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Concur Terms & Icons

Review a glossary of terms and icons used in Concur. For Concur role names, descriptions, and associated duties, see Concur Access.

Term Description 
Allocate

The Allocate function allows users to distribute funds across FAUs. The user/approver is able to:

  • Allocate all expenses to various FAUs , which will be charged for those expenses 
  • Allocate a single expense or multiple expenses on the same expense report

Concur's way of splitting funds: Users provide the FAU information on the Report Header and will use the Allocate function if any of expenses on the expense report should be charged to an FAU that differs from the one on the Report Header.

Attendees

For some types of expenses, such as business meals, you may be required to identify all attendees of that event/expense. 

Audit Trail

A record of changes made to the trip including edits and approvals or rejections by an approver.

Available Expenses Receipts uploaded to the system but not yet assigned to a trip/expense report.
Card Request

Request Type where user can submit a request for:

  • New University Procurement Card (PCard)
  • New University Travel & Entertainment Card (T&E Card)
  • University Card change action (e.g., update name, limit increase, close/cancel) for PCards & T&E Cards
Comment This Concur text field allows users/approvers to provide any additional pertinent information that will be documented on the request/report and appear in the Audit Trail.
Default FAU A default FAU may be saved in the user's Concur Profile that:
  • Will auto populate for each new Request created
  • Can be edited as necessary while the request/expense report is open
(Profile Settings > Request Information and Expense Information)
Delegate

The Delegates feature allows an employee (delegate) to act on behalf of another employee user (delegator). Faculty and staff may add authorized individuals as Travel Arranger delegates through EACS or as Temporary Approvers through their Concur profile settings to view transactions and prepare requests/expense reports on their behalf.

Destination The primary destination for a trip. This should align with the Destination Country and Trip Type.
Expense

Concur Expense feature where user capabilities include:

  • Travel Expense Reconciliation
  • View T&E Card Transactions (Available Expenses)
Expense Type

The Expense Type field in Concur is used to indicate the nature of the Expense. The Expense Type will prompt form fields for the user to input required information regarding the expense as it pertains to the respective policy.

Itemization

Use the Itemization feature to account for receipts that include both business and personal expenses or to ensure that each of your expenses is accounted for correctly.

This feature allows the user to break out the expenses on a hotel folio (e.g., room rate, taxes, non-lodging expenses such as parking).

Itinerary A summary of dates and locations traveled relative to the specific expense report you are creating. An itinerary overview can be found by selecting “Manage Travel Allowances” from the ‘Travel Allowance’ dropdown menu on the “Manage Expenses” display.
Missing Receipt Declaration

Used only when a merchant receipt is lost and a duplicate cannot be obtained or the receipt is missing sufficient itemization/details. The missing receipt declaration must be complete by the traveler (no delegate submissions) and can be found by selecting “Missing Receipt Declaration” from the ‘Manage Receipts’ dropdown menu on the “Manage Expenses” display.

Out of Pocket Expenses

Refers to out-of-pocket expenses paid personally by the employee for travel-related expenses for which they are requesting reimbursement. 

Personal Expenses Refers to personal expenses that (a) are erroneously charged to the University card and/or (b) would be out of policy.
Personal/ Non-reimbursable Expense Type Used to claim erroneous charge on a University card and need to pay back to the University for the personal/non-business expense.
Open Report Expense reports that have not been settled in Concur because they are not submitted, have been submitted but not fully approved, or fully approved but pending reimbursement.
Profile Electronic record of a traveler’s personal information, preferences, and delegates. The Profile also allows users to customize certain settings in Concur.
Report Where actual costs of travel can be reconciled and paid out.
Report Header Expense Report Header is the front page form with details entered at beginning of the report (e.g., Trip Name, FAU).
Report Key Unique identifier for Expense Report that is auto-generated and appears on the Report Header once the report is created.
Report Timeline The Report Timeline (Approval Flow) window displays the route that the expense report will follow once it is submitted. Report Timeline can be found by selecting “Report Timeline” from the ‘Reports Details’ dropdown menu on the “Manage Expenses” display.
Report Totals An overview of the expenses associated with a trip, including the total, what is reimbursable to the traveler, and what the traveler owes (usually zero, unless expenses do not exceed cash advance amount). Report totals can be found by selecting “Report Totals” from the ‘Reports Details’ dropdown menu on the “Manage Expenses” display.
Request

The Concur Request feature is designed to help businesses control expenses by requiring employees to obtain approval before incurring travel or other expenses. Concur Request feature where user capabilities include:

  • Travel Request (Pre-trip authorization)
  • T&E Card Request (New Card; Card Action)
  • PCard Requests (New Card; Card Action)

Note: Pre-Trip Requests (Travel Authorization) must be associated with the respective Expense Report.

Request Header The portion of the travel request in which trip specific information is added to the request, such as trip purpose, travel dates, and destination
Request ID

Unique identifier for the Request that is auto-generated by the system. Required when booking travel through Concur Travel and Anthony Agent Services. Only Travel Arrangers may enter the Requests ID in Concur Travel to utilize the ghost card.

Travel

Concur Travel module is UC Riverside's direct online booking tool through Anthony Travel where users can access UC-negotiated rates. Concur Travel feature where user capabilities include:

  • Book travel (air, car rental, lodging, train)
  • Access Trip Library
  • View upcoming trips
Travel Allowance

The University reimburses its employees' travel expenses (i.e., M&IE, lodging) according to a schedule of set reimbursement rates, commonly known as "per diem" or "travel allowance" rates. The Concur function is used to create foreign itinerary and claim Foreign Per Diem expenses.

Travel Expenses

Expense Report Type used to reconcile travel costs (trip reconciliation). Expense Report may include:

  • Out of Pocket Traveler Expenses
  • Travel & Entertainment (T&E) card charges
  • Prepayments to travel supplier
  • Cash Advances
Travel Request /
Pre-Trip Request

Travel Requests are required to authorize business purpose and funding source in advance of travel. The approved Travel Request serves as the preauthorization of the trip. It is the first part of a two-part process (the other being a Travel Expense Report). 

Trip Name For Trip Name, it is recommended users enter a standard nomenclature of [Request ID-Trip Begin Date-Trip End Date] for ease of searching, connecting to trip, and managing Expense Reports. Example: 333H-012922-020422

 

Concur Icons

The following are the most commonly used Concur icons and a brief description of what each indicate. For a full list of icons see the Travel and Expense Icon Guide from Concur.

Icon Name Description

Trip Data

Trip Data

Indicates trip information from an itinerary

Ground

Ground

Indicates that the expense entry originated from a ground transportation itinerary

Credit Card

Credit Card Transaction

Indicates that an expense entry was a credit card transaction

Electronic Receipt

Electronic Receipt

Indicates Electronic receipt has been sent by the vendor to the user's account

Exception

Exception

Indicates an exception must be resolved before submission

Alert

Alert

Indicates an exception that does not prevent submission

Full Allocation

Full Allocation

Indicates that the expense entry has been fully allocated

Partial Allocation

Partial Allocation

Indicates that the expense entry has only been partially allocated

OCR Receipt

OCR Receipt

Indicates than an expense entry has an Optical Character Recognition (OCR) receipt

Receipt Required

Receipt Required

Indicates that an imaged receipt is required

Receipt Attached

Receipt Attached

Indicates that the required receipts have been attached

Receipt Affidavit

Receipt Affidavit

Indicates a missing receipt affidavit has been attached to the expense

XML Receipt

XML Receipt Attachment

Indicates that an XML receipt is attached to the expense

Report Returned

Report Returned

Indicates that the approver returned a report back to the submitter with content

Personal Expense

Personal Expense

Indicates that an expense entry was marked as personal

Credit Card Transaction

Credit Card Transaction

Indicates that a credit card transaction includes additional data

Report Ready for Review

Report Ready for Review

Indicates that the expense report has been reviewed by a delegate and is ready for delegator review and submission