Concur Access Procedures

In Order to Get Started

Without Accessing the Integrated Travel and Expense System (Concur):

• Complete the Concur User Access Request form
• Attend classroom or online training to understand your responsibilities as a Claimant/designate.  Unit Experts are required to attend classroom training.  Find the training schedule at; http://umanitoba.ca/admin/financial_services/travel/travelsystem_schedule.htm
• Complete the University VISA Travel Card application and corresponding Memorandum of Understanding and Agreement

Once Unit Expert training per faculty/unit is complete, Financial Services will provide access to the system to users who have completed the User Access Request form !

Within the Integrated Travel and Expense System (Concur):

• Once you receive an email that your user access has been "turned on", you will be able to log into the Integrated Travel and Expense Management system, i.e. Concur, by either:
    (a) logging into JUMP, the University's web portal
    (b) logging into http://www.concursolutions.com/ using your UMNet ID followed by
         @umanitoba, e.g. traveller@umanitoba.
• Log into Concur and complete your (1) Travel and (2) Expense profiles, whichever is applicable as documented on the User Access Request form.
  (To access your Profile, from the My Concur page click on the Profile tab).
• In addition to updating your personal information in your Profile, users are able to set-up Travel Arrangers and/or Expense Delegates.  Users are also required to set up their default Fund, Organization and Program (FOP) codes while completing this process.  See the Update Your Personal Information section of the Concur Travel and Expense Guide.

You are now on Board and Ready for Take Off

• Once you have completed the above tasks and upon completion of your Travel Profile within Concur, you are now capable of booking Travel, Hotel Accommodations and Car rentals.
• Once you have completed the above tasks and upon completion of your Expense Profile, you are able to complete all Expense claim reports within the tool and request cash advances (formerly referred to as Accountable Advances).

Essential Requirements

• A Reference Number (RN) is required prior to making and completing any form of travel arrangements within the system and/or claiming expenses.  This 5 digit unique RN identifier is obtainable from the My Concur homepage under Company Information by clicking on the Reference Number link.  For further information about the value and use of the RN please refer to the Reference Number section of the Concur Travel and Expense Guide.

Making Reservations

• Navigation of the tool for booking travel is done through the Travel tab on the My Concur homepage.  Extensive details on navigating in the tool and successfully completing reservations can be found in the Making a Travel Reservation section of the Concur Travel and Expense Guide.

Preparing Expense Reports

• Each expense report requires the identification and application of a default FOP (Fund, Organization, Program) for charging expenses against.  Default FOPs are required to be set-up as part of the Profile completion.
  • The Integrated Travel and Expense Management tool has the functionality to pre-populate travel information booked through the tool as well as University Travel Card transactions.  It also facilitates expense report completion and submission through a simple drag and drop feature.  See the Creating an Expense Report section of the Concur Travel and Expense Guide.
     
• Electronic expense reports must include supporting documents which are either scanned, faxed, emailed or uploaded for submission along with the report
  • For further information on creating and preparing expense reports, including adding mileage and itemization of expenses, please refer to Creating an Expense Report section of the Concur Travel and Expense Guide.
  • Upon completion of an expense report, a claimant is required to submit the report through an approval flow for processing and payment.  For further information on sending completed reports through a flow for approval, please refer to the Update your Expense Report and the Submit Expense Reports sections of the Concur Travel and Expense Guide.
  • Electronic versions of claims are to be followed by a printed UofM Receipt Submission report with all supporting original documentation attached.  This must be sent to Travel Services for verification and record keeping purposes.  Please refer to the Concur Travel and Expense Guide for further guidance on the receipting process such as inputting and managing receipts electronically.

Cash/Accountable Advances

• Cash Advances (formerly known as Accountable Advances) are only allowed and approved in exceptional circumstances. They will now be requested and accounted for through the Integrated Travel and Expense Management tool once a faculty has gone live.  Visit the Creating a Cash Advance section of the Concur Travel and Expense Guide.

Making Payments

• Once an expense report has been approved for payments, funds will be deposited to an employee bank account or a cheque will be issued to a student/guest.

Key Points to Note

• Personal expenditures are discouraged with use of the University Visa Travel card. In exceptional circumstances when this does occur, the onus is on the Cardholder to ensure that personal expenses are paid to the Card Service Provider promptly. All penalties incurred in this regard are the sole responsibility of the Cardholder.

• Approved University Expenses that are reconciled are paid directly by the University to the Card Service Provider.

• Use of the Integrated Travel and Expense Management Tool is mandatory for the University Community.

• New Mileage and per diem rates have been approved effective 26th October 2011 regardless of whether you submit a paper claim or have gone live with Concur. The rates are documented in the Travel Procedures.

• A ‘new’ set of account codes has been created for use with the Integrated Travel and Expense Management Tool.  This set of accounting codes is accessible through the Integrate Travel and Expenses Management Tool via a drop down menu and can also be found at:  http://umanitoba.ca/admin/financial_services/media/Concur_Expense_accounts.pdf.