Students & Guests

Plane

To Request the Creation of a Student Or Guest Profile in Concur, Please Click HERE

Information needed for profile creation:

  1. Legal Name as it appears on the traveler’s ID - Used for bookings
  2. DOB - Used for bookings and issuing a UA ID if needed
  3. Email - Unique identifier in the system
  4. Mailing Address - Used for travel reimbursements
  5. Approver - For F1 travel, there will be no supervisor- who should approve this travel? For restricted, travel will be routed to COA (PI)
  6. Delegates - Who will be working on behalf of this traveler in the system?
  7. Funding source for travel

Students

  1. Have an Alaska.edu email address
  2. Access Concur via single sign on (SSO)
  3. Password is the one associated with their UA credentials (use ELMO to manage UA passwords)

Guests

  1. Do NOT have an Alaska.edu address
  2. Access Concur via Concur Solutions
  3. Password is set by the traveler when they activate their account
  1. Preparing Request - Delegate can generate, fill out, add attachments to a request for travel on behalf of traveler
  2. Submitting Request - Delegate can submit request for approval
  3. Booking Travel - Delegate can use Concur to generate booking from request
  4. Preparing Report - Delegate can generate an expense report, add a travel allowance, assign expenses, make allocations, etc.
  5. Viewing Receipts - Delegate can view traveler’s receipts
  6. Receiving Notifications - Delegate receives the same system notifications as traveler:
    1. Approval status changes
    2. Itinerary info
    3. Card charges reminder (for purchases on agency card)
    4. Expense report reminders

Request Header - Enter the details of the trip (Purpose, destination, dates, personal time, 3rd party support, funding)

Request Segments - Enter the travel components the traveler needs. Airfare should almost always be booked in the tool, lodging may or may not be booked in the tool (CTM may be able to provide payment), car rental may be reserved but must be purchased with traveler’s personal funds (will reimburse).

Expenses - Complete by adding any additional expenses. Use “Other” for parking and other small expenses.

Approval Flow - Check to make sure request will route to appropriate approvers,

Attach Documents - Agenda, business only comparison (if traveler will take personal time), etc. You can either ask the traveler to submit (there is no notification method you can trigger from Concur- you’d have to do this in an email) or you can submit for them.

  1. ALWAYS GENERATE THE BOOKING FROM THE REQUEST – Do not book until you’re ready as interrupting the booking may break the Request-Travel link
  2. Select traveler’s desired flights, seats, and ensure mileage numbers are populated (if available)
  3. Select traveler’s lodging reservation
    1. Must be held on a UA card
    2. Skip this step if booking lodging outside the booking tool or need CTM to book and pay (will provide the lodging information in the "Comments for Travel Agent" box on the "Trip Booking Information" screen)
  4. Select traveler’s rental car
    1. Traveler will need to purchase this on their own and be reimbursed
    2. Full size class (or less) is allowable, unless there is a business justification for a larger (ATV, truck, van, etc.) class vehicle
  5. Finalize the itinerary – Use the "Comments for Travel Agent" box to ask for lodging reservations or rural carrier tickets that would be reserved and paid by CTM (partial touch fee $10)
  6. Itinerary can be sent to multiple email addresses (will always go to traveler and delegate with email notification permission)
  7. Now that the booking is complete - GENERATE THE EXPENSE REPORT
    1. Enter the expected itinerary in the Travel Allowance section, edit, and adjust per diem as needed
    2. Assign agency card charge for airfare (in traveler’s “Available Expenses”), upload any UA prepaid expenses by on ProCard such as registration, and attach receipts

Four ways that the traveler or the coordinator can get receipts into Concur for processing:

  1. Mobile App (traveler only) - Once the traveler is profiled in Concur, they can download and activate the SAP Concur mobile app
  2. Email receipts to receipts@Concur.com – Traveler from verified email or coordinator by adding traveler’s verified email to subject line
  3. Scan paper copies and upload to Concur - This can also be done with photos of receipts
  4. E-Receipts - Traveler activates in Concur Profile

Either the traveler OR the coordinator should

  1. Select and move agency charges from "Available Expenses" to report
  2. Attach receipts where required from "Available Receipts"
  3. Enter Travel Allowance: Itinerary
    1. Manually enter times in transit - Must always be two lines on itinerary OR
    2. Import from booking itinerary – Must edit to eliminate lines for layovers (may try to assign layover destination per diem)
    3. Once itinerary is entered correctly, create per diem expenses
    4. If no per diem will be reimbursed, exclude all
    5. Otherwis, exclude by day or meal
    6. First and last day are 75% of business location rate
    7. You can add an expense called “Per Diem Reduction” to reduce per diem further if desired
  4. Itemize any lodging expenses
  5. Ensure appropriate backup is attached (do not need to re-attach business only comparison from Request, processor will view during review)
  6. Traveler must submit – When report is ready coordinator may need to notify them to submit
  1. If the traveler will take personal time, business only itinerary must be attached
  2. If the personal time exceeds the business only amount, the traveler or coordinator may
    1. Book the entire business only flight in the booking tool and then have the traveler call CTM to modify ticket (CTM may have to reissue ticket to remove corporate discounts on legs altered for personal time as we are not eligible for those discounts except via corporate card purchase)
    2. Book the business+personal flight in the booking tool and add the additional amount to the expense report as a personal expense itemizations - CANNOT EXCEED REIMBURSABLE AMOUNT (there is no guaranteed mechanism to recoup funds for personal time from non-employees)
    3. Pull a business only comparison and allow traveler to book ticket outside booking tool with their own credit card, reimburse for amount of business only comparison
  1. Title IX - Notify the traveler about their rights and responsibilities under this law
  2. Volunteer Forms - Ensure that all necessary volunteer forms are provided
  3. Is the traveler a minor? If so, make sure that all minor consent forms are complete - May travel on airline unaccompanied, but cannot stay by themselves in commercial lodging
  4. Sometimes guests require additional accommodations, e.g. a very tall guest speaker needs a premium exit row seat for leg room.