SAP Concur Travel and Expense

Yes. Users will use the Concur system to submit all travel requests and expense reports, including P-Card reconciliation and reimbursement of out-of-pocket expenses.

Full-time, benefit-eligible professional staff and faculty have access to Concur. All other employees, including part-time, Adjunct faculty, and students, do not have access to the system.

Since students, part-time faculty, and professional staff will not have access to this system, what is the process for them to be reimbursed for travel-related expenses?

Reports will be stored indefinitely as we maintain the Concur system.

Yes. All your current information will be available in your profile. Please verify your profile when you first log in.

Yes. We recommend using the Concur Mobile app as it can easily manage your travel booking and expense reporting and upload receipts directly from your smart device.

Receipts are required for expenses above $25 unless it is allocated to a grant, which may require a receipt regardless of the dollar amount.

If the receipt is above $25, you should first reach out to the supplier to attempt to obtain a copy of the original receipt. Concur has a Missing Receipt Declaration that can be completed in lieu of the actual receipt.

There are several ways to upload a receipt. You may either drag and drop your receipt from a file on your computer, upload a receipt using your Concur mobile app, or send an email to receipts@concur.com from a verified email address.

No. When a receipt is uploaded, it cannot be separated into folders.

Yes. The submitted expense report must be recalled for any edits to the report. You may correct any receipts at that time by detaching the current receipt and uploading/attaching a new one.

Keeping original receipts after the expense report is approved and processed will not be required. Please ensure that your expenses are properly documented if you do not plan to keep the original receipt/documentation after the report is approved and processed.

After the expense report is approved and processed, all documentation, including receipts in the report, will be stored indefinitely as we maintain the Concur system.

Yes, if the user uploads a receipt to their account, the Delegate should be able to access the receipt.

Yes. You may use the Allocate option to add one or more cost centers.

Approvers will be able to review the expense allocation by individual transaction or report total allocations.

The Program code identifies a function and enables the University to classify transactions across orgs and accounts. Financial Statements for the University are required to be presented by function.

When reconciling your expenses, expenses may be allocated to a different cost center using the "Allocate" option. The default cost center cannot be changed on the request/report header level.

Yes. Before delegates submit a report for approval, they may update the expense type and/or cost center allocation during reconciliation.

Having an approved Travel Request before booking travel allows the manager and financial approvers to review anticipated travel spending and spot issues on bookings before they happen.

Before booking travel, Travel Requests must be approved first. Travel Requests require estimates on expected expenses that will be incurred during travel. The estimates do not have to be accurate down to the penny. However, the estimates should be based on an educated approximation of perceived expenses.

Travel Requests should be submitted as soon as possible to allow the approvers to review the travel request carefully.

Requests processed in Concur will be available for review for as long as we maintain the Concur system.

Yes. When you are expensing your travel, there is an option to add additional expenses incurred during your travel.

Yes. If the Approver allows Concur to send them email notifications, they will be sent a notification once a request or report is submitted for approval. If you are experiencing issues receiving email notifications, please check the junk email/spam folder.

Managers can see the total allocations on a submitted request or report under "Allocation Summary."

No. Delegates cannot submit a report on behalf of the account owner. Once a delegate is finished preparing a request or report, the account owner will have to do a final review of the request or report before they can submit it for approval.

Yes. If an expense is charging multiple cost centers, it will route to each cost center approver. Requests and reports must have everyone on the approval workflow before it is considered fully approved.

If the expense is charged to a specific fund and org, it will go to the Approver of that fund and org to approve. If you are purchasing something for another department and charge their department's fund and org for those expenses, the report will route to them for approval.

The Manager is who you directly report to in your department. They would approve your Travel and Expense requests. A Financial Manager is the person in your department that may have been assigned as the Delegate for your direct supervisor to review Travel and Expense requests.

Yes, you can have more than one Delegate.

Yes. When acting as a delegate, the Concur system looks and functions similarly. There will be a green notification left of the Profile drop-down indicating that you are currently working as a delegate. The process of creating and preparing travel requests and expense reports remains the same.

No. Delegates do not need to approve being added; however, the person who was made a delegate can remove themselves if they should not be a delegate for that individual.

No. Concur does not notify the user when a delegate removes themselves.

A delegate can book travel on behalf of the other user if the traveler assigns them as their Travel Assistant and Arranger under their profile settings.

The Concur Travel and Expense Guide is available on the Concur homepage under "Company Notes."

You can email travel@drexel.edu with your department's name, an estimate of how many people will be attending, and several dates that your department is available for Departmental Training. A Travel & Expense team member will contact you to coordinate training dates.