Impact23

Financial System Replacement Program

Concur Pilot Rollout Checklist

The pilot transition to our new processes in Concur, the new travel and expense system, will be gradual. Following the pilot rollout schedule and checklist below, please refrain from performing an activity in Concur until it is confirmed as "available" by the project team. The dates below are targets and will be confirmed via email with the pilot group each morning until pending items are available.

We are not expecting you to be an expert right away. Therefore, please be patient with yourself and each other as we learn and grow together!

 

Activity
Target
Date
Available
/Pending
Associated Tasks
Week 1 : 5/9 - 5/13
View Concur Resources 5/9 Available
SAA EACS Access Provisioning 5/10 Available
  • Confirm with your SAA that they have logged in to EACS and assigned your roles and accountability structures for Concur Travel and Expense. Please note that accountability structures (travel workflow routing) must be established when provisioning the following roles: Travel Arranger, Financial Previewer, and Financial Approver.  
     
    If your Department SAA has already assigned you any of the three (3) roles above, please confirm they have also established the associated accountability structure. 

    Please note that roles and accountability structures assigned in EACS are typically reflected in the Concur Travel and Expense system within 24 hours (not real-time).
     
  • View Concur Access for more information on roles

Access Concur Travel & Expense System

 5/11 Available
  • Login in to Concur, Navigate the System and View the Concur Training Toolkit
  • Validate your Profile Settings
  • Read Mobile App Guidance and Setup Apps

Complete Travel and Entertainment Card Training & Enter a Card Request

 5/12 Available
  • If applicable, complete the Travel and Entertainment Card Training 
  • Enter a Concur Card Request for the new Corporate T&E Card

Attend Pilot Group Office Hours

 5/13 Complete 10:00 - 11:00am / Updated Zoom Link: https://ucr.zoom.us/j/95454826968 
Week 2 : 5/16 - 5/20
Pre-Trip Requests (without Cash Advance) 5/16 Available
  • An approved pre-trip request is required before an expense report can be submitted for approval.
  • Pre-trip requests should provide estimates for expenses related to a trip regardless of how it is to be paid (University paid or out of pocket).
  • The Pre-trip Request is best practice from a Duty of Care & Risk Management perspective
  • Booking through Anthony Travel (or ConnexUC) will automatically register them with UC Away
Pre-Trip Requests with
Cash Advance		 TBD Available
  • Submit a Pre-Trip Request with a Cash Advance 
Book Travel 5/17 Available
  • Understand Anthony Travel
  • Book Airfare, Car Rentals, Hotels, and more in the Online Booking Tool
Create Expense Reports 5/18 Available
  • Create Expense Reports for completed Trips -e.g., create the report from a pre-approved trip request
  • Add receipts or create new expenses (itemize as needed)
Submit Expense Reports 6/1 Available You may now submit Expense Reports into approval workflow for approval!
Attend Pilot Group Office Hours 5/20 Complete 10:00 - 11:00am / Zoom Link: https://ucr.zoom.us/j/97835235289 
Week 3 & 4 : 5/23
Continue work in the Concur Travel System & Attend the UCR Travel and Expense Pilot Training Session 5/24 Complete
  • Attend the UCR Travel and Expense Pilot Training for Campus (Optional)
    1:00pm - 2:00pm / Zoom Link: https://ucr.zoom.us/j/97644777130

    Your feedback will help us gauge the effectiveness of the training materials for Campus. We can then adjust the training content and curriculum as appropriate based on your suggestions.
Until Go-Live
Attend Concur Pilot
Report Back Sessions

We need pilot participants to enter transactions in Concur! We are available to answer any questions you might have that are keeping you from getting started using Concur, removing roadblocks you've encountered, or hearing your general feedback. Let's learn together! 30 sessions are offered Tuesdays and Thursdays and your participation in report back sessions is critical to a successful campus rollout.

Zoom link to join: https://ucr.zoom.us/j/96479481432

  • Thursday, June 9: 1:30 – 2:00 PM
  • Tuesday, June 14: 2:30 – 3:00 PM
  • Thursday, June 16: 3:30  – 4:00 PM
  • Tuesday, June 21: 2:30 – 3:00 PM
  • Thursday, June 23: 11:30 – 12:00 PM