A Division of Administration and Finance
FAQs
GENERAL CONCUR QUESTIONS
Yes. If someone has multiple approver roles (they can have two of the three but not all three) (the three being Travel Admin, Supervisor, and Cost Center) they will only need to approve once. The system will approve all workflow steps assigned to them at the same time.
Yes, there will be a separate queue for Concur questions. Use help@umaryland.edu and enter CONCUR in the subject line. Including a screen shot is very helpful.
Yes. They can be the same person. When a travel admin creates travel forms as a delegate for an employee, the form routes to the employee to review/approve and submit. This does not count as approving for compliance to USM travel policy. The compliance approval step is inherited in the travel administrative creation of the travel forms. Travel Administrators and Traveler Delegates are different roles in Concur. The Travel Administrator is a workflow approval step and that person should be reviewing Travel Requests and Expense Reimbursements to make sure they stay within UMB, USM, and State of Maryland travel and expense reimbursement policy. A Traveler Delegate is someone who can just prepare forms (request or expense) for another traveler.
A delegate is someone who acts on behalf of someone else. A person can be a Traveler delegate or an Approver delegate. The traveler would need to set the Traveler delegate up so they could prepare on their behalf and then the delegate would login to Concur, select “Act on Behalf Of” and select the traveler. The approver (Travel Admin, Supervisor or Cost Center Approver) would need to set the Approver delegate up so they could approve on their behalf and then the delegate would login to Concur, select “Act on Behalf Of” and select the approver.
For non-employees, a user authorization form must be submitted to establish their profile. On the form, their travel delegate must be indicated. For an employee traveler, the employee needs to set up their delegates in their profile.
Yes. Up to 99 delegates may be assigned.
If you are a Traveler delegate and you want to receive email notifications, you must have the checkbox selected to receive emails. Additionally, when the traveler assigns you as a delegate, the checkbox for the delegate to receive emails must be checked. The traveler will also receive emails, but they can turn off email notifications if they do not want to receive emails.
A Travel Admin does not have access to a traveler’s profile settings unless the Travel Admin is also assigned as a Traveler delegate. It is the traveler delegate assignment that gives access to profile settings.
We are in the process of evaluating the delivered reports and designing new reports to be able to identify data that would be helpful to travel administrators. This type of report should be part of that collection.
The traveler does not have to assign the Primary travel admin. The traveler can assign any employee to submit requests/expenses for them. It can be a travel admin. It does not have to be the Primary travel admin. In fact, it can just be an admin assistant who doesn’t have any other travel approval role.
Delegation for preparing Requests/Expense Reports and completing approvals are different delegations. The Dean may delegate to someone to prepare on their behalf and someone else to approve on their behalf.
A Traveler delegate is able to update profile settings for others such as doctors and faculty.
Anyone can prepare a Concur access form for someone else. A department may want to designate one person who prepares the Concur access forms for others to make sure that the appropriate form is used. The access form is then routed to the person gaining access as well as the department head or administrator for approval.
Authorization forms for the Primary Cost Center Approver can be done at any time. The authorization form for the Primary Travel Admin or Travel Admin delegates (User Authorization form) needs to be done after the instructor led training courses have been completed since the role will not be granted unless the 4 course curriculum for a travel admin has been completed.
Yes you will need role request forms for both departments because there will be two department heads that will need to approve your access.
The Concur User Authorization forms are located on the User Authorization Forms Home Page. You will need to sign in with your UMID.
The year indicated in the naming convention for travel and business forms is the calendar year.
The naming convention has been set by the Office of the Controller in order to expedite the processing of the forms that require their approval.
All employees will have their user accounts created based on an integration from HRMS. Many fields on the Profile Settings for the employee user accounts will be populated. You will not be able to update/add any additional fields or assign delegates until April 10th (or earlier if your school/division is in the pilot group).
All travel administrators must take the 4 instructor led course curriculum in order to get access as a travel admin in Concur.
Yes. Every employee with a profile in Concur, no matter what their role, needs to complete the REQUIRED fields in their profile settings.
You can be a traveler delegate where you prepare the forms for another traveler AND also the Travel Admin for an EMPLOYEE. You will still have to approve the form even if you prepared it because the employee traveler can make changes to it before submitting it for approval. For NON-employees the traveler delegate and Travel Admin must be different. Also, you cannot be a travel admin for yourself.
If you are not in the pilot group you can use the old system (TBE) through Friday, April 7th. After that date any new request or expense report will need to be entered in Concur. Requests or expense reports that were started in TBE but not fully approved by the department by COB on April 7th will have to be re-entered in Concur starting April 10th.
Concur connects users based on their email address so if the traveler is using their umaryland address with the Concur account through another association there could be a problem. If you have this situation, please contact the HelpDesk so that we can address potential problems before you need to use the system for travel.
Yes, travelers can attend instructor-led classes. The calendar of training sessions is posted here. Travelers can also review training tutorials and recorded training sessions on the Concur Travel and Expense Training page.
The Concur training materials are located here: https://cf.umaryland.edu/upk/ssas/PlayerPackage/data/toc.html
GRAs are student-employees and reimbursed via paycheck.
We are working on a method to be able to pay for another UMB traveler and reference the traveler's request on the (in this example) PI's reimbursement. We will have a UPK/job aid soon to demonstrate this process.
Travelers can attend instructor-led classes. The calendar of training sessions is posted here. Travelers can also review training tutorials and recorded training sessions on the Concur Travel and Expense Training page.
You will need to take a screen print of the Your Previous Courses page in the CITS training database and attach it to a role request form.
There are numerous universities and colleges along with many federal agencies using Concur. It is one of the two or three most popular travel software packages.
Assuming these international collaborators are non-employees, the process and requirements are a little different. Unlike employees who can create their own requests and expense reports and book their travel on-line through Concur, non-employees do not have access to Concur. Therefore, a delegate must create the request and a travel assistant can book the travel on-line in Concur or the non-employee can contact the travel agency to arrange their travel as long as they have an approved request.
No. If you have a question about a specific person’s training they can be directed to Laura Pogliano at lpogliano@umaryland.edu
TRAVEL REQUESTS
Yes- in order to enter a travel request for another person, that person must first assign you as their delegate in their profile settings. Just having the role of Travel Admin does not allow you to enter a travel request.
No. Expense Types and Trip Types are mapped to the appropriate expense object codes. If an object code is incorrect, then the wrong expense type or trip type was used. Deleting or adding an Expense Type or changing the trip type on the header can only be done by the traveler or traveler’s delegate.
If the Travel Risk is determined to be level 3 or higher based on the Concur integrated risk rater, the travel request routes to the international group for approval before the other approvers. The international operations group relies on the UMB contracted duty of care provider (International SOS) for final determination of travel risk.
There is a per transaction fee to use the UMB TLC (Travel Leaders Corp). It is still under negotiation but expected to be lower than the current fee ($29). This fee is reimbursable to the traveler if paid out of pocket. Fees are posted here: https://www.umaryland.edu/controller/disbursements/travel/travel-management-company/
Yes. There will be times when an expense was not anticipated and it can be included on the report (with receipt and explanation) even if it’s not on the travel request. Of course, the department has the discretion on whether to approve any expense that was not pre-approved on the request.
If the mileage is within Maryland or Washington DC then no request is required. But if the mileage is outside of MD or DC then a request is required. This requirement has not changed.
It is the calendar year.
You can be a traveler delegate where you prepare the forms for another traveler AND also the Travel Admin for an EMPLOYEE. You will still have to approve the form even if you prepared it because the employee traveler can make changes to it before submitting it for approval. For Non-employees the traveler delegate and Travel Admin must be different. Also, you cannot be a travel admin for yourself.
You can be a traveler delegate where you prepare the forms for another traveler AND also the Travel Admin for an EMPLOYEE. You will still have to approve the form even if you prepared it because the employee traveler can make changes to it before submitting it for approval. For Non-employees the traveler delegate and Travel Admin must be different. Also, you cannot be a travel admin for yourself.
The booking type would be “"No booking” for the one day trip. There is no Airfare, Hotel, Car Rental, or Trainfare that needs to be booked in Concur for this trip.
For the overnight trip, if the traveler wants to book a hotel on their own outside of Concur that would be allowable and "No booking" should be used. But if the traveler wants to book the hotel within Concur then either "Book in Concur” or "Agent Assist” should be selected for the booking type.
If a request is not APPROVED 1 day BEFORE the trip start date then the trip is out of compliance with policy. Unlike the legacy system, a backdated request cannot be completed. The expense report can be completed and it will be routed to the CBFO to determine if the reason why the request wasn’t completed timely justifies reimbursement. The traveler is at risk for not being reimbursed if the request is not approved prior to the trip.
The only requirement to use the travel agency (via booking on-line or with a travel agent) is when Airfare will be paid by UMB.
There is no warning about the use of the Travel Clearing Account. However, there is a screen under the Request Details or Report Details link named Allocation Summary that clearly displays the funding source. All preparers and approvers have access to this screen and at the very least the Cost Center Approver should be looking at it to see where the expenses are being charged.
After the request has been approved there can be no changes. However, the funding sources can be changed on the expense report so the expenses posted in the financial system can be accurate.
The rate for parking at the airport is set to the DAILY rate for that airport. UMB will not reimburse the rate of the HOURLY parking lot. However, the traveler may choose to park in the hourly lot but will only be reimbursed at the daily rate. If the rates increase at the airport then the reimbursement rate will also increase.
Yes, the approvals will start over. However, if the initiator forgot to ATTACH something, then any of the approvers can attach a document and it will not need to start over in the approval process.
The traveler delegate will prepare and submit the request for the non-employee traveler. The non-employee will not log in to Concur. If the traveler wants a copy, the travel delegate can print/email the request form using the Print/Share report.
When a traveler delegate creates a travel request for an employee, instead of submitting it, they will “notify employee” and the request will route to the traveler, so he/she can submit it.
If the expense is related to the travel, then it should be part of the request, but including a conference fee (for example) is not a requirement. If the hotel or car rental is paid via Pcard, then that is required to be on the request.
The request should include the conference fee and be completed before paying the conference fee. We don't want to pay for a conference and then find out that there were not enough funds for the trip. In addition, the request form is required to be retained with the Pcard documentation. A fully approved request form prior to the Pcard purchase confirms that the expense was properly approved.
The booking fees charged by TLC will be expensed to the project/SOAPF per the Request if payment is by TMC Card, or expensed to the project/SOAPF per the Expense Report if reimbursed to the traveler when the traveler has chosen Payment Method “Out of Pocket” on the expense report.
At the time of creating the request, the traveler should provide screen shots of what the airfare would be if it was booked on the dates/times required for the business portion of the trip as well as the airfare on the dates including personal travel. If the airfare including personal travel exceeds the airfare for just business travel then the traveler is responsible for paying the full amount of the airfare and then seeking reimbursement for the cost associated with just the business trip. If the travel including the personal dates is lower than the business portion then the trip may be charged to the UMB credit card or paid for with a personal credit card for reimbursement. It is essential to obtain the fare comparison at the time of booking because airfare changes daily and retroactive costs cannot be obtained.
We added a new category of “Other Employee”.
Residents and Post Doc Fellows should be Other Employees and GRAs should be Student Employees.
The “Booking Exception”" request is used when there is a legitimate reason why the airfare cannot be booked in Concur. Ex- there is a cohort of travelers from several universities travelling to a site and in order to get discounted travel the travelers must all use another university’s travel agent.
Yes. The map used is actually a Google Map so different routes can be chosen.
You can add multiple funding sources using the Allocate function on the expense types. You can allocate by dollar amounts and percentages. Only one funding source can be entered on the header and that will be applied to any expense type that has not been allocated.
There is no requirement to attend virtually. That question is placed on the conference registration expense type as a reminder that there may be an alternative to incurring additional travel costs and encouraging our sustainability initiatives.
The question related to whether a conference is offered virtually on the "Conference/Workshop Fess/Registration” expense type is an optional question that can be required by a departmental business process. It was added to assist those departments who may have budget constraints or sustainability goals to assist in evaluating whether travel expenses should be incurred.
There is a limit on the individual document size. Many times the required information (description, dates, meals, etc) are summarized on one or two pages of an event’s brochure. In that case only those pages should be submitted. If the pdf you have is too large, you can use the Print to pdf function and select only the pertinent pages to be printed. This will reduce the size of the document.
You can create one blanket travel request for up to 6 months of travel. However, the expense reports should be timely (within 60 days of the earliest trip on the expense report). You can have multiple expense reports created from one blanket travel request. Ex. Every week an employee travels to Lancaster, PA. A blanket travel request can be completed for 1/1-6/30. Then each month an expense report can be submitted for the 4 weekly trips in that month. This report will need to be submitted before 60 days from the first trip in the month.
The Request search (tile or list) only shows the start date but you will see that the trip start and end date are in the request header.
A Request is still required for all overnight employee travel even if UMB is not paying. Nonemployee international travel that is not paid by UMB does not require a travel request.
For international travel, it's especially important that travel requests come into the system - this is how International Operations knows where people are and can optimally support travelers as it relates to their personal safety and security.
It is important to let the traveler know that per diems will be reduced based on meals that are provided during the travel (Ex. Airplane meals, hotel breakfasts, conference meals, etc). The best way to do this is by adding the “Reimbursement Reduction” expense type and noting that the per diem amounts will be reduced. Entering an estimated amount of the reduction is appropriate.
There is a system generated request ID. The naming convention for the Trip is assigned by the traveler or traveler delegate so it is easier to locate the traveler's form without knowing the system assigned number.
The question related to whether a conference is offered virtually on the “Conference/Workshop Fess/Registration” expense type is an optional question that can be required by a departmental business process. It was added to assist those departments who may have budget constraints or sustainability goals to assist in evaluating whether travel expenses should be incurred.
If there is travel associated with a registration then it should be included as a separate expense type on the travel expense request/report. For subscriptions or registration for a virtual event where travel is not involved, then the Business Expense report should be completed in Concur.
All employees are required to do a request in Concur if the travel is outside of Maryland or Washington DC or it is overnight within MD or DC or includes a car rental. This requirement includes travel that is paid by an entity other than UMB including foundation funds. UMB Foundation has a new requirement that an approved request be submitted in order for UMBF to pay the costs for travel.
APPROVING TRAVEL
For each expense on the report there is a receipt Icon that the approver can hover on to see the expense in a pop up window or click on to open the receipt. The approver also has the option to open a window that displays ALL of the receipts by selecting "View Receipts in new window” or “View Receipts in current window" from the receipts link at the top of the report.
You can see the requested amount, approved amount and actual amount on the Summary tab in the expense report.
By default an email is sent to each primary approver when an approval is needed. When primary approvers assign their delegates, it is important that they check off the box "Receives Approval Emails" so that the delegate also receives the emails. If an approver prefers to log into Concur every day to check for forms to be approved, that person can turn off their own email notifications,
Yes. If someone has multiple approver roles (the three being Travel Admin, Supervisor, and Cost Center) they will only need to approve once. Someone can hold two of the three roles, but not all three. The system will approve all workflow steps assigned to them at the same time.
The supervisors are integrated from the HRMS tables. If the GRA supervisor changes it must be updated in HRMS or the person who is the supervisor in HRMS can assign another person as a supervisor delegate.
No. If the expense is allowable via policy, and the expense report has receipts and an explanation for why it was left off the request, you can approve it. If the additional expense makes the total amount of the expense report exceed the request there will be a warning alert to bring this to the attention of approvers.
Yes, if you return it to the traveler for a correction, it will route again through the whole approval process.
On the request all of the attachments are at the form level instead of each expense type. On an expense report the attachments are on each expense type so it is easy to review these attachments.
Receipts are not needed for per diem meals and may be discarded. Receipts are required if a traveler incurred a "Business Meal” expense subject to the requirements for a business meal. When a business meal is claimed, the per diem must be reduced for that specific meal.
Concur calculates the Per Diem for a trip based on the federal rates for the destination city. For each day of travel. We cannot reimburse for a higher amount but a department can reimburse a lower amount due to budget reasons that should be documented in the request.
Supervisors will be automatically assigned in Concur for each employee. The supervisors will be assigned based on the timesheet Primary Supervisor set up in the HR system. The person who is the supervisor can create a delegate within Concur that would allow someone else to approve as the supervisor.
For most projects they do not need to know in advance what the SOAPF is for a project because it only limits the choice of segments to the ones that apply to the project. For a project you may have 2 sources due to cost share. Once the project is used once for that person, they can select it from the most recent list to make the choice even quicker.
Each department is different based on the size and number of administrative employees. Ideally, your travel admin should be the expert on the travel policy and procedures. If you put the responsibility on the cost center approver to make sure the trip is compliant, then that is ok. But it should be well communicated within the department about who is responsible for what.
A travel admin (and subsequent approvers) will receive an email letting them know there is something to approve. It also appears on the approver’s dashboard in the Required Approvals section. When the status of the request or expense report changes, the traveler and the traveler’s delegate will receive an email.
EXPENSE REPORTS
Most hotels do not charge a credit card until the day a traveler checks out of the hotel. In the rare cases where a prepayment is required, a department Pcard holder may pay for the hotel as long as there is an approved Request to support the charges.
The rules have not changed for when a request is required. So daily mileage within Maryland and Washington DC does not require a request.
When you use the “Missing Receipt Declaration” for an expense type, another attachment cannot be made at the expense type level. You must add the other supporting documents at the form level using the Manage Receipts/Manage Attachments link.
Yes. On each form, there is a Print/Share or Print/Email link at the top of the form. You can easily download, share, email, or save from there.
An expense report can be recalled at any status except Processing Payment, Sent for Payment or Payment Confirmed.
The Concur mobile app is needed for a phone to be able to capture receipts that are automatically loaded to the traveler’s Concur dashboard or expense report.
Original receipts do not need to be retained for State or USM audits. However, a sponsor may require them and you should be aware of specific grant requirements for documentation purposes.
The remaining balance on an expense report is the amount of unused but approved dollars from the travel request based on expense types on the request. An expense type that is added to an expense report that was not on the request is not factored in the remaining balance calculation.
Yes, Concur is the preferred method.
You can create a copy of any travel request or travel expense report to reuse the original multiple times. Or you can create a “blanket” request for up to a 6 month period (Ex- 1/1-6/30 and 7/1-12/31). A request can be used multiple times for multiple expense reports. All of the fields on the header should pertain to all trips under the blanket request. The trip start and end dates will determine the period of the request. A blanket request cannot be used if you are booking airfare, hotel, car rentals, or trainfare in Concur. Individual requests are needed when actually booking travel.
A delegate for a traveler can't submit an expense report. They can prepare the report but once it is complete it goes to the traveler to submit in the system. The traveler can also make changes to the report before submitting.
For travel expenses charged to non-sponsored funds, the electronic receipts stored in Concur are sufficient for audit purposes. For sponsored funds, you must ensure that there is no requirement to maintain original receipts.
The 75% calculation is automatically done by the system for both the request and expense report. For meals that are provided for the traveler (Ex- luncheon at a conference), on the Expense report, the traveler selects the meals to be excluded on the Travel Allowance page and the calculation subtracts the appropriate value for that meal. For excluded meals on the Request, an approximate calculation must be done and entered as a negative amount using the Reimbursement Reduction expense type.
There is not an option to name each attachment so you should give each document you upload an appropriate name before you attach if that is your requirement. You can view all your attachments in an expense report at the expense type level for each expense type or at the form level to see all attachments at once.
On the expense report the Travel Allowance page is used to calculate the per diem for overnight travel. Since the amount is based on the last city entered for the day on the itinerary it is important to enter the full itinerary if the traveler is staying overnight in various cities in the same trip. If the traveler will only be staying in one location then the itinerary must include just two legs- from home city to destination and from destination to home.
Because you have mileage this would go on a Travel Request (if the airport is out-of-state) and Expense form. Mileage cannot be entered on a Business Expense form.
There is a built- in currency conversion tool (based on Oanda rates) so the receipt can be entered in the local currency and it will do the conversion. The conversion can be overridden if there is evidence that the currency exchange was different.
The receipts you upload while on your trip using the mobile app are available to you when you open Concur to complete your expense report. They can be found on the Expense dashboard in the Available Expenses section. If you are a delegate for the traveler, you can add receipts to the Concur application, but not to the Concur mobile app.
All primary approvers will automatically have access to receipts. When a primary approver delegates approval, the primary must check the box to allow the delegate to view receipts. Travelers can't submit an expense report without an attached receipt for expenses that require one. Any approver can attach a receipt if the wrong one is attached.
A meal with a coworker does not fit the definition of a business meal so both employees would just be reimbursed for meals via the per diem allowance calculation. If one person pays for both meals it is up to them to determine how/when that person is reimbursed.
The Travel Policy has not changed so you should still follow the 8 hour rule. If there is a flat amount that will be paid by an outside entity that is not specific to certain expense types, the various expense types can be added at the projected or actual cost and then the "Reimbursement Reduction” expense type can be added as a negative amount that will reduce the overall amount paid to the traveler.
It will allow you to go over the approved amount. It will just generate a warning if the total amount of the expense report is more than the original request to bring this to the attention of the approvers. This is why the expense report needs to be approved by the Cost Center Approver.
There are a variety of ways to document this:
- On the Request header the Additional Information field can be used for this explanation. You would add the Conference Expense Type to the request and attach the conference brochure as proof of travel. On the expense report, you would have no expense for this.
- When entering an expense item that will be covered by a third party, you will choose “Third Party” for the payment method. If there is a specific amount that will be paid by a third party but not necessarily for a specific expense item, add all expense items at the projected or actual cost. Next, add a "Reimbursement Reduction” expense type with the amount the third party is providing as a negative amount. That reduces the overall amount charged to the funding sources on the report.
The home address, phone number and emergency contact must be entered on the non-employee's profile in order to book travel in Concur. The SSN and instructions for wire payments are required for the NON-PO invoice process only and will not be entered in Concur.
BOOKING TRAVEL
If an airline ticket is purchased by an employee without booking in Concur: 1) the travel request will route to the CBFO for evaluation of whether or not to approve and 2) if approved, the employee will not be reimbursed until after travel is complete. Any air travel purchased by a traveler requires the bank/credit card statement as proof of purchase.
Per the updated UMB policy and procedures it is mandatory that all airfare that is paid by UMB (via reimbursement or charged to UMB credit card) is booked on-line through Concur or via a travel agent with Travel Leaders Corp.
A traveler can only reserve a flight (not book it) without an approved travel request. Since the proper procedures were not followed, this reservation will be cancelled after approximately the next day. There will be a message that the reservation requires approval but we are not configured to approve reservations without requests. Travelers/travel assistants may falsely feel that the travel is actually booked. But if there is not an approved request or the person booking did not use the link to book travel from the approved request, the flight cannot be actually booked and assigned a ticket number.
Ghost card means the credit card that is used by the travel agency. In the drop-down field for Payment Method, it will say TMC Card (Travel Management Company.) It is often called a Ghost card by the travel group.
Each month, the charges on the TMC Card will be transmitted to Concur. The charges will be matched to the travel request ID and the funding sources that were charged on the request will determine where the travel expenses are charged. If the funding source on the request is not where you intended the charges to be costed then you will need to do a debit memo in Quantum to move the expense.
Airfare is required to be booked in Concur. But you can use Concur for the rest of the travel segments, such as car and hotel.
Requests need to be approved prior to booking flights, hotel and other travel requirements for your trip.
Concur will present all available flights between the From and To cities.
No, hotels may not be charged to the "ghost"/TMC card... however, the Pcard is an available option for hotel expenses.
The ghost card can only be used to pay for airfare and rail. All other expenses need to be paid from other sources.
Delegates with a Pcard can put a deposit on a hotel reservation but cannot pay for the stay unless the Pcard holder contacts the hotel directly to arrange for an authorized payment arrangement. The traveler cannot be given the Pcard account number for payment. Otherwise, the traveler, unless he/she has their own Pcard, will need to use a personal credit card to pay for the stay.
It depends on how the payment is made. If traveler #1 pays for the entire amount then the receipt is added to their expense report with an explanation then says the cost was for traveler #1 and #2. Traveler #2 could enter the hotel expense type on their expense report using the Third Party Payment Type and explain that it was paid by Traveler #1. Or if each traveler charges half of the hotel bill to their own credit cards then they will both submit the hotel bill with evidence of the amount that each paid.
No- a detailed receipt is required per policy. If a detail receipt has been lost then a Missing Receipt Declaration must be submitted (built into Concur) and a credit card statement can be attached to support the charge.
A travel admin cannot change a traveler's profile. Only a traveler delegate or Travel Assistant can update the profile for another person.
You can add TSA and Known Traveler numbers as well as passport information in your travel profile settings.
Travel Leaders will receive a copy of ALL requests that are in the Approved status. Be aware that a request that has the booking type of Book in Concur does not get the Approved Status until the flight has been booked on-line in Concur. If the traveler decides that s/he needs a travel agent , he can recall the request and change the Booking Type in the header to Agent Assist. Travel Leaders may need the TAR# emailed to them.
All employees who refuse to book in Concur are out of compliance with our policy. It is highly likely that they will not be reimbursed for the airfare.
For employees- Yes but they need to book from the approved request using the "Book Travel" button at the top right. A booking in Concur must come from an approved request. For non-employees- No they cannot book on-line through Concur but if you choose the booking type “"Agent Assist” then the non-employee can call the travel agent to book the flight on their own. You should give them the approved form for proper authorization.
Concur will notify the traveler that the flight is not Fly America certified at the time of booking. We highly recommend that all international flights be booked via Agent Assist due to the complexity of international travel.
Yes, the profile settings need to exist before booking travel in Concur.
Yes. The hotel estimate rates serve as a guide when a traveler has a choice of hotels unrelated to a specific event.
If the flights will be completely paid by an outside entity (not reimbursed to UMB) then flights are not required to be booked in Concur. However, a request is still required for employees even when there is no or partial cost to UMB.
You can call the hotel directly. Concur is only required for booking airfare.
If the hotel rate for a conference you are attending is higher than the federal rate, you just need to put that information as the reason why you booked this hotel. This is a common reason.
No, the Travel Attestation form resides on the global hub for international travel. You have to sign it and upload the approved copy to Concur.
Yes. Travelers can get the points. However, travelers cannot select flights and hotels that are above the lowest logical cost just to earn points.
There is a Print/Email link on the travel booking screen that will print the selection of flights that meet the criteria entered.
Those discounts for preferred car rental companies are built into the rates that are displayed in Concur.
They should be booked at the same time because after booking a request status is ‘fully approved’ in Concur and no other Concur bookings can be created.
Once you have an approved travel request, you book directly from the approved request using the "Book Travel" button on the approved request. It is important that you complete the booking process after you click the Book Travel button. If you start the booking and get interrupted and navigate away from the Concur booking page then it may break the connection between the request and the booking. You could end up reserving a flight that needs approval and not actually booking the flight. If you do get interrupted it is best to start over by clicking on the Book Travel button on the request again.
The Ghost Card is not the same as the Pcard. The Ghost Card or Travel Management Card is on file with TMC, our travel partner, and can only be used for booking airfare or train fare.
Only the business travel portion for the employee can be booked on-line through Concur. If you choose to do that then you can book your family travel on your own through any travel/airline website or agent. Alternatively, you can choose Agent Assist to book your own travel by talking to a travel agent at Travel Leaders Corp (TLC) where they can book your business travel and charge it to the UMB credit card and then book your family travel at the same time and charge it to your personal credit card.
If UMB is not paying for the airfare then you are not required to book the airfare through our travel agency.
Yes. TLC is still our travel agent and will capture cancelled credits for our traveler. It may require an agent assist on the rebooking to use it but they will be able to guide you.
The actual travel policy wording says "Travelers are expected to purchase the least expensive logical fare via the most direct route." So it is provided for that we do not expect people to take unreasonable layovers. We allow for a 20% differential for domestic flights (30% for international) before you have to justify why you are choosing a more costly flight but there is no system hard stop.
Airfare can only be charged in full to the UMB card or paid for in full by a personal credit card. Only 1 card can be used. If there is an added cost to the flight due to personal travel, the traveler will have to charge a personal credit card and wait for reimbursement for the business portion when the trip is completed.
Unless there is a solid business reason why the airfare (not all travel costs) could not be booked in Concur then it is highly likely that the reimbursement request for the airfare booked outside of Concur will be denied.
If the cost of the hotel stays plus mileage is less than the cost of the lowest reasonable airfare then the employee can be reimbursed for the trip by car. If the cost is more, the employee can do it but will only be reimbursed for the lowest cost. The costs must be calculated at the time of the request approval because you can't get accurate airfare or hotel costs for back dates.
The flight needs to be booked through our travel agency. You can achieve this by booking the flight via Concur on their behalf. You can ask them to choose their preferred flights if you want but then the non-employee's delegate/travel arranger will book it. Or you can choose the Agent Assist booking option where you give the request ID to the candidate and have them call TLC to make the flight arrangements where they can charge the flight to their own credit card and be reimbursed after the trip.
If they are scheduling flights, the airfare has to be booked on-line in Concur, or via the Agent Assist with Travel Leaders Corporation. Hotels can be booked outside of Concur.
All travel reimbursements that were not fully approved by the department by COB on Friday, April 7th will need to be processed as a reimbursement in Concur.
It is mandatory that all flights that are paid by UMB, either directly or through reimbursement, must be booked on-line in Concur or using the Agent Assist function. Your candidates can contact Travel Leaders Corp (TLC) with the approved request ID and work directly with a travel agent to select and book their own flight charging the airfare to their personal credit card.
Contact
Business Applications
220 Arch Street
Office Level 2
Baltimore, MD 21201