February 19, 2024
Concur launches Feb. 26: Sign up for training, procurement card disbursement
Submitted by The Division of Financial Services
As shared Feb. 13 in K-State Today, the go-live date for Concur, the university's new travel and expense-management tool, has been moved up to Feb. 26.
To help ensure a smooth transition for faculty, staff and student employees who travel for university business, training will be offered in a variety of formats: in-person, online, targeted training videos, FAQ and other materials.
Universitywide training and new procurement card disbursement will take place Feb. 26-March 8, focusing on the travel and expense modules. All faculty, staff and student employees who travel for university business and/or use a university procurement card are impacted by the move to Concur and should register to attend the designated training for their college or administrative unit (or attend one of the open training sessions).
The sessions will include the following topics:
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Understanding the key business process changes.
- Managing your Concur profile. Delegating request/report creation and approvals.
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Creating a travel request.
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Creating a travel expense report.
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Understanding Concur's key mobile app features.
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Allocating funding and itemizing expenses.
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Managing system alerts.
Anthony Travel, K-State's new on-site booking agent, in April will offer in-depth training on travel booking options. Anthony Travel also will provide an overview of new tools available to better enhance the travel experience for university employees.
Important reminders
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All travel reimbursements not submitted before Feb. 26 will be processed in Concur Travel and Expense.
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Existing business procurement cards will be deactivated by March 31. New U.S. Bank procurement cards will be distributed at the on-campus training events or provided to a key business liaison to facilitate disbursement for remote locations. You will need your photo ID to pick up your card. Those who can't attend training can pick up their new card at 105 Anderson Hall, Monday through Thursday from 8 a.m. to 4 p.m. from Feb. 27-March 31. Starting April 1, cards can be picked up at 500 Unger Complex.
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Old cards will be deactivated upon activation of the new card. All UMB transactions will continue to be expensed and submitted through a BPC voucher in eForms. All transactions for the new U.S. Bank cards will be expensed through Concur.
FAQ
What are the most notable changes that will be implemented with Concur?
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Employees — or their delegate travel arranger — are expected to submit pre-trip travel requests in Concur to estimate expenses a traveler may incur for all domestic and international travel — excluding in-state mileage only — reimbursements. The request must be approved by both the employee's supervisor and department head. An approved pre-trip travel request is required before an expense report can be approved.
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While business liaisons can support the preparation of transactions in Concur, only employee travelers and cardholders can electronically submit card requests, pre-trip travel requests, expense reports — travel reimbursements and card reconciliation — and missing receipt declarations.
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All expenses incurred on behalf of the university during business travel should be paid on a university card issued to the employee or on an employee's personal card.
How do I apply for a new travel card?
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If you travel on behalf of the university and do not currently have a university travel card, you may apply for one through the Concur card request process beginning Feb. 26. Note: You must have department head approval to obtain a card.
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Cardholders should validate that their home address in HRIS is correct by viewing and updating it in Employee Self-Service>Personal Information. Cards will be mailed to the cardholder's home address for activation.
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You must acknowledge cardholder responsibilities by accepting the cardholder agreement in Concur.
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Cardholders must complete the required online training through Canvas.
How can I prepare for the rollout?
Attend the college or administrative unit training offered and orient yourself with the support options.
Check out the full FAQ for more answers about the new Concur system.