1. Before using Concur
Before using Concur Travel and Expense for the first time, you must update your profile by clicking the "Profile" link, then "Profile Settings" in the top right corner of the Concur homepage after Signing Into Concur. Through Updating your Concur Profile you can verify your email address, enable e-receipts, add your personal travel preferences, as well as update emergency contact information. An updated profile is critical and will really enhance your travel & expense experience and support your department Travel Arranger.
2. Create and Submit a Pre-Trip Travel Request
The Request module in Concur is used to create, prepare, and submit a pre-trip travel request. Departmental practices for managing pre-trip requests vary; please coordinate with your department/Travel Arranger to determine which scenario is the best practice for their users.
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Scenario 1: Traveler Creates the Pre-Trip Travel Request
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See detailed instructions: Pre-Trip Travel Request
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When the request is complete, use the print/share feature to email your Travel Arranger prior to submitting the request to request an initial review
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Address any updates identified during the initial review
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When the pre-trip request is ready, determine if you or your Travel Arranger will click the “Submit Report” button, then “Accept and Continue.”
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Scenario 2: Traveler/Travel Arranger Jointly Create the Pre-Trip Travel Request
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Traveler creates the Pre-Trip Travel Request in Concur and adds their expected travel expenses, then emails their Travel Arranger to add FAU funding sources, verify documentation, and submit the request: Quick Start Pre-Trip Travel Request
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When the request is complete, use the print/share feature to email your Travel Arranger prior to submitting the report to request an initial review
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Your Travel Arranger will email you to address their questions or for additional supporting documentation.
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When the pre-trip request is ready, your Travel Arranger will submit the request on your behalf.
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Scenario 3: Travel Arranger Creates the Pre-Trip Travel Request
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Your Delegate Travel Arranger will determine the best way to capture the information needed to complete the Pre-Trip Travel Request and enter the information in Concur on your behalf - e.g., Travel Dates, Destination(s), Estimated Expenses, etc.
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3. Make Reservations & Book Travel
Booking a trip on Concur Travel is similar to how you would book a personal trip online. The Concur Travel module allows users to book travel that can include Flight, Rental Car, and/or Hotel. As a reminder, the university's new travel management company is Anthony Travel. View booking options below:
- Concur Travel (preferred): The Travel module in Concur is the preferred method of booking University travel.
- Anthony Travel Agent (preferred): Call for phone assistance if the trip includes multiple stops or other complexities
- Other Arrangements: Travel arrangements made outside of the Concur website or Travel Agent allowed, but processed as out-of-pocket expenses (not eligible for University direct-billing) - e.g., BCD Travel, ConnexUC, etc.
4. Create and Submit an Expense Report
Expense Reports are required in Concur for travel reimbursements.
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Scenario 1: Traveler Creates and Submits an Expense Report
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Detailed instructions coming soon
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When the expense report is complete, use the print/share feature to email your Travel Arranger to request an initial review
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Address any updates identified during the initial review
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When the expense report is ready, click the "Submit Report” button.
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Scenario 2: Traveler/Travel Arranger Jointly Create the Expense Report
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Travel Arranger creates the Expense Report from an approved Pre-Trip Travel Request in Concur.
- Travel Arranger will work with you to determine the most effective way to populate expenses -e.g., Paying with a T&E Card, Using the Mobile App to upload receipts, entering your out of pocket expenses directly in Concur, etc.).
- When the report is compiled, you may be asked to use the print/share feature to email your Travel Arranger prior to submitting the report for a review
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When the expense report is finalized, click the "Submit Report” button.
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Scenario 3: Travel Arranger Creates the Expense Report
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Email a list of itemized receipts with proof of payment to your Travel Arranger. Include a statement and document to confirm the business purpose. Your Delegate Travel Arranger will compile the expense report in Concur and email you when it is ready for review. Faculty can then log in to Concur to review and submit the report.
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