Aurora Finance Customer Service 204-480-1001 • [email protected]• umanitoba.ca/admin/financial_services/travel WELCOME TO CONCUR Concur Travel and Expense Tool Quick Reference Guide The Aurora Finance Concur System integrates expense reporng with a complete travel booking soluon. This comprehensive web-based service provides all of the tools users need to book travel as well as create and submit expense reports. Managers and supervisors use the service to review and approve expense reports. To access the Concur tool, you will click the Concur link on the Finance tab on JUMP. In order to use the Travel Tab or create expense claims, you must have access to Concur. 1. JUMP is located at the top right hand corner of the U of M homepage or by going to www.UManitoba.ca/jump. Click on the Staff tab, then Finance. Click on Concur. This will open a new window and log you into Concur. 2. To have access, you must send in the Aurora Finance Systems Access Request form with all required signa- tures and the Employee Training Record Form to the Aurora Finance Help Desk (aurofi[email protected]). Both of these forms can be found by clicking on the e-learning link on the Aurora Finance website. 1. The Quick Task bar lists the number of pending requests requiring your aenon including reports, approvals, cash advances, and available expenses as well as links to create new items. 2. The Company Notes secon has links to documents you may require while working with the tool, including the Reference Number Link and the per diem rates and travel allowances explanaon. 3. The My Tasks boxes summarizes the first several open or acve reports and approvals, as well as your available expenses. You can enter your queues from here, or go straight into an open request. 4. The My Trips secon gives you an aconable summary of your upcoming trips and a link to the Trip Library. 5. The Trip Search box is a quick way to enter search criteria to find a flight, rental car, or hotel accommodaons. 6. The Profile Account Hub provides the links to your profile account information, the sign out funcon, and provides the ability to act as a travel assistant or delegate for another employee. GETTING STARTED WITH CONCUR EXPLORE THE HOME TAB UPDATING YOUR PERSONAL INFORMATION INDEX REFERENCE NUMBER Welcome to Concur…………..……..…… 1 Getting Started with Concur …………….. 1 Explore the Home Tab…………………….. 1 Updating Your Personal Information…...... 1 Reference Number…………………………. 1 Book Travel for Someone Else ……..…….. 1 Create An Expense Claim for Someone Else. 1 Booking Travel…………... …………………. 2 Booking a Car Without A Flight………..…… 2 Cancel or Change a Travel Reservation…. 2 Creating a New Expense Report …………. 3 Original Receipt Submission…………..….. 3 Correct and Resubmit a Report…….…….. 3 Travel Policy……………………..….……… 3 Expense Fields…. ………………...………. 3 Itemization….……………………...… 3 Meals………………………………………… 4 Cash Advances…………………………….. 4 Concur Quick Tips………………………….. 4 At the top of the Home tab click Profile, then Profile Settings. Step 1: Update Your Personal Informaon. a. Verify that your name displays exactly as it does on your passport. b. Verify that your manager is the person listed under Manager. If the name is incorrect, contact Travel Services. c. Fill in the Faculty/Unit and Department fields. Step 2: Update your Travel Sengs a. Frequent Traveler Program - select Add a Program to enter your travel programs. *Please note that the name on the frequent traveler amount must match the name on the passport exactly or error messages will occur. b. Credit Cards - select Add a Credit Card to input your University Travel credit card. This should be your default card for booking hotel and car. All air travel charges default to the University credit card. Step 3: Update Your Expense Sengs a. Under Expense Information add your default FOP (Fund, Organiza- tion and Program). This FOP will appear in the header row of each new expense report, as well as the default expense. You will be able to change this when inpung expenses. b. Add an Expense Delegate who can create & prepare expense re- ports on your behalf. Delegates will not be able to submit your ex- pense report. Aſter they have created the report and aached receipts you will need to log into Concur to review the report and submit it to your one-over-one/manager. Select the appropriate task checkboxes . The delegate can only perform the tasks you select from the available choices. c. Update your Expense Preferences to select the email noficaons you wish to receive from Concur. d. Review or change Expense Approvers. Individuals entered in this secon will be the default approver for all reports and advances. This is typically your one-over-one authority. Please note that you should visit your Personal Information secon at least twice a year to ensure your informaon is sll current. Prior to making any travel arrangements or claiming expenses, a Reference Number (RN) is required. To obtain a unique RN # : a. Click on the Reference Number Link from the Start a Report screen aſter clicking the New le in the Quick Task bar. b. Record the number. The same Reference Number (RN) will be used for the trip and all related ex- pense reports. Your RN is required to be entered at the beginning of your Reference #, Trip Name and Report Name fields. To book travel for someone else, you need to be their Travel Arranger. Travel arrangers can book trips, but cannot create an expense claim on an employee’s behalf. The employee must add you as their Travel Arranger in their profile. To add an assistant: 1. Go to your Profile and choose Assistants/Arrangers under Travel Settings 2. Click the Add an Assistant Buon 3. Search the name you need in the pop-up, check the Can Book Travel for Me box and Save. 4. Save your profile changes. To book travel for someone else, choose Acting as other user in the Profile Account Hub and choose from the list. Any employee can book for a guest or student by choosing guest in the Trip Search. When you are administering for someone else, your Profile icon will be a green double user icon. BOOK TRAVEL FOR SOMEONE ELSE CREATING AN EXPENSE REPORT FOR SOMEONE ELSE In order to create an expense report on behalf of another employee, you need to have been added as an Expense Delegate by that person. To do this, they will follow the above instrucons. To add an expense delegate: In the Expense Settings secon of your Profile settings, select Expense Delegates. Click Add, search and select the name you need. In the next field, select Can Prepare. View Receipts will be automacally selected. Also select that they receive emails, if you prefer. This is also where you will be able to add someone as a temporary approver. To delegate: From the Profile Account Hub, select Acting as other user. Select the employee for whom you will delegate from the drop-down list, or search their name.
4
Embed
Concur Travel and Expense Tool - umanitoba.ca · Concur Travel and Expense Tool Quick Reference Guide ... To access the oncur tool, you will click the Concur link on the Finance tab
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Aurora Finance Customer Service 204-480-1001 • [email protected] • umanitoba.ca/admin/financial_services/travel
WELCOME TO CONCUR
Concur Travel and Expense Tool Quick Reference Guide
The Aurora Finance Concur System integrates expense reporting with a complete travel booking solution. This comprehensive web-based service provides all of the tools users
need to book travel as well as create and submit expense reports. Managers and supervisors use the service to review and approve expense reports.
To access the Concur tool, you will click the Concur link on the Finance tab on JUMP.
In order to use the Travel Tab or create expense claims, you must have access to Concur.
1. JUMP is located at the top right hand corner of the U of M homepage or by going to www.UManitoba.ca/jump.
Click on the Staff tab, then Finance. Click on Concur. This will open a new window and log you into Concur.
2. To have access, you must send in the Aurora Finance Systems Access Request form with all required signa-
tures and the Employee Training Record Form to the Aurora Finance Help Desk ([email protected]).
Both of these forms can be found by clicking on the e-learning link on the Aurora Finance website.
1. The Quick Task bar lists the number of pending requests requiring your attention including reports, approvals,
cash advances, and available expenses as well as links to create new items.
2. The Company Notes section has links to documents you may require while working with the tool, including the
Reference Number Link and the per diem rates and travel allowances explanation.
3. The My Tasks boxes summarizes the first several open or active reports and approvals, as well as your available
expenses. You can enter your queues from here, or go straight into an open request.
4. The My Trips section gives you an actionable summary of your upcoming trips and a link to the Trip Library.
5. The Trip Search box is a quick way to enter search criteria to find a flight, rental car, or hotel accommodations.
6. The Profile Account Hub provides the links to your profile account information, the sign out function, and
provides the ability to act as a travel assistant or delegate for another employee.
GETTING STARTED WITH CONCUR
EXPLORE THE HOME TAB
UPDATING YOUR PERSONAL INFORMATION
INDEX
REFERENCE NUMBER
Welcome to Concur…………..……..…… 1
Getting Started with Concur …………….. 1
Explore the Home Tab…………………….. 1
Updating Your Personal Information…...... 1
Reference Number…………………………. 1
Book Travel for Someone Else ……..…….. 1
Create An Expense Claim for Someone Else. 1
Booking Travel…………... …………………. 2
Booking a Car Without A Flight………..…… 2
Cancel or Change a Travel Reservation…. 2
Creating a New Expense Report …………. 3
Original Receipt Submission…………..….. 3
Correct and Resubmit a Report…….…….. 3
Travel Policy……………………..….……… 3
Expense Fields…. ………………...………. 3
Itemization….……………………...… 3
Meals………………………………………… 4
Cash Advances…………………………….. 4
Concur Quick Tips………………………….. 4
At the top of the Home tab click Profile, then Profile Settings.
Step 1: Update Your Personal Information.
a. Verify that your name displays exactly as it does on your passport.
b. Verify that your manager is the person listed under Manager. If the
name is incorrect, contact Travel Services.
c. Fill in the Faculty/Unit and Department fields.
Step 2: Update your Travel Settings
a. Frequent Traveler Program - select Add a Program to enter your
travel programs.
*Please note that the name on the frequent traveler amount must
match the name on the passport exactly or error messages will occur.
b. Credit Cards - select Add a Credit Card to input your University
Travel credit card. This should be your default card for booking hotel
and car. All air travel charges default to the University credit card.
Step 3: Update Your Expense Settings
a. Under Expense Information add your default FOP (Fund, Organiza-
tion and Program). This FOP will appear in the header row of each
new expense report, as well as the default expense. You will be able to
change this when inputting expenses.
b. Add an Expense Delegate who can create & prepare expense re-
ports on your behalf. Delegates will not be able to submit your ex-
pense report. After they have created the report and attached receipts
you will need to log into Concur to review the report and submit it to
your one-over-one/manager. Select the appropriate task checkboxes .
The delegate can only perform the tasks you select from the
available choices.
c. Update your Expense Preferences to select the email notifications
you wish to receive from Concur.
d. Review or change Expense Approvers. Individuals entered in this
section will be the default approver for all reports and advances. This
is typically your one-over-one authority.
Please note that you should visit your Personal Information section at
least twice a year to ensure your information is still current.
Prior to making any travel arrangements
or claiming expenses, a Reference
Number (RN) is required.
To obtain a unique RN # :
a. Click on the Reference Number Link
from the Start a Report screen after
clicking the New tile in the Quick Task
bar.
b. Record the number.
The same Reference Number (RN) will
be used for the trip and all related ex-
pense reports.
Your RN is required to be entered at the
beginning of your Reference #, Trip
Name and Report Name fields.
To book travel for someone else, you need to be their Travel Arranger. Travel arrangers can book trips, but cannot create an expense claim on an employee’s behalf. The employee must add you as their Travel Arranger in their profile.
To add an assistant:
1. Go to your Profile and choose Assistants/Arrangers under Travel Settings
2. Click the Add an Assistant Button
3. Search the name you need in the pop-up, check the Can Book Travel for Me box and Save.
4. Save your profile changes.
To book travel for someone else, choose Acting as other user in the Profile Account Hub and choose from the list. Any employee can book for a guest or student by choosing guest in the Trip Search.
When you are administering for someone else, your Profile icon will be a green double user icon.
BOOK TRAVEL FOR SOMEONE ELSE
CREATING AN EXPENSE REPORT FOR SOMEONE ELSE
In order to create an expense report on behalf of another employee, you need to have been added
as an Expense Delegate by that person. To do this, they will follow the above instructions.
To add an expense delegate: In the Expense Settings section of your Profile settings, select
Expense Delegates. Click Add, search and select the name you need. In the next field, select Can
Prepare. View Receipts will be automatically selected. Also select that they receive emails, if you
prefer. This is also where you will be able to add someone as a temporary approver.
To delegate: From the Profile Account Hub, select Acting as other user. Select the employee for
whom you will delegate from the drop-down list, or search their name.