Concur Travel Guide

The ASC team has been working for the past few months to learn and understand the new Concur travel and expense management software. Our team has met with many of your groups to understand better your travel service needs to charter a path forward as your service partner. The Spring ASC newsletter provides a high-level overview for navigating the new system. If you have any questions regarding these processes, please work with your Administrative Reporting

Unit ASC Business Manager:

• President Reporting Units: Tawny Ochs, tawnyochs@ksu.edu
• Provost Reporting Units: McKenzie Zimmermann, mlzim@ksu.edu
• VPR Reporting Units: Pam Martinez, peej@ksu.edu
• VPAF Reporting Units (except Facilities): Tawny Ochs, tawnyochs@ksu.edu

Requests

All employee business travel paid for with university funds must be processed in Concur (Foundation funded requests optional). A pre-trip travel request must be completed by the traveler or their delegate for all travel, except for in-state mileage only travel. The request creator delegate may be someone within the unit or your ASC business partner. Travel requests must be submitted by the traveler to obtain their electronic signature, then approved by their supervisor, ASC business liaison and the head of the department funding the travel. Travel requests should be submitted and approved before making travel arrangements. Employees who frequently travel in-state for the same business purpose (i.e., recruiters, extension activities, etc.) and incur hotel and meal per diem may opt to complete a monthly travel request to reduce administrative burden. Contact your ASC business partner for additional information.

Booking

Airfare, hotels and rental cars may be booked directly through the Concur booking tool for any travelers relying upon university funds (does not include Foundation). Travelers can also utilize agent-assisted booking with Anthony Travel. Travelers wanting support booking in Concur may designate a travel arranger in their department or utilize their ASC business partner to assist them. Effective April 1, 2024, all employees traveling internationally for university business must book their airfare in Concur.

Expense Reporting

Once travel is complete, employees should upload their receipts for travel-related expenses, both out-of-pocket and university card transactions, using the Concur mobile app or the Concur website. Travelers can create their own reports or contact their ASC business delegate to produce an expense report on the traveler's behalf. Travel expense reports must be submitted by the traveler to obtain their electronic signature and then approved by the ASC business liaison and the head of the department that is funding their travel. Submit travel expense reports within 30 days of the end date of business travel.

University Travel Cards

With department head approval, travelers may obtain a permanent university travel card or a single event travel (SET) card to charge university business travel expenses, excluding meals or charges that include personal expenses. Travelers may contact their ASC business partner for additional information.

Employee Personal Reimbursements

Employees must process out-of-pocket business expenses that require reimbursement from university funds (Foundation does not apply) in Concur. Employees can create their own reports or contact their ASC business delegate to produce an expense report on the traveler's behalf. Non-travel expense reports must be submitted by the traveler as their electronic signature and then approved by the ASC business liaison and the head of the department that is funding their travel. Submit expense reports for reimbursement within 30 days of the date of purchase.

University Non-Travel Card Expense Report

Submit all non-travel card expenses monthly in Concur with the assistance of an ASC business liaison or by the employee. All receipts related to card expenses should be uploaded by the 5th of the month, following the previous month's activity (March 1-31 receipts uploaded by April 5th).

Delegates

As a supervisor or department head, you may wish to set up approver delegates to approve requests and reports on your behalf. You may set up delegates through your Concur profile under the Review/Report Settings. Below is an example of what the requesting of delegates page looks like:

View the training video for setting up delegates: https://www.canva.com/design/DAF1rFUi_VM/watch

If you need assistance setting up delegates in Concur, contact your ASC business partner.

Concur Notifications

Concur has robust communication features. You can manage email preferences through your profile and use email inbox rules to organize and manage how you would like to receive notifications.

Receipt Capturing

Capture receipts digitally by taking a photo or scanning and uploading your receipts using the Concur mobile app or web version. The Concur mobile app has additional built-in AI features for entering expenses that may provide a better end-user experience for receipt capturing.

Mobile App

The SAP Concur mobile app, recognizable by its blue briefcase icon, is available for download in your app store. Conveniently approve straightforward requests and reports directly through the mobile app. Utilizing this app is the simplest method for uploading your receipts to the desktop version of Concur.