... 6 Concur Mobile Deployment Information... 6 14. How is Concur Mobile activated?... 6 15. What if my company's configuration requires that user profiles are hidden?... 6 16. How does a user install Concur Mobile?... 6 17. The registration page is asking me for my PIN. I log in to Concur via my company portal (single sign-on), so I don't know my Concur login information.... 7 18. On the registration page - is a credit card required?... 7 19. If my company uses a ghost card, can I register it for Mobile?... 7 Page 1 of 14
20. Does the user's smartphone need access to the Internet to install Concur Mobile?... 7 21. How long does it take to install the Concur Mobile application?... 7 22. Can a client lock down the Concur Mobile feature to only certain users?... 7 23. Can one person use multiple devices for the Concur Mobile service?... 7 24. Can one mobile device be used for multiple people?... 8 25. Do clients need a project team to deploy Concur Mobile?... 8 26. Is there a demo application or simulator available for clients to use?... 8 27. Can a client use Concur Mobile in a test entity?... 8 Concur Mobile Technical Information... 8 28. If Concur Mobile is run as a BlackBerry application, does it require BlackBerry Mobile Data Service (MDS) to function?... 8 29. Can the Concur Mobile application be deployed via a BlackBerry Enterprise Server (BES)?.. 8 30. What is the technology behind Concur Mobile?... 9 31. If service connectivity is lost, will the device save the reservations or expenses that have already been created?... 9 Expenses and Expense Reports... 9 32. What functions can a user perform with regards to managing their expenses and reports?.. 9 33. In Concur Mobile, what functionality is available for Expense Managers with regards to expense report approval?... 9 34. Are all expense approval workflows available in Concur Mobile?...10 35. How is a Mobile expense different from a regular expense an expense entered online?...10 36. Can a user itemize an expense using Concur Mobile?...10 37. Do expense types have to be configured specifically for Concur Mobile? Are there Mobile expense types that are different from regular expense types?...10 38. Does everything in a client's configuration appear on the Mobile device once it has been initially loaded by being in-service (for example, vendor lists, attendee lists, etc.)?...10 39. Can a user capture an image of the receipt and attach the image to the expense?...10 40. Does a digital photo of a receipt meet IRS guidelines for expense documentation?...11 41. Does the user need any special settings to use a smartphone camera for receipts?...11 42. Does a user or an approver need any special settings to view receipt images?...11 43. How does a user delete a Mobile expense?...11 Page 2 of 14
Travel... 11 44. With Concur Mobile, what functionality is available for a traveler to manage their trip itinerary?...11 45. In Concur Mobile, what functionality is available for travel managers with regards to trip approval?...11 46. Can a traveler book airfare using Concur Mobile?...12 47. Will clients incur booking fees by using Concur Mobile?...12 48. With Concur Mobile, what changes can a traveler make to an itinerary?...12 49. What do the visual indicators (green, yellow, or red) indicate in Concur Mobile?...12 50. With Concur Mobile, can a traveler manage his/her hotel reservations?...12 51. With Concur Mobile, can a traveler see hotel properties that are company-preferred?...12 52. With Concur Mobile, can a traveler see hotel properties that support e-receipts?...12 53. With Concur Mobile, can a traveler manage his/her ground transportation?...12 54. If a traveler books a hotel room after business hours but his manager is not available to approve the reservation, will the reservation be confirmed?...13 55. Does Concur Mobile allow the traveler to view weather conditions at their final destination?13 56. Does Concur Mobile use GPS positioning for dining reservations?...13 57. Will all mobile devices have GPS activated or does that depend on the phone and/or plan? 13 58. Will the client's choice of travel management company (TMC) have any affect on the availability of Concur Mobile?...13 59. Must a traveler use Cliqbook Travel in order to pay for a taxi using his/her phone?...14 60. Does a client have to download the RideCharge application separately?...14 61. When I register for Mobile, do I have to list a credit card on the registration page?...14 62. My company has a ghost card. Can that be the registered credit card on the registration page?...14 Payment Requests (Concur Invoice)... 14 63. Which Concur Invoice features are available using Concur Mobile?...14 64. Can the approver do anything else?...14 65. When will other Invoice-related features become available?...14 66. When I complete my registration page, it is asking for a credit card. Why do I need a credit card for my Invoice transactions?...14 Page 3 of 14
Concur Mobile Solution Information 1. What is Concur Mobile? Concur Mobile is a natural extension of our on-demand service - Concur Travel & Expense - which integrates complete travel booking, expense reporting, and the invoice payment process. With Concur Mobile, travelers can manage trips and expenses, and add or change items such as dining reservations, taxis, hotels, and rental cars all from a mobile smartphone. In addition, if your company uses Concur Invoice, approvers can now view payment requests and then either approve or return them. 2. Why would a traveler need to manage travel, expenses, and payment requests using their smartphone? The solution enables business travelers to access important travel, expense, and invoice information when it isn't easy to use a laptop that's connected to the Internet, such as in the back of a cab or in a meeting. With Concur Mobile, travelers can take advantage of a variety of features to manage these tasks. Business travelers can manage their itineraries and expense transactions in a timely manner and within company policies. Managers can review employees' expense reports in detail, allowing them to approve or reject reports wherever they may be traveling. Invoice approvers can approve or return payment requests without having to be at their computers. With the convenience of invoice approvals on Concur Mobile, invoice cycle time is reduced, which reduces the risk of late payment fees and provides the opportunity to take advantage of early-pay discounts. 3. Does Concur Mobile offer the full functionality of Concur Travel & Expense? This service is a mobile companion to Concur Travel & Expense - offering the flexibility to perform tasks from a smartphone - rather than a desktop or laptop computer. While it complements Concur's end-to-end solution functionality, it does not contain full functionality. 4. Which Concur solutions are pre-requisites for using Concur Mobile? Concur Mobile is available to any client using Concur Travel & Expense (also known as the current user interface). Also: Stand-alone Cliqbook Travel users can access the travel-related Mobile features. Stand-alone Concur Expense users (using the Concur Travel & Expense user interface) can access the expense-related Mobile features. These users can also search for, book, and cancel for taxi and dining. Stand-alone Concur Invoice approvers can access the Invoice-related Mobile features as well as search for, book, and cancel for taxi and dining. Over time, additional features will be added. Page 4 of 14
NOTE: For clients who use Cliqbook Travel and use an expense solution other than Concur Travel & Expense the travel-related features of Mobile are available to you; the expense-related features are not. 5. Is there a fee for installing or using Concur Mobile? No. There is no additional charge to install or use the application; there are no transaction fees. 6. How does Concur Mobile differ from competitive offerings? Concur Mobile encompasses travel features (i.e. booking hotels, dining, and transportation), expense features, and Invoice features - to provide a comprehensive mobile solution for the business traveler. It provides a convenient alternative method to use Concur functionality via an easy-to-access smartphone. Concur Mobile makes the mobile worker more efficient and productive. 7. How does Concur Mobile differ from the mobile offering Concur announced in 2002? Our previous mobile product allowed users to work offline in a disconnected laptop version and then synchronize data when reconnected to an online server. This version of Concur Mobile allow users to access their expense, travel, and invoice information using a mobile device - in a cab, in a meeting, at the restaurant - where a laptop is not available or is too cumbersome. 8. What credit card information is stored on the smartphone device? The only piece of card information that is held on the smartphone device within the Concur Mobile application is the name the user has set up for the corporate card (in Profile). The card number is never displayed on the device. 9. How does Concur ensure that personal information remains secure? Concur Mobile is designed to conduct transactions without transmitting sensitive credit card data. Clients' credit card information stays in Concur's secure data center only, not on the mobile device. Using established technologies and practices, Concur ensures that our clients' information is safe and protected and that our services are available and perform properly, whether clients use our web-based or mobile application. Page 5 of 14
Concur Mobile Smartphones Platforms 10. Which smartphones can be used with Concur Mobile? Currently, Concur Mobile can be used with the BlackBerry (OS 4.2 or higher), Windows Mobile (OS 6.0 and higher), and the iphone (OS 3.0 and higher). If your device does not have the appropriate operating system, upgrade as per normal procedures, which may involve contacting your cell provider. 11. In which countries and in which languages is Concur Mobile available? Concur Mobile is available worldwide and the languages it supports are U.S. English, U.K. English, Canadian French, French, and German. 12. Is a data plan with the mobile carrier required in order to use Concur Mobile? Yes. A data plan is required in order to use Concur Mobile on a smartphone. 13. Will Concur Mobile be offered as an application for Android, Palm, or Symbian? Concur plans to extend Concur Mobile to other mobile platforms based on client demand and market requirements. Concur Mobile Deployment Information 14. How is Concur Mobile activated? Mobile is activated for you by Concur. Once Mobile is activated, any user with the Travel User role, Expense User role, or the Payment Approver role will see a Concur Mobile Registration link in Profile in Concur Travel & Expense. 15. What if my company's configuration requires that user profiles are hidden? Concur can ensure that the correct properties are set so the user profile is hidden but the Concur Mobile Registration link appears. 16. How does a user install Concur Mobile? Once the Concur Mobile Registration link appears in Profile, the user registers and creates a Mobile Personal Identification Number (PIN) for Concur Mobile. An email will be sent with a URL and installation instructions that describe how the application can be downloaded to the desired smartphone. Page 6 of 14
If you have an iphone, you can obtain Concur Mobile from the App Store using the Available on the App Store button on the Concur Mobile registration page. In the App Store, locate Mobile with these search terms: Concur, Concur Mobile, Cliqbook, travel, expense, hotel, taxi, receipt, hotel booking, business travel, expense report 17. The registration page is asking me for my PIN. I log in to Concur via my company portal (single sign-on), so I don't know my Concur login information. You don't need to know your Concur login information to complete the registration page; that portion of the registration page is asking you to create a PIN. You will use it for Mobile; it has no affect on the full-featured online version of Concur Travel & Expense. That portion of the registration page also shows you your Mobile login (looks like an email address). Use that login and the PIN you create to log in to Concur Mobile on your smartphone. 18. On the registration page - is a credit card required? Yes and no. If you use the Travel features - yes. For non-travel users, the warning for a missing credit card is displayed but the user can register without a credit card. 19. If my company uses a ghost card, can I register it for Mobile? Yes. However, certain taxi services do not accept ghost cards; you may be required to provide a personal credit card to book taxis. 20. Does the user's smartphone need access to the Internet to install Concur Mobile? Yes. Internet access is needed to download the Concur Mobile application to the smartphone. 21. How long does it take to install the Concur Mobile application? A user can complete the PIN creation process and download the application within about five minutes. 22. Can a client lock down the Concur Mobile feature to only certain users? No. Concur Mobile will be available for all of a client's users. Each user can complete the Mobile PIN creation process and download the application through the Concur Mobile Registration page in Concur Travel & Expense. 23. Can one person use multiple devices for the Concur Mobile service? Yes. Page 7 of 14
24. Can one mobile device be used for multiple people? Yes. 25. Do clients need a project team to deploy Concur Mobile? No. Concur Mobile will not require additional implementation resources from the client's side. Each user downloads the application in a self-service model. 26. Is there a demo application or simulator available for clients to use? No. There is currently no demo application available to clients. 27. Can a client use Concur Mobile in a test entity? No. This option is not available to clients. Concur Mobile Technical Information 28. If Concur Mobile is run as a BlackBerry application, does it require BlackBerry Mobile Data Service (MDS) to function? Concur Mobile is available as a BlackBerry application. BlackBerry Mobile Data Service (MDS) is supported but is not required. If the BlackBerry Internet Service (BIS) is available to the user, it can be used instead of MDS. Note that if Concur Mobile detects that MDS is available on the BlackBerry handset, it will automatically use MDS to connect. This can be overridden by the user on the handset's Options screen by manually selecting Consumer/BIS. 29. Can the Concur Mobile application be deployed via a BlackBerry Enterprise Server (BES)? Yes. Concur Mobile can be deployed via BlackBerry Enterprise Server (BES). There are two ways to manage this: OTA: Clients can configure their BES server to permit over-the-air (OTA) download and installation of third-party applications in order for their employees to use them. There is a reference document available that explains the steps that a client must take in order to use BES. The document is available in the Concur Mobile folder on Concur Client Central. Page 8 of 14
Push: Concur can provide the installation files directly to the client, who can then provide them to their users. The client can install these files on the BlackBerry Enterprise Server and automatically push the application to all their users' BlackBerries. These users must still create a Mobile PIN. The user can create a PIN by accessing the Concur Mobile registration page in their profile on the website or by selecting the Need to Register button on the login screen on their BlackBerry. Clients using this installation method must also manage the upgrade of new releases of the application. These upgrades will occur only 2-4 times a year. Clients will be sent a new set of files to push out to their users. They will have a grace period before users need to upgrade. Clients interested in this feature must open a service request with Concur Client Support. 30. What is the technology behind Concur Mobile? Concur Mobile is powered by Pyxis Mobile's Application Studio platform, one of the industry's most robust and flexible mobile application technologies. Concur selected Pyxis Mobile based on their proven application configurability, security, scalability, and rapid time to market. 31. If service connectivity is lost, will the device save the reservations or expenses that have already been created? Yes. Expenses and Expense Reports 32. What functions can a user perform with regards to managing their expenses and reports? A user can also view expense reports (including report status and expense details). A user can enter new Mobile expenses (for items such as meals), edit Mobile expenses, or delete Mobile expenses. 33. In Concur Mobile, what functionality is available for Expense Managers with regards to expense report approval? Approvers can view employee expense reports including report header information, expense details, receipt images, and exceptions. Managers can approve or reject the entire expense report from their mobile device. Managers cannot, however, adjust expense amounts. That task must be done online. (This is assuming that the company's configuration allows approvers to adjust amounts). Page 9 of 14
34. Are all expense approval workflows available in Concur Mobile? Concur Mobile does not currently support dynamic workflow. If the approver needs to select the next approver, he/she will see a message that Concur Mobile does not support this workflow; therefore, the report must be approved using Concur Expense (full-featured online version). 35. How is a Mobile expense different from a regular expense an expense entered online? A Mobile expense contains only the basic information (such as date, amount, and expense type) and perhaps a picture of the receipt. If the expense has other requirements (such as attendees), the user enters that required information once the Mobile expense is imported into an expense report online. 36. Can a user itemize an expense using Concur Mobile? No. The user can itemize expenses once they are imported into an expense report online. 37. Do expense types have to be configured specifically for Concur Mobile? Are there Mobile expense types that are different from regular expense types? By default, the expense types used for Mobile are the same as the expense types used for the full-featured online version for Expense. However, the full list of expense types may be cumbersome so you may want to shorten the list. To do so, open a service request with Concur Client Support and provide a list of expense types that you want to appear on Concur Mobile. NOTE: This change will not affect the expense types that are shown in the fullfeatured online version of Concur Travel & Expense. 38. Does everything in a client's configuration appear on the Mobile device once it has been initially loaded by being in-service (for example, vendor lists, attendee lists, etc.)? No. Some parts of the configuration (such as attendee lists) are not available in Concur Mobile. The user enters that information once the Mobile expenses are imported into an expense report online. 39. Can a user capture an image of the receipt and attach the image to the expense? Yes. All receipt images, captured by the phone's camera, will upload into Concur Travel & Expense immediately or the next time the user enters a service coverage area. Once the digital image is imported into an expense report, the receipt image is treated like other receipt images and can be viewed (in a PDF viewer) by the user, approver, and processor. Page 10 of 14
40. Does a digital photo of a receipt meet IRS guidelines for expense documentation? Yes. 41. Does the user need any special settings to use a smartphone camera for receipts? In the camera options: The picture size should be set to medium (1024 X 768) or smaller. The picture quality should be set to normal. The user should refer to the owner guide for information about accessing these settings. 42. Does a user or an approver need any special settings to view receipt images? Occasionally, with a BlackBerry, the image details are not initially very clear. The user can improve the view by selecting the BlackBerry menu while viewing the image and then using the option to zoom in/out or to change the view to page view, column view, or desktop view. (View options differ by model.) 43. How does a user delete a Mobile expense? A Mobile expense can be deleted only on the mobile device itself. Once deleted from the Mobile device, it will no longer appear online or be available for import into an expense report. If a user deletes an expense online and that expense was originally generated in Concur Mobile, that expense it not deleted from the system it moves back to the "pool" of Mobile expenses on the user's device. The user must then delete it using the mobile device. Travel 44. With Concur Mobile, what functionality is available for a traveler to manage their trip itinerary? A traveler can view a current itinerary, check-in online for a flight, search for other flights on the same day, change the return flight (time or day), check weather conditions, check flight status, and view the number of seats available on a flight. 45. In Concur Mobile, what functionality is available for travel managers with regards to trip approval? Travel managers and approvers can view and then approve or reject trips. Page 11 of 14
46. Can a traveler book airfare using Concur Mobile? No. Currently, travelers are not able to book airfare through Concur Mobile. All air reservations need to be made through Concur Cliqbook Travel. 47. Will clients incur booking fees by using Concur Mobile? Air reservations made through Concur Cliqbook Travel may incur a booking fee. If a traveler appends an existing itinerary by adding a hotel or car reservation through Concur Mobile, there will not be an additional booking fee applied. 48. With Concur Mobile, what changes can a traveler make to an itinerary? A traveler can make changes to an itinerary, such as changing the return flight (time or day), adding or canceling hotels, taxis, rental cars, or dining reservations. Search results reveal preferred providers and ones that are e-receipt-enabled. A visual color cue (green, yellow, or red) indicates if the item is within policy. 49. What do the visual indicators (green, yellow, or red) indicate in Concur Mobile? This visual cue indicates if an item is within policy. (These are the same color "flags" that appear in Cliqbook Travel.) 50. With Concur Mobile, can a traveler manage his/her hotel reservations? Yes. When searching for hotels, travelers can search by airport, location, or company location. A traveler can view hotel rates and hotel details and then book the hotel from the mobile device. Once a hotel is booked, the traveler automatically receives a hotel confirmation and an updated itinerary (if applicable). 51. With Concur Mobile, can a traveler see hotel properties that are companypreferred? Yes. 52. With Concur Mobile, can a traveler see hotel properties that support e- receipts? Yes. 53. With Concur Mobile, can a traveler manage his/her ground transportation? Yes. A traveler can book ground transportation by renting a car or booking a local taxi. The traveler receives a car confirmation and an updated itinerary (if applicable). Page 12 of 14
54. If a traveler books a hotel room after business hours but his manager is not available to approve the reservation, will the reservation be confirmed? If a client has designed the workflow to not allow a traveler to book a hotel without an approval, the traveler must contact the hotel directly or a travel agent. 55. Does Concur Mobile allow the traveler to view weather conditions at their final destination? Yes. A traveler can check current conditions and forecasts at selected locations. 56. Does Concur Mobile use GPS positioning for dining reservations? Concur Mobile pre-populates the address in the mobile device's mapping tool and maps the route. 57. Will all mobile devices have GPS activated or does that depend on the phone and/or plan? The GPS capability depends on the device and provider. If you are having issues with GPS, there are several troubleshooting steps to take: First, do you have a third-party mapping application like Google Maps installed? If so, does it recognize your GPS? If not, then your phone may not have GPS. NOTE: In some office buildings, GPS signal is too weak to determine location. The user should stand by a window or go outside to test it. If your phone is a Verizon phone, note that Verizon has locked the GPS on many models so that it works only with Verizon VZNavigator. However, Verizon has recently published ROM updates that unlock some of their premium models, including the HTC Touch Pro, Samsung Saga, Samsung Omnia i910, BlackBerry Pearl 8339, and BlackBerry Curve 8130. Note that updating the ROM on a device may remove all of your contacts, email messages, and other data so use with caution. For more information and/or to see if this applies to you, contact Verizon directly. 58. Will the client's choice of travel management company (TMC) have any affect on the availability of Concur Mobile? No. The choice of a client to use a particular TMC will not affect the ability for that client to use Concur Mobile. Concur Mobile will be activated for all Concur Cliqbook Travel, Concur Travel & Expense, and Concur Expense (on the current user interface) users. Page 13 of 14
59. Must a traveler use Cliqbook Travel in order to pay for a taxi using his/her phone? No. Concur Mobile enables the ability to reserve and pay for a taxi utilizing RideCharge. 60. Does a client have to download the RideCharge application separately? No. The ability to reserve and pay for a taxi via RideCharge is part of the Concur Mobile application. 61. When I register for Mobile, do I have to list a credit card on the registration page? If you use the Travel features, a credit card must be registered. 62. My company has a ghost card. Can that be the registered credit card on the registration page? Yes. You can register and use the ghost card. However, certain taxi services do not accept ghost cards; you may be required to provide a personal credit card. Payment Requests (Concur Invoice) 63. Which Concur Invoice features are available using Concur Mobile? Right now, only approvals can be completed using Concur Mobile. The Payment Approver can use Concur Mobile to view line items, header information, vendor information, and images. The approver can then approve the payment request or send it back to the invoice owner. 64. Can the approver do anything else? Currently, those are the only Invoice-related tasks the approver can complete on a smartphone. However, the approver can use the smartphone to search for, book, and cancel taxi and dining (if desired; available to US clients). 65. When will other Invoice-related features become available? We will be adding new features throughout the year. 66. When I complete my registration page, it is asking for a credit card. Why do I need a credit card for my Invoice transactions? You don't. Install the application and create your PIN. You can use Concur Mobile without the credit card information. However, as noted above, you can book taxi on Concur Mobile. A credit card will be required if you do. Page 14 of 14