Concur: July 2024 Update

July 12, 2024
Categories: News Tags: OneIT Financial Systems Support, Purchasing Card Program, Travel

Faculty and staff will begin using Concur for travel and expense management on August 8, 2024. This change will streamline our procedures and improve efficiency across the university. Below are some critical points and actions for departments to ensure a smoother transition.

Preparing for Concur

Please work with your area business officer to review and address these items before you begin using Concur:

  • Review Departmental Travel and Purchasing Card (p-card) Processes
    After familiarizing yourself with Concur, review and make any necessary changes to your departmental travel and p-card processes to complement efficiency gains in Concur.
  • Determine Department Delegate(s)
    Identifying and assigning department delegates responsible for managing travel and expense (purchasing card) processes in Concur is important since travelers and p-card holders can have delegates for approval and preparation of travel and expense reports for approval. Travelers and purchasing cardholders will need to log in to Concur to identify their delegates. Make sure you provide clear guidelines to your departments regarding identifying delegate(s) for the preparation or approval of travel and expense reports. For detailed information, refer to the delegate FAQs. Additional FAQs will be provided, and this topic will be covered in training materials and sessions.
  • Review PATH System Information
    PATH serves as the system where Org-level approvers (Cost Object Approvers) are managed. Review the PATH role assignments for sub-department business coordinators within your L5 Orgs. No further action is needed if the current individuals assigned to this role in PATH are the desired Concur Cost Object Approvers. If changes are necessary, refer to the How do I update the Concur department approver in PATH? FAQ.
  • Get to know the GSA Rates and 75% Allowance Calculation
    Familiarize yourself with the General Services Administration (GSA) location-specific lodging and meal rates and the 75% allowance automatically calculated for meals on the first and last day of travel. For detailed information, refer to the meal reimbursement rate FAQ.
  • Non-Employees & Students
    Travel and expenses for non-employees (e.g., job candidates and speakers) and students will not be managed in Concur initially. Instead, a modified version of the current forms will be used to handle their expenses until this population transitions into Concur later. Graduate assistants will be loaded into Concur as employees at the time of the initial launch.
  • Be Aware of Cutover Dates
    The first day that users will be able to log in to Concur is August 8.
    • A travel Request will need to be entered in Concur for travel occurring on or after August 8. The reimbursement will follow.
    • Purchasing card transactions occurring after August 7 will be posted to Concur.

Training

Training plans have been communicated and will include multiple delivery formats, such as live virtual instructor-led sessions, recorded sessions, open mic virtual sessions, instructional guides and FAQs. For more detailed information, refer to the Concur training article.

Support and Assistance

If you have questions about Concur or need assistance, please submit this request form. Additional details and resources are available on the Concur project page.

We are in this together and greatly appreciate your attention to these important updates. Your cooperation and dedication are essential to our collective success. Our team is here to support you every step of the way, providing comprehensive training, guidance and any necessary clarifications to ensure the smoothest transition possible.

Stay Informed

Stay tuned for further updates and detailed instructions as we progress with this transition. Together, we will achieve a more efficient and effective travel and expense management system.