UA Traveler Training
The Travel Toolbox • • • SAP Concur software (Request, Travel, Expense) University of Alaska Travel Card Corporate Travel Management Company SAP Concur and Tripit Mobile Apps Support Resources Using the Travel Tools …to plan a work trip …to approve a work trip for someone else …while traveling …to create an expense report for travel expenses
How Does the Concur Process Work? Travel Need Identified Card charges for trip flow into Concur Supervisor or PI Approval Request Documents trip purpose, dates, and expenses for trip approval Travel Generate Booking Manages itineraries and travel bookings Generate Expense Report Expense Mobile App for capturing receipts and managing reports Reconcile expenses and request reimbursements Process for Payment
SAP Concur SOFTWARE TOOL FOR HELP WITH COORDINATING AND MANAGING TRAVEL
Navigating the Concur Homepage 1. 2. 3. 4. 5. 6. 7. 8. 9. Profile/Top Menu Bar (Black) Delegate window White Quick Start Bar Alerts and Company Notes Booking Tool Portal My Trips Required Approvals Available Expenses Open Reports
Getting to Profile Settings and Delegate Functions Profile Settings Acting as Another User (Delegations) Drop down search bar Hot Hint! Upload a profile picture. This helps delegates ensure they are working in the right profile.
Get Started by Updating Your Profile Hot Hint! Verifying your email allows you to forward itineraries directly from your email to plans@concur. com and to forward receipts directly from your email to receipts@concur. com. This reduced data entry! 1. Make sure your information is correct 2. Add emergency contact info 3. “Verify” your email address 4. Activate “e-Receipts” 5. Enter your mileage/club memberships 6. Assign your delegates 7. Enter your UA Card number (after activating)
Managing Delegate Permissions in Concur Travel Coordinator Permissions Travel Approver Permissions
Concur Tool Tips and Audit Flags Tool Tip Example Audit Flag Example
Concur Icons Attendees Comments Credit Card Exception Fly America Compliance Warning Allocation Receipt Required Receipt Attached Personal Expense Trip Data E-Receipt Available Report Sent Back Hot Hint! Red Exception Icons are triggered when the “Submit” button is clicked. After item is corrected these icons are cleared by clicking “Submit”
UA Travel Card THE BEST WAY TO PAY FOR TRAVEL
New Travel Card Program • • Travel Agency Card – Held by CTM – Ghost Card – Airfare Charged To Card – Transactions Feed to “Available Expenses” – E-Receipts UA – – – Travel Card Available to All Employees Cardholders name on Card Transactions feed to “Available Expenses” – Charges reconciled by expense report processing
What can the UA Travel Card Purchase? Airfare related charges Lodging Car Rental Ground Transportation Fuel Parking Meals (Per Diem Offset or Meals Actuals) • Conference Registrations • Field supplies • •
Benefits of the New UA Travel Card 1. University Paid 2. Transactions feed directly into Concur 3. Increased reporting functionality 4. Easy repayment method
How to Apply for Your UA Travel Card • • Online Application Does NOT affect personal credit Approved by Department Designee Default limits set by travel frequency Single purchase limit $5000 Cards received within week Travel Training Required Cash advances are available on request Hot Hint! Cardholder must activate card before using or loading into Concur profile
Corporate Travel Management HOW CTM CAN HELP WITH TRAVEL BOOKING
CTM’s Role in Travel Maintain Booking Tool Administer corporate discounts Provide a rural booking tool option Provide email/phone travel support Ticket travelers via booking tool, rural request tool, traveler emails/phone calls • Transmit traveler information to carriers • Charge Agency Card for purchases • Track and manage credits • • •
Contacting Corporate Travel Management In the booking tool Add an “Agent Comment” prior to finalizing booking Outside the booking tool Contact Dedicated UA team (8 am-5 pm M-F) Phone: 907 -786 -0107 Email: ua@travelctm. com After hours (24/7) service Contact Main Customer Service Line 1 -833 -500 -4292
Concur Mobile Apps SAP CONCUR AND TRIPIT APPS FOR TRAVEL HELP ON THE GO
SAP Concur Mobile App What Can You Do With It? • • • View upcoming Trips Manage Receipts (Expensit) Start a Report Add to a report Approve requests for other travelers Where do I find mobile App info? From Concur Home Screen: Help→Training→Concur Mobile Travel and Expense App (click your phone type)
Trip. It Pro Mobile App What Can You Do With It? • • • Manage Itineraries Share travel plans Receive real-time flight alerts Get a Better Seat Travel reward program points Hot Hint! Download the Concur App and sign in, then download the Trip. It app for a free Pro subscription
Additional Resources for Concur Help UA Travel Website: https: //alaska. edu/uatravel/index. php UAF Travel Website: https: //www. uaf. edu/finserv/financeaccounting/new-travel/ General Questions: ua-travel@alaska. edu UAF Questions: uaf-concurtravel@alaska. edu
Requesting Your Trip… USING CONCUR TO PLAN AND REQUEST A WORK TRIP
Before Entering a Request… 1. Work out basic itinerary details 2. Confirm destination 3. Confirm dates (Personal time? ) 4. Develop estimates for major components 5. Transportation 6. Lodging 7. Meals 8. Confirm funding source
How to Look But Don’t Book! Ø Booking Tool Portal Ø Enter destinations and dates Ø Manage search criteria Ø Search by RT, OW or Multi-city Ø View lodging, rental cars by selecting icon on tab
Booking Tool Flight Search Results Use the sliders to select times, prices Use the Matrix to sort results by Airline or number of stops Use the “Fares” tab to flight results by price Use the “Schedule” tab to pick outbound and inbound flights separately Click “Select” to view flight details
View Flight“Business Only” Comparison 1. Flight times, flight numbers, layovers, etc. 2. Traveler Info 3. Seat selections 4. Price summary 5. “Reserve and Continue” Button 1 2 3 4 5
Travel To Request Integration Clicking this Button When Viewing a Flight: 1. Puts Flight on Hold 2. Generates Blank Request 3. Approval time limit in Red 4. If Request approved in time, flight ticketed 5. If Request is not approved in time, hold cancelled.
The Concur Request Module Tabs Hot Hint! Always use the following naming convention for your trip name: “LAST NAME, DATES of TRIP, DESTINATION”this helps us identify your trip in BANNER 1. HEADER 1. Purpose, Destination, Dates, Personal Time 2. 3 rd Party and Zero Cost Info 3. Funding source 2. SEGMENTS 1. Travel components booked in tool 2. Airfare, Hotel, Car Rental 3. EXPENSE SUMMARY 1. Segment info feeds in 2. Add remaining expenses 3. Allocate expenses 4. APPROVAL FLOW-View the approval routing 5. AUDIT TRAIL- comments, actions, etc. request.
Using the Request Header Tab Organize Key Details Why are you going? What are you doing? 1 How will you book your trip? Where and when are you going? 3 2 Will you have personal time on the trip? 4 Is anyone else paying for all or some of this trip? 5 6 What funding source will pay for this trip?
Zero-cost Trips and 3 rd Party Travel Support Info entered in Request header Select from drop-down: • Vendor name • Amount Traveling for work (no funding support) Approval (supervisor)
Using the Segments Tab Click on the Air, Lodging, Or Car Rental icon to add a segment for these expenses Enter segment information and estimated price and
Using the Expenses Tab 1 Enter remaining expenses here, including registration, ground transportation, and per diem. . Use “Other Expenses” for less common expense types like parking, supplies. 5 3 1 1. “Add Expense” or Click on Expense type 2. Enter Expense 3. Save to add to Expense list 4. Repeat until all expenses are listed 5. “Delete” removes expense from list
Allocating Expenses 1. 2. 3. 4. 5. 6. 7. “Expenses” tab Click “Allocate” Select expenses to allocate Click “Allocate By” to select percentage or amount Click “Add New Allocation” Segments allocated together “Add to Favorites” to save allocation
Use the Blue Action Buttons To: Approval Flow and Audit Trail Tabs Approval Flow Tab- see the workflow! Audit Trail Tab- see all actions since submission! 1. 2. 3. 4. Cancel Save View or attach documents Print or email a copy of Request Printed Report 5. Delete When you are ready to Submit the Request, click:
Personal travel § May add personal time to a business trip § Only business portion paid/reimbursed by University § Booking Personal Time § With Extended Stay § With Routing Change § Business comparison from Booking Tool required on Request
Concur Approvals USING CONCUR TO APPROVE TRAVEL
Who Should Approve Travel? System-Generated (Required by Regulation) Approvers Restricted/Grant Funding Approver: COST OBJECT APPROVER Principal Investigator/Researcher Listed in Banner (FTMFUND) Unrestricted-(Fund 1) Approver SUPERVISOR Listed in Banner (NEA 2 SPE) User-Added Approvers Deans, Directors, and Vice. Chancellors -Travel Restrictions from President or Chancellor Fiscal grant technicians and fiscal managers -department requirements
How to Locate Requests or Reports for Approval 1. Sign into Concur or click on the link in the notification email to open the Concur Approvals module 2. Select the type of document to approve (Request or Expense Report) in “Approvals Home” or click on “Requests” or “Reports” in the white menu bar to view all your approvals for those document types. 3. Use the blue “View” button to see documents previously approved by you.
How to Approve In Concur 1. View Request Header 2. View total amount requested 3. Select one or more of the following actions: 1. View Attachments 2. View Print/Email Request Summary 3. Send Back Request to traveler, 4. Approve Request 5. “Approve and Forward” Request to another approver.
Using Concur Travel USING THE CONCUR TRAVEL MODULE AND CTM TO BOOK AND MANAGE YOUR TRIP
Ready to Book Your Trip? Always Book from the approved Request!
Getting Ready to Book Information from Segments tab of Request Click “Proceed to Booking”
Find Your Flight in the Travel Booking tool. Ø Choose “Lowest Logical Cost” flight (or a flight within $150). Ø Book refundable flights if business need (comment required). Ø First Class and Business Class flights are not allowable
Review Flight Information • Preferred Vendors • Corporate Discounts • Car Rental Agreements • Lodging discounts
Select your Seats. Select desired seats in Seat Map Pop-up Window. Seats are selected by itinerary leg. Some carriers/ticket classes do not provide preflight seating assignment.
Finishing Your Booking and Finalizing Your Plans Using Agent comment box incurs $10. 00 partial touch fee from CTM. 1. Complete Concur Booking – select lodging and car rental 2. Lodging and car rentals can be skipped if they will be booked On outside the system “Comments for Travel Agent” box for special requests/ accommodations.
Concur Travel Module Hot Hint! Using the booking tool to shop for travel before creating a request (Look But Don’t Book) is a good idea if you are unsure how much your trip components will cost. 1. Travel Module In Black Menu Bar 2. White Menu Bar 1. “Travel” 2. “Arrangers” 3. “Trip Library” 4. “Trip Templates” 5. Travel Tools 3. “Travel Alerts” contains: 1. “Company Notes” 2. “Upcoming Trips” 3. “Trips Awaiting Approval” 4. “Remove Trips” “Travel” contains a 4. Booking Tool for researching flight or train costs and routes, hotel and car rental cost and availability.
Cancelling or Modifying a Trip 1. Travel Module 2. Select booked trip 3. Click “Cancel” 4. Fees may appear in “Available Expenses”
You’re booked, and now there is a charge and a receipt in your Expense module. What do you do? Hot Hint! Generate your expense report as soon as you get your first card charge! You can add to the expense report before and during travel.
Concur On the Go HOT HINT! Reduce data entry by using the UA Travel Card for expenses, then use the “Receipt” button in your Concur app to take a picture of the receipt.
Concur Receipt Management Alternate methods of getting receipts into Concur: • E-Receipts • Scan to Computer • Email: to receipts@concur. com. Make sure to “verify” your email address in your profile. When verified, Concur can associate information sent from that email address to your account.
Concur Expense Reports USING CONCUR TO RECONCILE EXPENSES AND REQUEST REIMBURSMENT
Generate Your Expense Report Hot Hint! Always generate the Expense Report from your approved request. It saves time and reduces data entry.
Creating the Expense Report 1. Create a New Expense Report 2. Travel Allowance 3. Build the Report 4. Edit each expense 5. Upload and attach receipts
Travel Allowances 1. ALWAYS CLICK YES 2. ADD ITINERARY 3. EDIT ITINERARY Next step: Expenses and Adjustments
Expenses and Adjustments Travel Allowances Deduct all Per diem Deduct by meal Click “Create Expenses” to add per diem to expense report Deduct by Day
Adding expenses to the Expense Report • Assign from “Available Expenses” OR • Create expenses by clicking • Type of Expenses Available • • • Transportation Lodging Meals Other Personal • Attach from “Available Receipts” or Upload
Itemizing Lodging Parent Expense Child Expenses ü Enter Lodging Total ü Attach Receipt ü Split rate from taxes ü Split non-lodging (if included)
Personal Expenses • Spending more on card than reimbursement amount • Negative expense report • Acknowledge payroll deduction • Email notices • Payroll deducted
Finishing the Expense Report HOT HINT! Sign up for direct deposit by signing into UAOnline. Alaska. edu, clicking the <Finance> tab, and then selecting Direct Deposit Services from the menu. • Clear audit flags • Add comments where required • Note Personal Time • Attach additional documentation • Respond to processor requests • Make sure to sign up for travel direct deposit
Thank you for attending this training session! Safe travels!