Concur Training Session January 2016

Concur Training Introduction of Implementation Team Agenda What is Concur and what does it do? Getting Started Travel Card Creating a Travel Request Making a Travel Reservation Creating an Expense Report

Concur Training Agenda - continued Approval process Mobile opportunities Online demo of the process What do we do now? Questions & Answers

Concur Training – What is Concur and what does it do? Concur provides an online process to request approval for travel, book travel, and complete an Expense Report. Goals of the project: Efficiency – online submissions and approvals Traveler experience – mobile devices and messaging Reporting – all travel information in one place Reducing financial burden on employees – Travel card

Concur – Getting Started Logging on Navigating Updating your profile Name “Verifying” Travel Arrangers (can book travel) and Delegates (can prepare Requests and Expense Reports and approve for a supervisor) Credit cards License plate number

Concur Training – Travel Card Travel cards will be issued to all permanent OU employees who have completed the application and the online training. The cards should be used for all airfare and hotel purchases whether purchasing airfare and/or hotel via Concur/FCm or through a third party. The cards can be used for allowable travel expenses while in travel status on University business.

Concur Training – Travel Card (continued) Travel card charges can be easily imported into your Expense report. This will be demonstrated in the Creating an Expense Report section. If your total charges for a trip exceed the expense reimbursement due to you, the amount owed to the University will be deducted from your next pay check. Be a good steward of the travel card. Use it responsibly.

Concur Training – Creating a Travel Request The State of Oklahoma travel policy requires all Out-of-State and International travel trip types have an approved request prior to traveling. Although not required, you are encouraged to submit a request for in-state travel. Information about your travel plans and estimated costs are entered on the Request. The amounts are estimates to collect information for the approval. These amounts do not place any constraint on the actual booking process or on your reimbursement. Requests have only one approval step.

Concur Training – Creating a Travel Request (continued) Completing the Request header

Concur Training – Creating a Travel Request (continued) Please familiarize yourself with the options below for “How will you be booking your travel?”: You should use 1 or 2 most frequently. A reminder will appear if you choose 3 or 4 to indicate that the preapproval authorization will have to be maintained in your department. You must use 5 or 6 when you start your booking in Travel. Guest bookings must start in Travel. All other bookings should start with a Request.

Concur Training – Creating a Travel Request (continued) Complete the Segments portion of the Request – Airfare and hotel Complete the Expenses portion of the Request – Per diem (auto calculated), rental car, registration, and mileage. Approval flow – indicates who the approver is. Audit trail – documents the actual approval flow. Submit the Request. See Training Guide for additional information.

Concur Training – Making a Travel Reservation Start from the Requests screen of Concur and review your active requests page. Make a note of your Request ID as this will be required at the end of the booking process. Click on the Book link for the trip you wish to book.

Concur Training – Making a Travel Reservation (continued) Booking from an approved Request (Recommended Process) A preliminary travel itinerary is started based on the information from your Request. Update the search criteria for your airfare or hotel segments. Add a rental car if necessary and allowable. Booking from Travel (Guest bookings and an Exception Process) Enter the search criteria for your airfare, hotel, and/or rental car. You will be directed to the Request page at the end of the process. You must select 5 or 6 for “How will you be booking your travel?” Ticketing will not occur until your request has been approved. There will be a very short period of time to obtain the approval. See Training Guide for additional information.

Concur Training – Creating an Expense Report Creating an Expense Report from an Existing booking: Start from the Requests screen of Concur and review your Active Requests page. Click the expense link for the trip you want to process.

Concur Training – Creating an Expense Report (continued) The information from the Request Header and your itinerary information is carried over to the Expense Report Header.

Concur Training – Creating an Expense Report (continued) Creating a new Expense Report (without an existing Request) – Completing the Expense Report header.

Concur Training – Creating an Expense Report (continued) Add travel allowances (per diem) – Create a New Itinerary or select an Available Itinerary.

Concur Training – Creating an Expense Report (continued) Mark the meals that were provided to the traveler and click Create Expenses. The daily rates and partial day amounts are calculated by Concur. Click “Import Expenses” link to import travel card charges to the report. Drag and drop each line to the Expenses section of the Report or check the box for the lines that you wish to move to the Expenses section and click Move. Provide additional information and receipts as needed/advised. (Review the icons on each line.) Add out-of-pocket (paid by traveler expenses) Click the appropriate Expense type, complete the required fields, and click Save to add it to the Expenses section of the Report. Provide additional information and receipts as needed/advised. (Review the icons on each line.) Repeat as necessary.

Concur Training – Creating an Expense Report (continued) Itemize hotel bills by clicking on the Itemize button on the bottom of the screen. Add car mileage expense by clicking on Mileage in the New Expense section. Enter your way points (addresses). Click on Calculate Route and Concur will determine the amount of mileage reimbursement due to the traveler. Click on Make Round Trip if appropriate. Expenses can be split to different departments by using the Allocate link. Upload or attach receipts/affidavits using the Receipts drop down menu. Finally, review or edit your Report to clear exceptions prior to submitting your Report for approval.

Concur Training – Approval Process Requests – one approval Supervisor (aka default approver) designated in PeopleSoft HR In-state travel requests skip supervisor approval Expense reports – multiple approvals Supervisor (aka default approver) designated in PeopleSoft HR Cost Object Approvers governed by FAMS – departments determine if they want one or two COAs Grant specialist approvers automatically populated if grant funded Approvers receive notifications

Concur Training – Mobile Apps Concur Mobile – video on home page View trips and expenses Work with expenses and expense reports Approve ExpenseIt Pictures of receipts can be taken and then submitted to Concur Hotel bills can be itemized TripIt – all your travel plans in one place

Concur Training Demonstration Creating a Request – Approval process – Creating a booking – Creating an Expense Report –

Concur Training – What do we do now? Travel booked prior to Concur roll-out for an upcoming trip Create and submit a request in Concur if out-of-state or international travel. Select Option 2 or 4 under “How will you be booking your travel?” These options will skip the Booking step and provide you an Expense link once approved. If an in-state trip, start with an Expense Report. Create and submit your Expense Report in Concur. Planning a future trip Create and submit a Request in Concur (both in-state and out-of-state) Book your travel in Concur Create and submit your Expense Report in Concur.

Concur Training Questions?

Concur Training Contact Information: Concur processing questions – Financial Services Travel booking questions – Purchasing Travel card questions – Procard team at Travel policy questions – Financial Services