A. CONCUR

About Concur

Columbia University has introduced SAP Concur, a new travel and business expense management system, which is a web-based and mobile enabled tool that has replaced paper-based forms. With Concur Travel, travelers can book domestic and international flights and make reservations for rental cars, hotels, and rail, with purchase information flowing directly into Concur Expense. Concur Expense streamlines the preparation of expense reports and helps you manage receipts, expenses, and travel from your mobile device. Read the following high-level overview presentation of Concur: Concur Overview Webinar for Staff

Getting Started with Concur

Introductory Training for All Users

This web-based training is for all users of Concur, both travel and expense.  You can access the training here. Depending on which modules of this training are pertinent to you, this should take about 1 to 1.5 hours to complete. Please note that you should submit the associated Training Acknowledgement to attest to training completion.

Approver Training for Supervisors/Managers

This web-based training is only for users who have been assigned a Supervisor/Manager role.  You can access the training here. This training should take about 30 to 45 minutes to complete. Please note that the Introductory Training (for all users) should be taken prior to the Approver Training.

The Approver Training includes a Knowledge Assessment for which a 90% or higher grade must be achieved before the Concur approval role is assigned to you.

If you have questions, please contact concur@law.columbia.edu

  • Access Concur: Log Into Concur 
  • Log in with your UNI and password
  • Concur requires multi-factor sign-in authentication utilizing DUO

If a login warning appears reminding you to review and update your profile, click OK and you will be directed to the homepage.

Users should follow one of these training guides to set up their profile:

Job Aid: Travel and Expense Users

Job Aid: Expense Only Users (non-travelers)

Users should follow this job aid for guidance on how to assign and manage their delegates:

Job Aid: Assign and Manage Delegates

The following training guide will help you manage notifications and email reminders from Concur and World Travel Inc. (WTI)

Job Aid: Manage Notification Emails

Travel & Business Expense Reports

The following policies relates to legitimate and reasonable travel and business expenses incurred on behalf of the University. These policies are governed by Columbia University and conform to federal as well as state law and the restrictions placed upon sponsored projects:

Business Expense Policy      Travel Expense Policy      Cash Advance Policy

To learn how to create and complete a Travel and Business Expense Report to request reimbursement for expenses you incurred, view and download the following job aid:

Job Aid: Creating Expense Reports in Concur

Watch this video demonstration to learn how to create and submit a business expense report in Concur: Creating and Submitting a Business Expense Report

Watch this video demonstration to learn how to create and submit a travel expense report in Concur: Creating and Submitting a Travel Expense Report   

Users can assign delegates to act on their behalf and prepare their expense reports. To act as delegate and prepare expense reports on behalf of others, the delegate must select the user on their Profile under "Acting as other user." A delegate can only prepare the report, therefore the user will be required to submit the report for approval in Concur.

Users should follow this job aid for guidance on how to assign and manage their delegates:

Job Aid: Assign and Manage Delegates

By default, Students are not opted-in and do not have access to Concur. To assist Students with reimbursable expenses, a Staff member can create and complete a Travel and Business Expense Report on behalf of the Student. 

To request reimbursement for a Student, the user must select CU Non-Profiled Payee as the Type of Report. Please follow our Report Header Guidance when completing the Create New Report screen in Concur. The following worksheet should be completed and included with the expense report:

Web Form: Non-Profiled Payee Travel and Business Expense Worksheet 

Guidance for users completing the report header in the Create New Report screen in Concur:
Type of Report

Select from the drop-down menu:

  1. CU Business Expenses to reimburse Faculty and Staff for business related items (non-travel)
  2. CU Non-Profiled Payee to reimburse Student Employee and Student Non-Employee
  3. CU Travel Expenses to reimburse Faculty and Staff for travel related items when traveling on University business

School, Division, Sub-Division and Admin Department

This section should default from your Concur Profile, but you can edit if necessary


Report Name 

Use the following report naming convention: Payee's UNI and Payee's Name

  • Example:  MMG42 Maritza Marie Gretzky

Report Purpose

Select the overall purpose from the drop-down menu


Detailed Business Purpose

Include the SpeedChart information followed by a detailed explanation of the business purpose:

  • Example:   55AOP30J   Law Administration Professional Development. Maritza incurred expenses to attend a Conference related to Learning & Development at NYU on September 10, 2020.

Vendor Type and Vendor Name/ID

These two fields will appear only if you chose "CU Non-Profiled Payee" as the Type of Report. This step only applies when you are reimbursing a Student:

Select the appropriate Vendor Type from the drop-down menu:

  1. Student Employee
  2. Student Non-Employee 

Select the correct Vendor Name/ID which is the Student Profile (CNR#######)

  • Suggestion: Click on the filter icon to search by Vendor Name (Text) or Vendor ID (Code). If no results are found, please reconsider the Vendor Type you previously selected. 

GL BU, Department, PC Business Unit, Project, Activity, Initiative, Segment, Site

These ChartFields default from your Concur Profile, but you may need to override any of the existing values to match the values of the SpeedChart you selected.

  • Example:  If the GL BU, Department, PC Business Unit, Project, Activity, Initiative values all match, but the Segment appears to be different. Override the existing value in the Segment field to match the value in the Segment you see in the SpeedChart.
Receipts

The payee is expected to obtain receipts for all expenses. A receipt may take many forms (i.e. cash register receipt, copy of an order form, web receipt or confirmation). A complete receipt must identify: 

  • Date of purchase
  • Vendor name
  • Itemized list and unit price of the purchased items
  • Total amount

Receipts are strictly required for the following expenses:

  • Airfares/rail
  • Hotel/lodging
  • Car rental

For other expenses, if you were not able to obtain a receipt, lost the receipt, or the receipt is incomplete (i.e. not itemized), you may create a Missing Receipt Declaration (Affidavit) for the expense under Manage Receipts.

To learn how to add a Missing Receipt Declaration for those Expense Item missing required receipts, view and download the following job aid:

Job Aid: Adding a Missing Receipt Declaration to an Expense Item


Proof of Payment

The payee is also expected to obtain proof of payment for all expenses. Proof of payment is usually included in the receipt with a notation of:

  • "Cash tendered"
  • "Paid"
  • A zero balance due
  • Debit/Credit card payment (card type, last four digits of card and/or signature)

If no proof of payment is available in this form (i.e. missing or incomplete receipt), a debit or credit card statement may be provided. You may black out any private or unrelated information. If an expense was paid in cash, add a comment stating it was paid in cash. 

To learn how to itemize hotels and/or lodging on a Travel Expense Report in Concur, view and download the following job aid: 

Job Aid: Itemizing Hotel/Lodging in a Travel Expense Report

Watch this video demonstration to learn how to itemize hotels and/or lodging on a Travel Expense Report in Concur: Itemizing Hotel/Lodging in a Travel Expense Report

Users can specify the currency when they are adding the details of the expense. Once the amount is entered in foreign currency and the currency type is updated, the fields displaying the conversion rate and the amount in USD will automatically appear. The conversion rate automatically updates based on the transaction date. 

Questions?

Please contact concur@law.columbia.edu