Impact23

Financial System Replacement Program

Concur Access 

UCR Concur

Concur is an online system that allows users to make travel arrangements, submit travel expense reports, and reconcile T&E Card transactions. The Concur provisioning process applies to all members of the University community, including faculty, staff, delegates, and affiliates (the “User(s)” or “you”) who access the system.

Please note that accountability structures (travel workflow routing) must be established anytime the following roles are provisioned: Travel Arranger, Financial Previewer, and Financial Approver. Roles and routing assigned in EACS will require an overnight update and are not reflected in the Concur Travel and Expense system real-time.
 

Concur Access Reminders

  1. iTravel roles are NOT copied to Concur. Before a user can access Concur, your Department System Access Administrator (SAA) must explicitly provision users with a Concur role in our Enterprise Access Control System (EACS). SAAs have been provided with the following instructions on establishing Concur Access. The role establishment/departmental processes may still be in progress. Please check with your department SAA/administrative staff to confirm your access has been granted.
  2. Roles and routing assigned in EACS before 5 pm each day will be reflected in the Concur system the next day.  An overnight update is required.
  3. When logging into Concur, please be sure to use your “NETID@ucr.edu” for the Sign In verified email address. If “Sign in with University Credentials” does not display after entering your NETID@ucr.edu, the role set up in EACS has not yet interfaced with Concur.

Your patience is appreciated as we transition to the new system.  Question can be directed to travelfeedback@ucr.edu

  • Concur Roles in the Enterprise Access Control System (EACS)

    The Concur roles for department users are listed below and must be assigned in UC Riverside’s Enterprise Access Control System (EACS) by a Department or Application System Access Administrator (SAA). Concur roles that require a higher level of responsibility must be assigned at the Application SAA level. Roles and routing assigned in EACS will require an overnight update and are not reflected in the Concur Travel and Expense system real-time.
     

    Concur Roles in EACS
    Concur Role Overview
    Assigned By Concur Role Name Concur Role Description Associated Duties
    Department SAA Traveler

    A Traveler (UCR Employee) is a person who incurs expenses while traveling on behalf of UC Riverside. If the Traveler has access to the Concur Travel module, they can book airfare, hotels, and rental cars through Concur using their Corporate T&E card or a personal credit card.  Alternatively, Travelers can place the arrangements on hold, and have their assigned Travel Arranger complete the booking and charging the University directly; an approved travel request ID is required.

    Note: If more than one Financial Approver is designated in travel routing, the traveler (or their arranger) can specify the Financial Approver in the trip routing.  
    • Can prepare/submit Pre-Trip Travel Request and Expense Reports directly to designated approver
    • Can Book Travel in Concur
    • Can upload receipts
    • Can request Corporate T&E Card and/or PCard (subject to department approval)
    Department SAA

    Travel Arranger
    (Similar to Travel 
    Coordinator in EACS/iTravel)

    A Travel Arranger serves as a delegate to book travel on behalf of students, designated employees, and the university's guest travelers. Only identified Travel Arrangers may book and charge the university directly for employee and Group Travel through Anthony Travel. 

    Note: Trips will not automatically route to designated travel arrangers.  Department leadership will need to establish procedures that best meet their Travelers needs while maintaining appropriate internal controls (e.g. will Travelers be required to use an Arranger, will Travelers be instructed on which Financial Approver to select for routing, etc.)

    Travel Arrangers should possess strong knowledge regarding UC Travel and Entertainment policies and procedures.
    • Can arrange Travel on behalf of an Employee or Guest Traveler (to book travel on behalf of an Employee or Guest Traveler, Travel Arrangers must also be assigned a "Traveler" role under the department's accountability structure).
    • Can request non-employee travelers, can associated non-employee travelers to an Accountability Structure, and can remove non-employee travelers from an Accountability Structure (SAA will be notified of removals to adjust Concur Routing
    • Can prepare/submit Pre-Trip Travel Requests
    • Can prepare and upload receipt but not submit Expense Reports; all expense reports must be approved by the Traveler
    • May be designated as an Arranger for up to 250 Travelers across ALL Accountability Structures
    Department SAA Financial Previewer (Similar to PreApprover in EACS/iTravel) This additional reviewer role is optional. The Financial Previewer reviews request and expense reports for appropriateness and compliance with university and school or administrative unit policy. 

    If a Financial Previewer has been associated with a Financial Approver in any Concur Routing, requests routed to the Financial Approver will be accessible to the Financial Previewer.
    • Review expense reports, receipts, supporting documentation electronically
    • Reviews Request and Expense Reports (can reject/but not approve)

    Note: Previewers are delegates attached to individual Financial Approvers based on the EACS Concur Routing established, but not individual travelers or Accountability Structures
    Department SAA Financial Approver (Formerly Final Approver in EACS/iTravel)

    This role should be assigned to individuals in a management role, have good working knowledge of G-28 and C&G terms and conditions to ensure compliance and allowability as well as department FAUs.

    The Financial Approver reviews request and expense reports for appropriateness and compliance with university and unit procedures. The Financial Approver is the final approver for the Traveler’s requests and expense reports, unless the report requires exceptional or executive approval.
    • Ensures the expenditure is appropriate, both in general terms and with regard to the specific fund source used
    • Review expense reports, receipts, supporting documentation electronically
    • Add comment(s) to an expense report  
    • Return expense report to Employee for correction and resubmission
    • Approves (or rejects) Request and Expense Reports
    • Approve or Deny Cash Advance requests
    • Can assign “back-up” approver(s) to approve expense reports on their behalf for a specified period

    Note: Financial Approver cannot make changes directly to the expense report except for adding comments and/or attaching support documentation.
    Department SAA

    Supervisor*

    *Note: This role is not assigned in EACS but is derived from the UCPath payroll data and utilized in Concur workflow 

    Supervisors are the first department-level review for card requests from their direct reports. The Supervisor can endorse a card request to move forward to the Card Approver or reject the request the Corporate T&E or Procurement Card.
    • Reviews Card Requests to ensure completion of appropriate training and cardholder application
    • Reviews Card Requests (can forward request to approver or reject requests)
    • Responsible for ensuring employee only uses card for intended purposes for university business.
    • Ensure employee reconciles all transactions timely through the appropriate expense reporting system
    Department SAA Department Head - Card Approver

    The Department Head is the official authorized to approve cardholder requests. Department Head can approve or reject an employee's Travel & Entertainment Card or PCard requests in Concur.
    • Reviews Card Requests (can approve/reject card requests) for appropriateness
    • Ensures University Cards are only used for official university business
    • Confirms appropriateness of default FAU and modifies as necessary. Outstanding transactions will be charged to the department's default chart string, and when necessary, the Business Unit is responsible for performing the collection process.
    Accounting Office Athletics Supervisor For Intercollegiate Athletics use only. The Athletics Supervisor reviews request and expense reports for appropriateness and compliance with policy. If the Traveler has an Athletics Supervisor within Concur, the request and expense reports will route for review and may be rejected. 
    • Reviews Request and Expense Reports (can forward for approval or reject)
    Accounting Office Athletics Compliance  For Intercollegiate Athletics use only. Athletics Compliance reviews request and expense reports for appropriateness and compliance with policy. If the Traveler has an Athletics Supervisor within Concur, the request and expense reports will route for review and may be rejected. 
    • Reviews Request and Expense Reports (can forward for approval or reject)
    Application SAA

    Exception Approver

    Exception Approvers are required to approve Card Requests in Concur when the Department Head is requesting a Travel & Entertainment Card. Self-approvals are not allowable. Exception Approvers reject or approve travel and entertainment expenses on reports that are exceptions to policy per business rules that have been easily defined in Concur (e.g., early-bird check-in, seat upgrades within the economy class, etc.); other exceptional approvals will need to be obtained off-line and attached to the request.
    • Reviews exceptions to policy (can approve/reject expense reports)
    • Reviews Card Requests in Concur when the designated Department Head requests a Travel & Entertainment or PCard. Self-approvals are not allowable.
    Application SAA

    Executive Pre-Approver

    Reviews Org Head travel and entertainment expenses in advance of routing to leadership (Chancellor, Provost or their designees).
    • Reviews Expense Reports and forwards for approval or rejects
    Application SAA Executive Approver Reviews and approves Org Head travel and entertainment expenses. 
    • Approves (or rejects) Expense Reports
    Additional Role Guidance

    Department SAA

    Guest Traveler
    (Non-Employee Traveler or Vendor)

    A guest traveler is a non-employee that incurs travel expenses while on UCR business.  A non-employee traveler is setup in UCR’s Vendor Request System by a designated Travel Arranger. The Travel Arranger must associated the non-employee with an Accountability Structure, and if required, coordinate with the Department SAA to set up specific routing in EACS.

    A Guest Traveler does not have access to Concur; the pre-trip request, travel booking, and expense report is coordinated on their behalf by a Travel Arranger.
    • Coordinates with Travel Arranger for pre-trip planning
    • Provide travel-related receipts
    • Verify expense reports (outside of Concur)

    Note: An expense report must be downloaded, emailed, and signed (verified) by the Guest Traveler, and then uploaded as supporting documentation for the Financial Approver
  • SAA & Department Considerations

    Concur Roles, Routing, and Other Considerations

     
    Department Leadership & SAA Considerations
    • Since Travelers are able to upload receipts, select designated Financial Approvers (as defined in EACS for their Accountability Structure), and submit expense reports without a Travel Arrangers involvement, department leadership/SAAs should consider the following:
      • Determine the approach to ensure all travelers are aware of the requirements of UC Travel Policy G-28 to avoid un-reimbursable costs
      • Determine whether travelers and/or travel arrangers will be entering pre-trip and/or expense reports and communicate the process to your unit. 
        • All individuals completing expense reports without the assistance of a Travel Arranger are highly encouraged to completed the Concur training
        • All Travel Arranger are highly encouraged to complete the Concur training
      • Note: if a request or expense report is returned, it will go directly to the traveler and notify only the traveler
    • Determine how Travel Arrangers will be utilized in the department
      • Will they complete pre-trip requests?
      • Will they make travel arrangements on behalf of the traveler?
        • Decide if your department procedure will require airfare will be booked by Travel Arranger
      • Will they prepare expense reports?
      • If your unit has non-employee travelers, Travel Arrangers are the only role that can request a non-employee traveler, associate a non-employee traveler to an Accountability Structure, and disassociate a non-employee traveler to an Accountability Structure
      • Travel Arrangers should understand that Travelers can bypass this role (significantly different from the iTravel Travel Coordinator role)
    • Decide if Concur Travel Management Company available within Concur (Anthony Travel) will be the preferred department provider to seamlessly charge the University and associate expense to the expense report.
    • Decide if departmental travelers will be issued a Corporate T&E Card so charges can be easily associated with Travel Expense reports.
      • Travelers (or their designated Travel Arrangers) are responsible for reconciling these expenses by associating costs with expense reimbursements
      • Decide how department will reinforce that Corporate T&E Card can only be used for business expenses
    • Decide if the Financial Previewer role is necessary. The Financial Previewer will be able to preview/return request and expense reports submitted by a Traveler to a specific Financial Approver.
      • Determine if the Travel Arranger should also possess this role based on how the department process is structured
    • Decide how to manage EACS to ensure that a Travel Arranger is only associated with no more than 250 travelers across all Accountability Structures.
    • Decide who should be established as Financial Approvers
      • This role should be assigned to individuals a management role, have good working knowledge of G-28 and C&G terms and conditions to ensure compliance and allowability as well as department FAUs
      • This role will also approve Travel Requests
      • If more than one Financial Approvers is established, decide what guidance will be provide to Travelers/Travel Arrangers on selecting preferred approver.
        • Decide on circumstances (e.g. a day, a week, a month, etc) when the Financial Approvers should
          • Delegate to another Financial Approver
          • Have the Traveler/Travel Arrange recall the pre-trip request or expense report and assign to another Financial Approver
          • Have the pre-trip request or expense report wait for the designated Financial Approvers return
             
    Travel Routing Considerations
    • Ensure default routing is established before Concur is utilized by the unit (i.e. there is a routing for ALL travelers without specific routing)
      • Routing can associated Travelers to Travel Arrangers for an Accountability Structure
      • Travel PreViewers are associated with Travel Approvers regardless of Accountability Structure
      • Travel Approvers are associated with Accountability Structures, not specific Travelers, and Travelers can select an approver from the individuals with that role.
      • Travel Routing Considerations
      • Ensure default routing is established
      • Evaluate the need for specific routing for travelers
      • Please note that accountability structures (travel workflow routing) must be established anytime the following roles are provisioned: Travel Arranger, Financial Previewer, and Financial Approver.  

    Card Requests for Corporate T&E Card and PCard
    • Designate the true Department Head
    • If Department Head has delegate responsibility, ensure
      • SAA understand that only one Card Approver can exist per Accountability Structure
      • Formal written delegation from department head is created and addresses both T&E and PCard approvals
      • Delegation uploaded into EACS
    • Develop department level criteria on who should be allowed to request a T&E vs a PCard
    • Communicate to Supervisors that card requests will route to the employee’s supervisor first for endorsement before routing to Card Approver.
  • SAA Overview - Concur Roles in EACS

    The Concur system requires new role assignments and travel routing. The Impact23 team hosted a 1-hour information session for Department SAAs to review the new Concur roles & responsibilities. It provided an overview of considerations when assigning departmental Concur roles and approval routing in EACS.

    SAA Presentation - Concur Roles in EACS

  • Log In to Concur

    OPTION 1 - RSpace Login

    1. Visit UCR RSpace
    2. Complete Duo Authentication if prompted
    3. Select Authorized Apps
    4. Select Concur Travel and Expense
    5. Enter your UCR NetID with "@ucr.edu" added to the end - ex. NetID@ucr.edu [joshho@ucr.edu]
    6. Select Sign in with University Credentials


    OPTION 2 - Concur Login

    1. Visit Concur Travel and Expense
    2. Enter your UCR NetID with "@ucr.edu" added to the end - ex. NetID@ucr.edu [joshho@ucr.edu]
    3. Select Sign in with University Credentials
    4. Complete Duo Authentication if prompted

     

  • Browser Compatibility

    Concur is accessible on both desktop and mobile browsers. To ensure compatibility, update your browser to the latest version. Concur supports the following browsers:

    • Google Chrome
    • Microsoft Edge
    • Microsoft Edge Chromium
    • Mozilla Firefox
    • Apple Safari
  • Mobile App Registration

    The Concur mobile app is a simple, secure tool that lets you manage your expenses and travel right from your smartphone. Using this app, you can book and manage itineraries, capture and track mileage, record receipts, and create, submit, and approve expense reports.  The app is available for download in your phone’s app store. 

    To learn more about the mobile app and training on using it, log into Concur and select the Help drop-down at the top right of the screen.  Select Training from the dropdown menu.  Scroll down the page until you see your phone type and click the link to launch the training. The mobile app information is also available here.