Concur - University Travel & Expense Management FAQ Page

General Questions

Concur is a Travel and Expense Management tool that is being used for requesting approval for travel, booking travel, requesting expense reimbursement and also for reconciling Pcards and Declining Balance Debit Cards.

Each Department has an administrator who can add individuals to the Concur hierarchy via Banner Admin (FZCEMPM). Once you have been added in the Concur system (updates overnight), you will be able to log in with your Network ID.

Within Concur, click on 'Expense'. If the report is not displayed, click on the down arrow next to ‘Active Reports’, which is located next to ‘Report Library’. Select the date range you want to search in and complete the necessary fields.

  • If you are the Administrator designated in the Banner Application to review your departments reports, you can go to your Approvals and look for the report.
  • If you are a delegate for an individual, you will need to go to their login and review their approved Expense reports.
  • If you are not either of these, you will need to email the individual who charged your department or reach out to the Travel Team and we can download the report for you.

No. The SAP Concur App is free in the Apple and Android Stores and will require a network ID to log in.

Concur has a desktop option for travelers to request, book, and submit reimbursement requests.

Amazon Business will Email your receipts directly to your Concur Account.

Your travel profile needs to match the names and information on your Government issued ID’s. This will be the information used to book your travel.

Travel Questions

While it is preferred that travel be approved prior to booking, in situations where supervisor approval cannot be obtained in a timely manner, travel approval can be obtained after booking. Note that approval must be obtained after booking and prior to submitting a reimbursement request.

  • If an individual is traveling more than twice a year, they should have their own Pcard and they should use this card for all purchases and travel. This card is reconciled in Concur. Click to request a Pcard   
  • If an individual is not traveling more than twice a year or needs to access cash during their travel, they should have a Declining Balance Debit Card. This card is reconciled in Concur.  Click to request a Declining Balance Debit Card  
  • All Airfare booked within Concur or with CTP directly will be charged to a card stored in the system, automatically.  The Traveler will reconcile that charge within their Expenses in Concur. 
  • Personal Funds should only be used if a Pcard or Declining Balance Card was not available or is not an option. Submit all receipts for reimbursements.
  • Cash Advances will be very rarely handed out and will need to be authorized in advance by the Business Office with reasoning as to why one of the options above are not feasible. Please contact the Travel Team if you need to request an advance.

Your Pcard or Declining Balance card will convert the charge automatically. We have a Currency Converter for your use if you paid cash in a foreign currency.

When you book travel through Concur, add a note to the Travel Agent about what your needs may be (there are a couple options in your profile you can select that the airlines receive directly). The Agent will then make accommodations you need on your booking.  Also, after booking you can go directly to the vendor for anything specific.  Note, that if your accommodation is outside of policy, please attach the DSR approval letter for the exception to your expense report when submitting.

Request Questions

You cannot have a blanket approval, but you can copy previous reports to duplicate the request.

  • Go to your Approved Reports
  • Locate the report you want to copy
  • Open the Report
  • Select the Copy Report button
  • Update any information that has changed ie. Dates, Report Name, etc

All travel booked in Concur requires prior approval. Complete a request under the Request tab of your Concur profile and submit it for approval. This will generate your request ID.

Expense Questions

You can Itemize an individual charge to break one charge to more than one FOAP. You can also allocate a charge to different FOP’s by either percent or amount.

Please refer to Missing Receipt Affidavit (Concur), under Additional Features on the Concur training site. 

Due to the legality of this form, it can only be completed and “signed” by the person that the report is for. That individual will need to create the missing receipt declaration themselves.

Go to the GVSU T&E Forms page to download the Misc Expenses T&E form. Submit it, along with all receipts, to travel@gvsu.edu. An e-mail approval or physical signature from the appropriate Dean/Appointing Officer is required.  A copy of the contract is not required.

We recommend creating Groups of attendees if you regularly use the same people. It is faster and more accurate to create a group than to add people individually (if you have less than 50 attendees). 

Please contact the Travel Team if you need assistance with a one-time upload of attendees. Note current GVSU employees do not need to be re-uploaded into Concur. Employee names are already available to add to a Group.  

The Business purpose should be short and a high level explanation of the meeting. For example - Concur Conference, Baseball Recruiting, etc.  There are only 64characters in this field. Therefore, any additional information that needs to be added, should be entered in the Comments field.

You will need to create a new expense report in Concur because you cannot claim the same expense twice. On the new report, ensure that you refer to the previous report in the comments.

Approval Questions

Exceptions will be routed to the appropriate Appointing Officer within Concur. They will receive an email and mobile notification when they have a new report to action.

An Administrator can be a delegated approver if your AO approves it. However, as Administrator, you cannot approve your own expense reports as that delegate. For example - if you are a delegate for your manager and you submit an expense report as you, your manager will need to log in directly and approve the request

Faculty that are claiming reimbursement for Professional Development or primary approvers reviewing these reports may need to add an additional approver to the workflow.

  • The faculty claiming reimbursement can add an approver under Report Details > Report Timeline.
  • The approver can do this using the Approve and Forward button. Each department should determine how they want this approval workflow to work.
  • Each of your reports must be approved by your designated Concur Supervisor.
  • You can add an approver to your own report by clicking Report Details > Report Timeline > Edit.
  • Your Supervisor can click the Approve and Forward button to send the report on to the appropriate location.

Pcard Questions

Yes – Most departments will continue to have Department cards for general use.

  • Department Card Logs – If you have a Department Card, you should continue to have a Department log. The purpose of the log is to help keep track of the card - who has it, when and what was charged - and helps create the Business Purpose in Concur. The best practice for a Department Card is for a department to keep the log internally and put the user's name in the Business Purpose of the individual charge within Concur. This will help for later tracking. If you do not want to do that, you will need to attach a copy of the log to the charge.

In Concur, use Expense Type 7018 – Personal/Non-Reimbursable. This will send the charge to your budget, into account 7018. You then need to reimburse the University for the mistaken charge. A check or money order for the amount should be delivered to the Business and Finance Office at 2015 Zumberge Hall.  Once the check is received, we will credit your FOAP.

Reconcile all charges before your last day and follow the Pcard Policy for what to do with your Card.

All Pcards assigned to you will be linked on your main Concur Expense page.  You can also look at the detail for each individual card by selecting the All Expenses drop down next to the Available Expenses header.  You can then select which card you want to look at.

Department cards can only be assigned to a single profile in Concur. The transactions for this card will only appear under the profile to which the card is assigned. If the card is not assigned to you, you will need to provide the receipt and other necessary information to this individual.

Your Pcard expenses are automatically fed into your Concur profile and will appear under your Available Expenses with the Pcard payment type. It can take up to a week for transactions to appear. If the payment type says Out of pocket, you have manually entered the expense details and you will not be able to change the payment type to Pcard. If you need to reconcile a Pcard expense, wait for the transaction to feed into your profile with the Pcard payment type.

GVSU has partnered with Corporate Travel Management (CTM) for all travel bookings made in Concur. CTM charges $5.00 for bookings made in Concur, and this fee comes over as a separate expense in your profile. The expense type will default to airfare, but you are encouraged to charge this to the same FOAP that will be used for the booking. If this fee is paid by a GVSU Pcard, expense details will be fed in with the transactions and a receipt is not required. If the fee is paid out of pocket, a receipt is required.

Guest / Student Questions

Refer to Concur Training – Creating a Guest Expense Report. NOTE: Guest reports are not to be used for GVSU employees.  

Navigate to the Travel tab of your Concur profile, and click “Book for guest” at the top of the trip search tool on the left-hand side. Book as you would for yourself. Concur will ask for your guest’s personal information.

For students with occasional travel or expenses, a GVSU employee will need to book travel and/or prepare a guest report on behalf of the student.

Students with frequent and ongoing expense and/or travel needs may be eligible for a sponsored account. Contact Erica Herwig at herwige@gvsu.edu for more information on sponsored accounts.

Transportation Questions

All reservations that are delivered to campus go thru Facilities Services. Please refer to the Driver Approval, Vehicle Use and Rental Procedures.

Meal Questions

  • A Traveler will submit an expense report for per diems. For step-by-step instructions, refer to Concur Training – Web Travel Allowances
  • When you create an expense report, select “Yes, I want to claim Travel Allowance.”
  • If the per diem was part of a trip booked through Concur, you then only need to check meals that DO NOT need to be reimbursed. You will see your reimbursed rate adjust as you select meals that are not included.
  • If the per diem is not associated with a trip booked through Concur, you will need to create an Itinerary for the trip and then you will be able to select the meals you do not need to be reimbursed for.
  • A traveler will be reimbursed up to the GSA meal rate by locality – this auto calculates high rate cities and countries.
  • Note: the Travel Allowance screen assumes you are getting per diem for full days. Select meals you DO NOT need reimbursed. Do not deduct meals from the first or last day. These rates are automatically calculated to reimburse 75% of the full day rate, and additional adjustment is not required.
  • Do not use the Travel Allowance feature for Per Diem needed for a Single Day.
    • Use an individual Expense Type for meal reimbursement for a Single Day.
      • 7022 Single Day Meal – Breakfast
      • 7022 Single Day Meal – Lunch
      • 7022 Single Day Meal – Dinner
    • Note: This Expense Type should only be used when you have a meal by yourself with no overnight stays.
    • Single Day Meals do not use the GSA Rates automatically. Please look for the appropriate rates on the GSA Site. Consider using the exact amount spent as these charges are taxable.

The IRS states that any meals reimbursed for single day travel are considered taxable because there are no overnight stays involved. There is not a business purpose to the Per Diem (for example - an individual would provide their own lunch normally if there were not overnights involved, so it’s a benefit to be reimbursed for same day per diems). 

If you are unsure whether an expense meets the criteria for reimbursement and/or if it will be considered taxable by the IRS, you might find this Taxable Expenses document helpful.

Use the 7094 Group Meals expense type anytime there is more than one person at a meal that will be paid for with GVSU funds. Attendee names and affiliations (employee, student, or guest) are required for any group meal paid for by GVSU.

Note employee-only meals are against policy and need to be routed to your Appointing Officer/Dean for approval.

  1. Itemize the alcohol so it is separated from the regular food expenses. Use expense type 7029 Alcohol.
  2. Use a FOAP with a designated fund code (12XXXX) for the alcohol.
  3. Add your Executive Officer to the workflow, after your Appointing Officer. You can do this by clicking Report Details > Report Timeline > Edit.

Payment Questions

Cash Advances will only be approved if the trip or item for purchase cannot be managed with a Pcard, Declining Balance Card or Personal Funds. These should be rare and will be reviewed by the Business Office prior to payment.  Complete the Travel Advance Request Form at least 5 days prior to needing funds. Cash advances will be reconciled completely outside of Concur. Hard copy receipts and approvals will be required.

Email travel@gvsu.edu if the last place you received payment is no longer valid.

  • Note that payments will default to Direct Deposit if you have set one up for T&E or your Permanent address on file if you do not have Direct Deposit

Complete the Travel Expense Direct Deposit Setup Form  (you will need to log in to the secure access page with your network ID & password for this form) and submit to the Business Office as directed on the form. 
Note: This is Separate from Payroll Direct Deposit - the payables system does not share your direct deposit information with payroll and vice versa - you need to complete a form with each office separately.

Travel and Pcard Policy and Procedures