A. CONCUR

Concur is the University's new travel and business expense management system that has replaced the paper-based reimbursement (TBER) process. Concur streamlines the preparation of expense reports and helps you manage receipts, expenses, and travel from your web browser or mobile device. The University has also partnered with World Travel, Inc. (WTI) to assist travelers with their arrangements. University-related travel can be booked using the Concur Travel Portal or over the phone with a WTI travel agent. Visit the Columbia Finance Travel & Expense Site

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

The following training guide will help you set up and install the Concur Mobile app, TripIt Pro app, and the International SOS (ISOS) app on your phone

Job Aid: Setting Up and Installing Concur Mobile, TripIt, and ISOS Apps

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 and Guests (Outside Parties) do not have access to Concur. To assist Students and Guests with reimbursable expenses, a Staff member can create and complete a Travel and Business Expense Report on their behalf.

To request reimbursement for a Student or Guest, 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 form is optional to help you organize expenses for all Student and Outside Party reimbursements, but it is not required:

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

Expense Tab in Concur
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 expenses (non-travel)
  2. CU Non-Profiled Payee to reimburse Outside Party, Student Employee and Student Non-Employee
  3. CU Travel Expenses to reimburse Faculty and Staff for travel related expenses 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

Indicate "Outside Party" instead of the UNI when reimbursing an outside party or non-affiliate of Columbia, for example: Outside Party Thomas Levine


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.

Suggestion:  Answer these questions where applicable to help you come up with a detailed business purpose: Who? What? Where? When? Why?  

Excerpt from the Business Expense Policy: Business Purpose                                              
All expenses must be for a valid business purpose that is necessary and reasonable in order to conduct University business. A business purpose must be documented for all expenditures for which an individual is reconciling or requesting reimbursement.


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 or Guest (Outside Party):

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

  1. Outside Party
  2. Student Employee
  3. Student Non-Employee 

Select the correct Vendor Name/ID which is the Student Profile (CNR#######) or Outside Party Profile (0000######)

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 all other expense types, receipts must be provided if the expense is $50 or more.

Missing Receipts

Payee justification is required and a Missing Receipt Declaration must be added for expense items missing required receipts. Therefore, if the expense is more than $50 and you were not able to obtain a receipt, lost the receipt, or the receipt is incomplete (i.e. not itemized), add the following to the report:

  1. User/Delegate must add a justification explaining the reason why there is no itemized receipt in the "Comment/Justification" section of each applicable expense.
  2. User must add a Missing Receipt Declaration under Manage Receipts before he/she submits the report. Only the user can add the Missing Receipt Declaration.

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

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

Please note that if the expense is less than $50 and does not require a receipt, the user will not be able to add a Missing Receipt Declaration because it is not required. Instead, the user must add a justification explaining the reason why there is no itemized receipt in the "Comment/Justification" section of each applicable expense. 


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. If the bank statement shows the charge in USD, you don't need to convert the foreign currency.

Web Browser

Web browsers behave differently and may not show the receipts properly in Concur. We strongly recommend to use Google Chrome


Choosing an Initial Reviewer

If you do not have a Supervisor in Concur, you will be required to choose an Initial Reviewer for the report to proceed to the next workflow step. Once you click on "Accepts & Continue" and "Submit Report," the "Edit Approval Flow" window will appear requesting you to identify an approver (Initial Reviewer). Lookup and select Darrell Blount (dpb6) if you are prompted to select an Initial Reviewer.


Adding Receipts

Receipts must be added individually to the expense report. Each receipt/order is considered a separate expense and should not be combined. 


Create New Attendees 

Users are required to list the name of each attendee for meetings and events of fewer than 10 attendees or the attendee count for events of 11 or more attendees, and their relationship to the University. Some expense types will require the name of each person regardless of the count, i.e. Gifts. 

Create attendees for events with 11 or more attendees:

  • Click the Attendees link next to Allocate
  • Click Add
  • Click Attendees tab next to Recent Attendees
  • Click on the Create New Attendee link to add attendees
  • Select Group Event - 10+ Attendees as the Attendee Type from drop down 
  • Enter the Event Name (ex. Student Outreach Planning)
  • Click Create Attendee
  • Close the window X
  • Update the Attendee Count
  • Click Save

Create attendees for events with 10 or fewer attendees:

  • Click the Attendees link next to Allocate
  • Click Add
  • Click Attendees tab next to Recent Attendees
  • Click on the Create New Attendee link to add an attendee
  • Select the most appropriate Attendee Type from drop down menu
  • Enter the First NameLast Name, and Institution/Company if the attendee is an Outside Party
  • Click Create Attendee
  • Close the window X
  • Click Save 

Frequent Expense Types

Concur Requests & Travel Portal

The following policies relates to legitimate and reasonable travel expenses incurred on behalf of the University. These policies are governed by Columbia University and conform to Federal and State Law:

Travel Expense Policy    International Travel Planning Policy    Cash Advance Policy


First or Business Class Travel

Airfares should be booked in economy class. If you need accommodation due to a documented medical condition that has been approved by the University's Leave Management office, need to book a flight that has a scheduled in-air flight time in excess of five hours, or need to travel in first class due to extenuating circumstances, your trip must be pre-approved by Brendan Mallee, Senior Business Officer.


Traveling on Sponsored Funds

Anyone traveling on Sponsored Funds is subject to Uniform Guidance and the Federal government's Fly America Act. For more information visit: Travel on Sponsored Funds

Concur Travel Process
  1. Submit a Pre-Trip or Cash Advance Request. 
  2. Book Air, Hotel or Rental Car
  3. Prepare and Submit Your Expense Report

Pre-Trip Approval 

Pre-trip approval is required for all travel in advance of the trip in order to book travel and be reimbursed for travel related expenses. You will not be able to submit an Expense Report without obtaining pre-trip approval beforehand. Please refer to Requests Guidance

 

Travel Tab in Concur
Guidance to Book Travel in Concur

Review the following chart for a description of transaction fees for travel booked in Concur or with a WTI Travel Counselor over the phone: Transaction Fee Chart

To learn how to book domestic flights, hotels, and car rentals in Concur Travel, watch the following video:

Video: Using Concur Travel to Purchase Domestic Air, Hotel, and Rental Car


Requirements and Restrictions

Airfares            Rail/Amtrak            Hotels            Car Rentals


International Travel

Travelers are advised to contact a Columbia University designated Travel Counselor at World Travel, Inc. (WTI) at 1-855-961-0313 to book their international trip and ensure all requirements are met to travel internationally. For more information visit International Travel

Requests Tab in Concur
Guidance for users submitting Requests in Concur:
Type of Request

Select from the drop-down menu:

  1. CU Travel Cash Advance to request a cash advance for travel related expenses 
  2. CU Non-Travel Expense/Advance  to request a cash advance for business related expenses (non-travel)
  3. CU Pre-Trip Request to request pre-trip approval in order to travel and be reimbursed for travel related expenses 
  4. CU Pre-Trip Request w Advance to request pre-trip approval in order to travel and request a cash advance for travel related expenses

School, Division, Sub-Division and Admin Department

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


Request Name 

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

  • Example:  MMG42 Maritza Marie Gretzky

This section only appears if you chose "CU Non-Travel Expense/Advance" as the Type of Request:

Start Date of Expense

End Date of Expense


This section only appears if you chose "CU Pre-Trip Request" as the Type of Request:

Business Travel Start Date

Business Travel End Date

Trip Purpose

Final Destination City


Detailed Business Purpose / Funding Source

Include the SpeedChart information followed by a detailed explanation of the business purpose, and include additional destinations if applicable :

  • Example:   55AOP30J   Law Administration Professional Development. Maritza would like to request pre-trip approval for an economy class airfare to attend a Conference related to Learning & Development in Florida on September 10, 2020.

Suggestion:  To write a detailed business purpose, answer these questions where applicable: Who? What? Where? When? Why?  


This section only appears if you chose either "CU Travel Cash Advance" or  "CU Pre-Trip Request w Advance" as the Type of Request:

Travel Type

Trip Type

Will this trip include personal travel?

Personal Travel Dates?  (mm/dd/yy - mm/dd/yy; mm/dd/yy - mm/dd/yy; etc...)

Comment


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.

Cash Advance

This section only appears if you are requesting a cash advance request:

Purpose for Advance

Payment via Direct Deposit / ACH / Check

Cash Advance Amount

Cash Advance Comment

 

Users can assign delegates to act on their behalf and book their travel. To act as delegate and book travel on behalf of others, the delegate must select the user on their Profile under "Acting as other user."  

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 and Guests (Outside Parties) do not have access to Concur. To assist Students and Guests with travel, a designated Staff member can make travel arrangements on their behalf. Only designated Travel Arrangers can book travel for Students and Guests (Outside Parties). 

Travelers in need of ground transportation including taxis, private car service, buses, or personal vehicles, click here to learn more: Ground Transportation

Follow this job aid for guidance on how to connect Uber and Lyft apps to Concur:

Job Aid: Connecting Uber and Lyft Apps to Concur

Booking Rail 

Select Coach when traveling on Amtrak Regional and Business class when traveling on Amtrak Acela. Otherwise, it will require expense segregation and cost comparison for the difference in fare. 

Questions?

Please contact concur@law.columbia.edu