» Concur Training Material and Resources

Getting Started Checklist:

• Logging in
  • If not already logged in, go to the Concur page and click the “Login to Concur” button.
• Email Verification
  • Go to Profile > Profile Settings > Personal Information In the email section, verify your Chapman University email address.
    • A valid email address gives Concur the ability to associate receipt information forwarded from your email address to your Concur account. These receipts will be available in the Receipts Gallery
• Travel Profile Setup
  • Go to Profile > Profile Settings > Personal Information
    • Review your information and confirm that your name is correct and that it matches your travel documents Ensure at least two telephone numbers are included in your profile Update the Emergency Contact section
    • Add Travel Preferences, Rewards Programs, and unused flight tickets/credits
      • Add Known Traveler No. Add Passport Information Assign Travel Arrangers Add Credit Card information
• Mobile App Registration/Setup
  • Go to Profile > Profile Settings > Concur Mobile Registration
    • Register for Concur Mobile Go to App Center Download SAP Concur Mobile and TripIt Pro on your smartphone
• Delegation
  • Go to Profile > Profile Settings > Expense Delegates
    • Review existing delegates and add additional delegates if needed
• Alerts/Notifications
  • Go to SAP Concur Home Screen > Alerts
    • Sign up to receive e-receipts. You must sign up for yourself. Your delegate cannot do this for you.
      • Sign up for TripIt Pro. If you already use TripIt, upgrade your existing accounttoTripIt Pro
• Note and keep the following emails
  • 1. receipts@concur.com – forward digital receipts to this address so they are added to your receipt gallery for easy attachment to the expense line item
  • 2. plans@tripit.com – forward trip confirmations (booked outside of Concur) to this address so they are included in Concur for expensing and included in the TripIt Pro itinerary

New User Interface Highlight & Changes:

New UI Highlights and Changes (Self Paced Training)

Written Guide:

• Highlights
  • Request updated to match Expense page layout
  • Improved receipt visibility side by side with expense details
  • Larger buttons, updated icons, and better exception visibility
  • Improved itemizing, attendees, and allocations – larger input area and input confirmation at the top of the screen
• Changes
  • Adding a Cash Advance to a Request
    • The Cash Advance is no longer on the Request header page.
    • Select Request Details/Add Cash Advance, the advance window will open to enter the cash advance details. 
  • Adding a Request/Cash Advance to an Expense Report (Method 1)
    • Create a New Report
    • On the header page select the hyperlink Create From an Approved Request and select the Request. If the request has a cash advance, the advance will be added to the report.
  • Adding a Request/Cash Advance to an Expense Report (Method 2)
    • If Expense Report is created without selecting the hyperlink Create From an Approved Request (Method 1), you will need to link the request and/or the advance.
      • Select Report Details/Manage Cash advances, add and select advance
      • Select Report Details/Manage Requests, add and select the request

 Logging In:

• Video Tutorial (0:45)

Verifying Your Email Address:

• Video Tutorial (1:12)

Written Guide:

1. Click "Profile" to open your profile settings.
2. Click "Profile Settings" to open your profile settings menu.
3. Click "Personal Information" to access your email settings menu.
4. Select "Email Addresses" in the jump to the drop-down menu. a. From here, you can manage your available email addresses.
5. To add a new email address, click "Add an email address". a. Enter the email address. b. Set your notification settings.
6. Click "Verify" to have a verification code emailed to you. a. A verification email will be sent to the email you provided. Click "OK" to continue.
7. You will need to copy the "Verification Code" and paste it into your account settings window.
8. Enter your verification code and click "OK" to confirm your added email address.
9. Once your new email is verified, you can now send receipts to concur.

New UI Reporting (self-paced training)

Written Guide:

• Default Reporting Security allows you to see data for yourself and those users under your hierarchy.​
• To run reports for a division/department, you will need to Act-As the division/department head to view all data.
  • The division/department head will need to grant you reporting delegate access. Profile/Profile Settings/Expense Delegates, Add your name and check the "Can User Reporting" box. 
• Reports are located in the Team Content Folder.​
• Standard Concur delivered reports can be found in the Intelligence-Standard Reports folder. A report catalog for standard reports is located under the "Resources" menu in the top right corner.​
• Chapman-designed reports are located in the Chapman University folder.  
• Select the report and enter any prompt.
• The report output will run to the screen.
• Click the arrow icon for other output options.

Create a Request (self-paced training)

Written Guide:

1. Click the "Requests" Tab, then click on "Create New Requests"
2. On the following page, fill out the required fields such as same, start date, end date
   1. Chartfield strings will default your profile with Human Resources. They can be modified manually by typing in the designated field
3. Click "Create Request"
4. On the following page, click "Add," then select current or future year expense
   1. Enter the date of the event, request amount, description, and additional comment
5. Click "Save"
6. Click "Submit Request"
7. On the following page, click on "Accept and Continue" to go through the workflow.

Corporate Travel Planning Support: 

• Video Tutorial (0:43)

Written Guide:

Corporate Travel Planners provides 24-hour support. Note that after-hours support will have a fee and is recommended for travel emergency situations.

The IS&T Service Desk will only be supporting Concur - Expenses, Requests, PCard, etc.

1. Click on the "Travel" link at the top of the page.
2. CTP support information can be found in the center of the travel home page.
3. Booking fee information is available below CTP's contact information.
   1. Online Assistance (Concur Navigational Support): 877-727-5188.
   2. Full Service (Agent Assistance): 844-668-7602 or 210-524-4333.
   3. After Hours Toll-Free Number: 800-358-1229 or 303-801-2331 use VIT Code W-P4O
      1. Hours of Operation: 5:00am - 5:00pm PST
      2. After Hours/Weekends/Holidays: 5:01pm - 4:59am PST
      3. Group Travel (10+ travelers): 800-810-2695 or 210-530-0857.

Setting Up Your Travel Preferences:

• Video Tutorial (1:36)

 Written Guide:

1. Click on the "Travel" link at the top of the page.
2. Click on "Profile".
3. Click on "Profile Settings".
4. Click on "Personal Information".
5. Select "Contact Info" in the JUMP TO menu.
6. Fill in all required fields and click "Save".
   1. If you are the traveler, it is recommended that you provide your Mobile Phone number instead of your "Work Phone".
7. Scroll down to the "Travel Preferences" section.
   1. This section is for setting up your preferred search filters.
   2. The system will use these filters when booking travel.
8. To add frequent travel program information, simply click "Add a Program".
   1. Fill in your program information and click "Save".
9. You are required to indicate your "Gender" and provide your "Date of Birth" in order to use CTP services.
10. If you have TSA PreCheck, enter the traveler number and it will be applied to all flights booked through CTP. 

Unused Tickets:

• Video Tutorial (1:10)

 Written Guide:

1. Click on the "Travel" link at the top of the page.
2. Click on "Profile".
3. Click on "Profile Settings".
4. Click on "Personal Information".
5. Select "Unused Tickets" in the JUMP TO menu.
   1. All unused tickets associated with your account will show in the "Unused Tickets" field.
   2. CTP will alert you 90 days before your unused ticket is set to expire.
   3. For further assistance with your unused ticket or to transfer the name to another travel, call the.
   4. Full-Service Agent Assistance: 844-668-7602 or 210-524-4333

 Booking Travel:

• Video Tutorial (1:55)

 Written Guide:

1. Click on the "Travel Rules Class" to indicate the type of travel.
2. Enter the "Departure & Arrival" city information.
3. Indicate the "Departure & Return" dates.
4. Choose your "Seating" preference and click "Search".
   1. If you have not completed your Travel Profile, you will need to do so before booking travel in CTP.
5. Click "Select" to choose the preferred Departure flight.
   1. You can also click on the Airlines at the top to filter the search only to show specific flight information.
6. Click "Select" to choose the "Return" flight information.
7. Click on the fare you wish to reserve.
8. Review the flight and traveler information sections.
9. Select your preferred "Seat".
10. Enter your Credit Card information or choose one from your saved Credit Card library.
11. Click "Reserve Flight and Continue". You're almost there, just three more steps to complete.
12. Take a moment to review your "Travel Details" and click "Next" at the bottom of the page.
13. Enter any extra trip information for your online travel agent at CTP and click "Next".
14. To complete your reservation, click "Purchase Ticket".

Visit the PCard information page and click on PCard Reconciliation at the bottom of the page.

Expense Report with Per Diem (self-paced training)

Written Guide:

1. Click the "Expense" Tab 
2. Create New Report 
3. Fill out the required fields
4. Click "Yes, I want to claim travel allowance."
5. On the following page, enter departure and arrival information, and click save.
6. Select to reduce per diem if a meal is provided.
7. Click "Submit Report"
8. On the following page, click on "Accept and Continue," Submit Report," and "Close"
9. Click on "Submit Report" to go through the workflow

Creating a Basic Expense Report without Per Diem (self-paced training)

Written Guide:

1. Click the "Expense" Tab 
2. Create New Report 
3. Fill out the "Request/Trip Name" field
4. Fill out the "Report/Trip Start Date" and "Report/Trip End date" fields
5. Under "Claim Travel Allowance", select "No"
6. Click "Create Report"
7. On the following page, click on "Add Expense" to enter your expense
8. Click on "Save Expense" or "Save and Add Another" if you wish to add more expenses
9. On the following page, click on "Accept and Continue," Submit Report," and "Close"
10. On the following page, click on "Submit Report" to go through the workflow

Charging Expense Lines to Different Chartfields (self-paced training)

Written Guide:

1. Click the "Expense" Tab 
2. Create New Report 
3. Enter the request or trip name
4. Enter "Start Date" and "End Date," and click "Save"
   
   1. Chartfield strings will default your profile with Human Resources. They can be modified manually by typing in the designated field.
5. Click "Add Expense"
   1. Enter expenses
   2. Allocate "Percent' or "Amount," and click "Save"
6. On the following page, click on "Save Expense," Submit Report," and "Close" to go through the workflow.

Creating an Expense Report From a Request-Cash Advance (self-paced training)

Written Guide:

1. Click the "Expense" tab 
2. Click on "Create New Report" 
3. Fill in the required fields
4. Enter "Start Date" and "End Date"
5. Copy the "Request ID"
6. Click "Create report" 
7. Paste the "Request ID"
8. Include business purpose and click save
9. Click on "Add Expenses"
10. Click on "Submit Report"
11. On the following page, click on "Accept and Continue," Submit Report," and "Close" to go through the workflow

Mileage Reimbursement (self-paced training)

Written Guide:

Mileage Reimbursement 

1. Click on “Add Expense” 
2. Select Create New Expense 
   1. Under the Mileage section, select “Personal Car Mileage” 
3. Click on “Mileage Calculator” 
4. Enter Your Starting Location, Ending Location
   1. Click on Calculate Route
      1. If applicable, click on “Make Round Trip”
5. Click on “Add Mileage to Expense”
6. Enter Travel Details
   1. Select your Transaction Date (Travel Date)
   2. Enter a Comment – Provide your starting destination and ending destination
   3. Click on “Save Expense” 

A "Delegate" is one or more users acting on another user's behalf. A delegate can be assigned to help with booking travel and managing expense reports.

• Video Tutorial (1:28)

Written Guide:

1. What is a Delegate? Someone who is given the authorization to act on another person's behalf.
   1. Click "Profile" to open your profile settings.
   2. Click "Profile Settings" to open your profile settings menu.
2. There are several ways to access delegate setup on the Profile Options page.
   1. Select any of the following
      1. Request Delegates
      2. Request Preferences
      3. Expense Delegates
         1. "Delegates" displays your authorized user list.
         2. "Delegate For" displays the list of users who have set you as their Delegate.
            1. To add a Delegate, select "Add".
         3. You can easily locate any Chapman University employee via the "Search by" field.
            1. Enter the LAST name of the user you wish to set up as a delegate and click "Add".
            2. Set the user's permissions by checking the corresponding boxes.
            3. When you are done setting the delegate's permissions, click "Save".

Concur Mobile:

The Concur Mobile app allows users access to their Travel and Expenses from the convenience of their mobile device. No Chapman University VPN is necessary to log into your account.

Registering Your Concur Mobile Account:

• Video tutorial

Written Guide:

1. Click "Profile" to open your profile settings.
2. Click "Profile Settings" to open your profile settings menu.
3. Click "Concur Mobile Registration" to get started.
4. Confirm your email address is correct and select "Get Started".
   1. A link to download the app will be sent to your email address.
5. Create your new "Pin/Password" at the bottom of the setup menu.
6. Select "Set Concur Mobile PIN" to save your new PIN / PASSWORD.
   1. You can use the "Company Code" when signing in on the mobile app for the first time.
   2. Open the email on your mobile device and select the link in "Step 1: Tap here to install Concur Mobile".
      1. Download and "Open" the mobile app to register your account.
      2. Enter your FULL Chapman email address, and click "Next".
      3. Enter your "Pin / Password", or the "Company Code" that was provided on your mobile setup page.
      4. Select "Next" to continue.
         1. Click the "X" in the top right corner to exit the info page.