The Concur system is available through my.University.edu quicklinks. Select University Concur.

Contact the University Travel Office.

To add your University Travel Card to your Concur Account, log in to Concur and follow the instructions below.

• • Select “Profile” in the upper right. You will see the Profile drop-down menu. Select “Profile Settings”
  • Select “Credit Cards” under “Your Information” on the left side of the page.
  • Select “Add a Credit Card”
  • Fill out all appropriate fields and check boxes.

NOTE: Use Billing Address: 1234 Test Drive, San Antonio, TX 78201

If the system appears to be running slow or you are experiencing issues logging in or using Request/Travel/Expense functions you can check the Concur Status Board to see if there is an active service outage. In the top right corner of the screen you can click “Subscribe to Updates” if you wish to receive updates when the system is experiencing issues.

Travelers are responsible for assigning delegates to prepare travel and expenses in Concur. Go to Profile Settings > Expense Delegates in Concur to assign a delegate.

• • To assign a delegate to book travel, select Can Book Travel, Can Submit Requests, and Receives Email.
  • To assign a delegate to prepare expense reports, select Can Prepare and Receives Email.

To configure e-mail notifications:

• • Log into Concur and navigate to Profile Settings. Under Expense Settings is an option for Expense Preferences. On this screen you can check the boxes for any e-mail notifications you wish to receive.

1234 Test Drive
San Antonio, TX 79201

The travel card is available to all University and staff who travel, who book travel on behalf of others, and anyone who incurs any of the following expense types: dues, professional memberships, registrations, and subscriptions.

Please fill out the Travel Card Request Form

Yes; however, you are responsible for reconciling those charges on an expense report. In this case, charges for multiple people can be combined on one expense report.

• Concur’s workflow is based on FOAP owner. If a FOAP does not have an assigned owner or if you are the owner of the FOAP, then the workflow will default to your manager.
• If you do not think your workflow is routing correctly, please contact the University Travel Office.

• A travel request through Concur is required to ensure proper approval for travel has been obtained prior to the purchase of any travel related expenses. Request is used to provide the FOAP approver with the ability to understand the overall cost of the trip and determine whether or not they are willing to cover all costs associated with this trip. Requests can be allocated to multiple FOAPs, if departments are splitting the cost of an employee’s travel. The approved travel request is used by the travel office to ensure an adequate credit limit is established on traveler’s card for the duration of the trip and to cover any pre-trip expenses (i.e. airline costs, conference fees, deposits, etc).
• Exception to this requirement is made for frequent travelers whose supervisors have approved a monthly credit limit to cover University sponsored travel. Please be aware of your credit limit as a request may be necessary if you will be doing excessive travel that will exceed your monthly credit limit.

Go to Travel Request Reference Guide under Job Aid / Training.

• The GSA Per Diem rate for the city you are traveling to should be used for your request to estimate the funds needed to cover meal costs while you are away.
• All meals should be paid for using your Travel Card and your FOAP will only be charged the actual meal costs that you incur while traveling. All meal expenses require a receipt when submitted with your expense report. Helpful Hint: Use the Concur App to take pictures of meal receipts while traveling and they will automatically be uploaded into Concur and matched with your credit card transaction.

Contact University Travel Office

Cash advances should only be used for student per diem or if you are traveling to a country where they may not accept your JPMorgan Travel Card. The use of cash advances must be documented and receipts attached (for non-per diem transactions) when submitting the expense report. If issuing Student Per Diem, students must sign that they received the issued Per Diem.

It is recommended that airfare be booked 14-21 days in advance.

Yes, multi leg trips can be booked online.

It is suggested that complicated, multi-leg, international itinearies be booked by a Full Service agent.

International travel can be booked online, however if your itinerary includes several international destinations or inter- country travel you should contact Full Service.

Full Service will be able to get better pricing and advise of any travel documents you may need.

In most instances a pre-reserved seat can be done online while making your reservation; however, once a reservation has been ticketed and confirmed, you can access the airline’s website and modify the seat assignment or make changes based on frequent flyer status. It is important to note that a pre-reserved seat is never guaranteed.

The traveler’s freqent flyer number will be printed on the final invoice that is sent by CTP. It will be listed under Frequent Flyer Info.

Frequent Flyer information can be added to the traveler’s profile. Once it has been added to the profile, it will automatically be included in any reservation for that airline.

If required, Conference bookings can be booked through the website, if using Concur to book a hotel at a conference rate, please use conference Hotel request.

Contact the travel office to request access. Access will only be given to administrative staff.

Prospective employee’s would be booked as a guest through Concur if University is paying for the airfare.

Group Travel is defined as a group of 10 or more individuals traveling to or from the same destination.

Extra leg room, early check in and change in flight class can be obtained by contacting the airline company directly. All additional requests will require an explanation for additional charges.

For instructions on creating an expense report, please see the Expense Reference Guide under Job Aids / Training.

Expense reports should be submitted no later than 30 days after the end of your trip. If you are a frequent traveler, then a monthly expense report should be submitted for any costs incurred during the month.

Yes, you can allocate expenses across multiple FOAPs.

It is typically takes 3-8 business days for the charges to be imported into Concur. This is dependent upon when the merchant sends the transactions to MasterCard.

• Expense Assistant is an automated expense report feature that was created by Concur. When this feature is turned on, it begins to build an expense report from available, eligible expenses automatically as the expense is loaded into the system.
• To turn on Expense Assistant, go to the Expense tab within Concur. You will see a blue box with an information icon with “Enable Expense Assitant” bolded between the Active Reports and Available Expenses sections. Click on the “Learn More” link to follow instructions to enable the feature. To disable Expense Assistant, click the “Stop this process” link that appears between the Active Reports and Available Expenses sections on the Expense tab within Concur.
• See Expense Assistant FAQ for answers to many questions regarding this service.