Concur Travel Resources
Concur is a user-friendly, web-based travel and expense software platform that integrates the travel request (authorization), booking, expense report, reimbursement, and card reconciliation processes. Concur is configured to fit UA needs and perform automatic functions that reduce data entry and paperwork. Concur also provides cutting edge tools for on-the-go trip management and a robust reporting system.
The UA system, including Statewide and all three main campuses, uses the same Concur platform. The three primary modules used by travelers and delegates are Request, Travel, and Expense.
- Getting Started
Use your Single Sign On (SSO) login credentials with the university to access the site.
Once you have signed into Concur, you should see a profile icon and menu option in the upper right hand corner of your screen. When you select the profile option, you should get a dropdown menu with the option "Profile Settings".
You can update your personal information, frequent flier details, travel preferences, expense preferences, delegate assignments and default UA Travel Card information in the profile section.
- Submit a Request
The Request module is used to plan, organize, and request approvals for UA business travel. A Request provides a general estimate or plan for your trip including anticipated costs to UA. A Request is required for all business travel including trips partially or wholly paid by a third party (even when self-funded).
Before starting a Request, gather and work out basic itinerary details:
- To where and when is business travel needed?
- Will the trip include personal travel days? If so, what dates?
- How are you getting there? Where are you staying? How will you get around once there?
- Are you taking the per diem allowance? Are you taking meal support at actual cost (“Actual Meal”) and need to keep receipts?
- Are there any other travel expenses to think about such as registration fees, a visa for international travel, etc.?
- Use the booking tool to develop estimates for trip costs (“Look but Don’t Book”) and obtain a business-only cost comparison if the trip includes personal time.
- Confirm funding source(s) for UA paid expenses.
- Book a Trip
Travelers have several options for booking travel. You can use the Travel booking tool to book from an approved Request, book from the Travel module and create a new Request, contact Corporate Travel Management (CTM) directly with an approved Request, or book with the vendor for lodging and car rentals.
Travelers also have a few options for booking rural air travel with a non-GDS carrier such as Wrights Air. You can book directly with the non-GDS carrier or contact CTM directly (must have an approved Request). If the trip includes air travel on rural and non-rural carriers, you can book the non-rural portion in Concur and instruct CTM to book the rural portion using the “Comments for the Travel Agent” box on the Trip Booking Information screen.
CTM is a travel agency contracted by UA to assist our organization with booking and purchasing travel components. If you ever encounter difficulties with the booking tool, contact CTM to book the trip. Our dedicated UA CTM team is in Anchorage and available Monday-Friday from 8 a.m. to 5 p.m. CTM also has agents available 24/7 to assist travelers during our team’s off-hours.
Our CTM team manages the following tasks on our behalf:
- Maintain and update the Concur Travel booking tool
- Administer corporate discounts – The rates visible in the booking tool are based on State of Alaska contract rates and industry standards
- Ticket travelers via the booking tool, rural request tool, emails, and phone calls
- Transmit traveler information to carriers including mileage memberships, TSA pre-check, and passport data
- Charge the agency card for purchases made via the booking tool, rural request tool, emails, and phone calls
- Cancel purchased tickets when requested, paying any change or cancellation fees using the agency card
- Track and manage credits from canceled or postponed trips
Airfare reservations are paid on the agency card held by CTM. Hotel reservations are held with the UA travel card information entered in your Concur profile. You can also indicate CTM use the agency card to book and pay for lodging.
- Submit an Expense Report
The Expense module is used to manage expenses, receipts, and expense reports. The expense Report is the official document for approving travel costs and dates associated with an authorized trip. It provides final documentation of the trip as it happens including detailed itemization of costs and modifications made after the Request was approved.
A Report is required to reconcile any charges or refunds to the agency card held by CTM and the UA travel card held by employees. You should submit your Report within 15 business days of trip completion.
It is recommended to start the Report as soon as the “Expense” link is available on your Request. This helps you manage your expenses on the go.
The "Travel Admin Manual" provides a comprehensive guide to the key components of the UA travel system: The UA Travel Card Program, Corporate Travel Management (CTM), Concur, and the UA Travel Regulations.
Be sure to activate the bookmark pane of your downloaded PDF to take full advantage of the format. Each section is bookmarked for easy navigation throughout the document. There are also links within some sections for quick access to a relevant section. On the left-hand toolbar of the pdf, click the "Bookmarks" icon to open the navigation pane built into the document.
Using Concur Reporting: Intelligence
Intelligence includes general reports written for all Concur clients and reports written specifically for UAA. The Cognos software used for Reporting works best in Internet Explorer. Firefox and Chrome are known to cause errors with Cognos
Reporting licenses are primarily issued to financial managers, campus travel finance offices, and other personnel that need regular direct access to travel financial information for an entire department or campus. All BI Managers (e.g. Default Approvers) have access to the Concur Reporting modules as well. However, information in their reports is limited to users that fall under their manager hierarchy. Reporting users can also assign the "Can Use Reporting" permission to two delegates.
For easy access to primary information used by financial managers and department travel coordinators, the AP & Travel Department created a shared Google drive that stores copies of some reports. Financial managers and other authorized personnel are granted viewing access to the drive. The reports are updated every Monday, except for the "unused Ticket Credit" report which is only updated on the first business day of the month.
Due to the sensitive nature of this information, access is restricted. If you do not have access to view these reports, you may receive an error message.