1eTravel/Concur Ashley Starnes- Account Specialist II- Travel eTravel TrainingeTravel/ConcurAshley Starnes- Account Specialist II- TravelWelcome to Tarleton State University’s online training for the etravel/Concur system. This training is to give you a better understanding of how the Concur system operates and what is needed to complete travel requests and expense reports for reimbursement.
2Our Relation to State Guidelines Texas A &M SystemStateTravel for Tarleton State University follows the guidelines of the State of Texas and that of the Texan A&M University System. The Texas A&M Disbursement of Funds Guidelines is used to determine travel procedures for the university as well.
3Travel for Tarleton State University follows the guidelines of the State of Texas and that of the Texan A&M University System.What to think about before traveling:Lodging RatesMeal Allowancesradio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcutsMileage rate ($ per mile)Contracted VendorsAllowable IncidentalsThe first website is for the GSA website. This website gives lodging rates and meal allowances for areas all over the United States. If the city is not listed on the website then the standard rates apply.Mileage reimbursement amount is based on the mileage rate given for each physical year. When completing an expense report there is a mileage calculator that is useful in helping determine the total reimbursement of mileage.When traveling it is important to determine contracted vendors and allowable incidental expenses. The Window’s on State Government website is a useful tool in giving up to date contract vendor information as well as contracted rates for airfare, car rentals, etc.
4First Things First – SSO Menu eTravel/ConcurAccess eTravel by logging into the Single Sign On (SSO) screenYou will need your UIN & passwordClick eTravel/Concur to access the programTo access Concur, you must log into the Single Sign on System. To do this, you will need your UIN and password. Once you have logged into Single Sign On, you can click on the tab labeled etravel/Concur to access the program.Please note that new employees may not see etravel/Concur on their Single Sign on Menu for up to 7-10 business days.
5Main Page of ConcurWhen logging into Concur, this is the page you will see.The “Home” tab is your homepage and will allow you to view active work, approval queue, book travel and view corporate card charges.
6Create a Travel Request Replaced Authorization Requests Needed for all foreign travel, airfare booked in Concur and any state funded travelClick on the Request tabThe university requires travel Request for all foreign travel, airfare booked in Concur and any state funded travel ( this is accounts starting with a 1).Be sure to check with your department as some departments ask that a travel request be completed before each trip.New Request
7Create a Travel Request Fill in the required fields (red lined) and hit save. (The expense tab is where you will choose categories to estimate your expenses if you wish.)Click “Save” when completed.When opening a travel request there will be blank lines, the lines that are highlighted in red are the required lines. The following are required:destination line, this can be the city you are attending or the conference name.Trip Start/End Date: Dates of TravelTravel Classification: Employee In State, Employee Out of StateTraveler Type: several options provided such as faculty or staffAccount Number: This is now a required field in order for to determine the appropriate approver.When completing a foreign travel request there are additional steps such as entering the Country you are attending as determining At Risk/Not at Risk. If the Country is an At Risk country, the request will require a form to be attach and submitted. This form will pull up in the options and will allow you to complete and save. The form is needed as all At Risk Foreign Travel Requests go to The Risk Management Department at Texas A&M for approval.
8Create a Travel Request (Estimate Expenses on TR) (Only needed if department requires an encumbrance of funds)2. Choose a category:Lodging, Meals, Transportation, Other1. Click New ExpenseWhen saving the travel request this page will appear. This page allows you to add estimated expenses for travel.Some departments require an amount, while others will accept a zero dollar amount.Please note that the university is looking for an “approved” request. The amount of money on the request will just encumber the account listed on the expense report.
9Travelers MUST submit their OWN reports! Create a Travel Request (Setting Additional Approvers on TR) Please note: zero dollar requests will go to BiManager vs Deparmental AdlocClick SubmitORNotify EmployeeTravel Requests are set up like Expense Reports and route based on the account information. If you are using a different account (i.e. Faculty Development Grant) for your trip and would like the approval of your primary manager, you can now add them to the report as well.To do this, you will simply click on the back office approval tab and search for your primary manager. This can be done by and/or last name.New to TR- if you would like to add additional approvals such as primary manager, you can do this hereTravelers MUST submit their OWN reports!
10Create a Travel Request (Where did it go?, Lets Review) Once approved, it will remain in your Active Work queue until you have completed your trip and submit an Expense Report for reimbursement.Travel Requests are only required when Booking Airfare in Concur, using state appropriated funds and for foreign travel.
12Book Travel (Using Concur to book travel) The concur booking tool works much like Travelocity, Expedia and OrbitzEnter your trip itinerary to book airfare, reserve hotel and reserve rental vehicles.All rental vehicles used in state and departing from headquarters should still be booked through Joyce Daniels in our transportation department. (ext or )The booking tool in Concur can be found on your “My Concur” Page. The booking tool works much like the other travel sites such as Expedia, Travelocity and Orbitz.Please note that if you are needing a rental car for local travel and instate travel you can contact Joyce Daniels at ext 9261 and she can arrange for a vehicle.If you would prefer to book your own rental car you may do so with the booking tool in Concur as well.
13Book Travel (Using Concur to book travel) Departure and Arrival airport locationsDo you want a rental car?Find a Hotel?The booking tool allows you to search for a flight, car, and hotel.You must select the option of choice and fill in the required information such as travel dates and destination.
14Book Travel (Choosing Airfare) The first search will bring up airfare choices. The green “reserve” box shows that it is in compliance. Remember, green means go ☺Airfare is priced first at non-refundable rates. For refundable rates click the “show details” link.Once the itenerary has been selected you will receive choices. The choices in green are contracted choices and are in compliance.
15Book Travel (Choosing Airfare) You are allowed to reserve yellow choices also, there will just been added justification.If you choose a yellow “reserve” box then you will be asked to justify choosing a flight outside of compliance
16Book Travel (Choosing Airfare) This box will pop up if you choose to reserve a yellow flight. You will choose a reason for booking the non-compliant flight and add a note if applicable.This is the justification box, a selection is required before moving forward with the purchase.
17Book Travel (Choosing Car Rental) If traveling with multiple people, please be sure to coordinate schedules, this is due to the 4:1 ratio by State of Texas.
18Booking Car Rentals In Concur Choosing your car rental is very similar to booking your airfare. The green reserve box shows that you’ve chosen a compliant vehicle.
20Book Travel (Booking a Hotel) When choosing a hotel, input the location and the next screen will show you the maximum allowances for your destination. Click next to choose your hotel.As mentioned earlier, the GSA rate gives lodging rates and meal allowances. The Concur system will also give you the maximums for the destination you choose as well.
21Book Travel (Booking a Hotel) Notice the maximum allowed at the top of your list again.Green diamonds are in compliance.In the hotel section you will notice green diamonds. These diamonds mean the hotel and rates are in compliance with the lodging rates for that area.If you do not see the lodging maximum rate you may click on the “choose room” option and see if the rate is available. The room would be a state or government rated room.
22Finalizing Reservations (How to pay) Follow the prompts once choosing your travel details.ALL airfare booked through the system will be automatically routed to the University CBA card and billed to the University.You will need to use your credit card information to reserve hotel rooms and rental cars. If you do not have a personal credit card, visit the Business Services website for Travel Card options. credit-cards.htmlThe benefit of booking airfare in Concur is that all airfare booked through the system will be automatically routed to the University CBA card and will be billed to the University. An expense report will then be created with the imported airfare charges and the departmental account will reimburse the University card.For hotels and car rentals, you will need to put a personal credit card on file. If you do not have one, you will need to apply for a University Travel card to complete this.
23Expense Reports (What is required) Create a new expense for every field you are claiming. (list meals separately by day)You may combine totals for taxis, parking, baggage fees, etc. instead of listing each receipt separately.Use the mileage calculator for miles driven or upload your point to point as a receipt and attach it to your mileage claim.Hotel claims should be itemized by lodging rate and by hotel tax for each day.( this can be done with the “nightly lodging expense” tab)
24Expense Reports (What is required) If you have completed a Travel Request, the header information will automatically fill in on the expense report. If you are starting a report fresh you will want to complete the report header with the items selected in red.Once you have completed the information you will hit the Blue “next” button.Please note, that you can also use the Concur Mobile App to upload receipts to expense reports.Make sure you’ve scanned and uploaded all your receipts to your computer. (meal receipts are not required unless you traveled with a university paid travel card and ALL receipts are required)
25Creating Expense Reports Fill out all information with Red Line and then select next.Can also create an expense report by clicking on the Travel Request as well or select the “add” button to add the Travel Request to the Expense Report.
26Expense Reports (Required) If you have booked airfare and had it prepaid by the University, you should see these card charges on your “My Concur” page. Click the airfare and agent fee and “import” them to your expense report when you are ready to submit it for reimbursement. Don’t worry, concur recognizes it as company paid and will not reimburse the employee for the airfare. However; this is a necessary step in order to “repay” the clearing account that paid for your airfare.University Liability Card charges also will appear in the “Available Card Charges” section and will need to be imported to the expense report. This is to ensure the university is reimbursed and not the employee.Don’t forget the fee!
27Expense Reports (Example if Corporate Card Charges are on Concur page) Select the expenses for the trip and “import” the charges to the expense report. Once the charges are added, you can attach receipts.Concur is set up to give exceptions (rules and/or errors) for certain expenses. These expenses will have a yellow triangle with an exclamation point or a red exclamation point. The yellow errors are rules that want to ensure you have a zero balanced receipt on hotel bills and that you have given cost comparison for mileage if needed. These rules will not go away but will not prevent you from submitting your report upon completion.Red exclamation errors will stop you from submitted the report. There is an exception box at the top of the report that will let you know what action is needed. Most times it is because there is a missing receipt, the expense requires a comment or the hotel needs to be itemized.
28Creating and Expense Report Select Appropriate Expense Type and fill in all items with a red line.
29Expense Reports (Submission) Once you’ve gotten all your claims added and the required receipts attached, you are ready to click the submit button. You’ll find it at the top right of your expense report.If you are creating one for another traveler then you will see the “notify employee” button.It will then route to the appropriate account owners for approval before arriving in Business Services for processing.Please note that if you are completing an expense report for another traveler you may only notify the employee one time. If corrections are needed the “notify employee” button will not reappear. Please or call the employee and let them know the expense report is ready for submission.
30For ApproversNotice there are options for Requests and Expenses- When there are approvals waiting your review there will be number (see Trip for example), click on box to see information
31The Traveler’s submission is their electronic signature. Who Can submit reports?The Traveler!!The Traveler’s submission is their electronic signature.
32What goes on my report?YOUR expenses only! (make sure receipts are in your name)NOT OTHER PEOPLE’S EXPENSESDo not pay for another employee’s travel expenses. If you do, it will be between you and the other traveler to personally work out what is owed back to you.
33Q&A (exceptions)What about conference hotels? Continue booking them as you have in the past – outside the system. Concur does not have access to conference rates.Do I have to use the system to book my travel? No, you can book on your own as you have in the past. Receipts are still required as have been before.
34Helpful Information regarding Travel Find forms and other traveler information on Business Services website.
35https://www.youtube.com/channel/UCsLdElrRqz2SFYx- jcz7CXA Texas A&M You Tube Pagehttps://www.youtube.com/channel/UCsLdElrRqz2SFYx- jcz7CXA
36Support Ashley Starnes– Travel Specialist or extension 9434Also