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Welcome to Concur Class!
Strategic Procurement
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Table of Contents1. Policies2. Tips – Helpful Hints3. Important Information4. Definitions – Role of Approver, Delegate5. How to:
– Log on to Concur– Assigning a Delegate under Profile– Travel Vacation Reassignment– Create Non-Travel Related Pcard Transaction Expense Report– Book Travel
• Airfare• Hotel• Car Rental
– Create Travel Related Expense Report– Create New Itinerary– Import Transactions to Expense Report– Allocate Funds for Transactions– Split a Transaction– Use Multi-select Feature– Attaching Receipts– Splitting out Personal Purchase– Apply for Cash Advance
6. Concur User Account Activation
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To Use Links
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Proposed Policy Changes
• Airfare, hotel, and car rentals should be booked though Cliqbook with a Pcard.
• Individual travel meals will no longer be placed on the Pcard. We will be using per diem with no receipts required.
• Per diem and lodging rates will be based on GSA (U.S. General Services Administration) rates, which can be found at: www.gsa.gov
• Use our preferred vendors, with whom we have negotiated discounted rates.
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Proposed Policy Changes, cont.• To determine the most economical method (personal vehicle
vs. rental car), use the Enterprise calculator found at: http://www.enterprise.com/car_rental/mileageCalculator.do
Athens Enterprise is located at Don Wood on East State Street.
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Policies
• Ohio University Policy & Procedure• Travel and Entertainment Policy• Pcard Policy• Buying Guidelines
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Helpful Web Sites
• GSA Web Site• Log in to Concur at
https://concur.admsrv.ohio.edu• Concur Travel & Expense Training Site:
http://www.concurtraining.com/customers/ohio/index.htm
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Helpful Tips
• Name in profile within the Cliqbook/Concur system must be exactly the same as is on your drivers license or passport.
• Use the ‘cancel’ button instead of the ‘back’ button on your browser
• Use your mouse to save instead of the ‘enter’ key.
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Important Information
• Login is your Oak ID and password• Be sure to click on the E-Receipt Activation to
insure vendors can send receipts.• Keep paper receipts.• Transactions must be updated within 10 business
days from posting to Concur.• Supervisor has 5 business days to approve; after
5 days, it is automatically forwarded to their supervisor for approval.
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Definitions
• Concur: Travel and expense reporting system.• Cliqbook: Online travel booking tool within
Concur• Approver: Direct supervisor as assigned by
Human Resources• Delegate: Can create and/or view expense
reports on behalf of another employee. The person who creates the delegate relationship determines your rights and privileges (create, view reports, receive emails) as a delegate.
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Log on to Concur
• https://concur.admsrv.ohio.edu/concur/
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Concur Gateway
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Successful Log On!
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Assigning an Expense Delegate
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Travel Vacation Reassignment
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Non-Travel Related Pcard Expense Report
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Non-Travel Related Pcard Expense Report
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Non-Travel Related Pcard Expense Report
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Non-Travel Related Pcard Expense Report
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Non-Travel Related Pcard Expense Report
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Ohio University Detailed Report
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Ohio University Detailed Report
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Attaching a Receipt
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Uploading a Receipt from your Computer
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Creating a Fax Cover Page
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Fax Cover Page
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Viewing Receipts
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Submit Report
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Additional Approval
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Select Name of Additional Approver
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Save Workflow
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Expense Report Submitted
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To Book International Travel:
• For Better International Rates – – Call Jaya Travel: 248.358.9100 – Office hours are Pacific Time on recording
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Cliqbook – For Domestic Travel
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Cliqbook Trip Search– Online Booking Tool
• Green = in policy, allowable expense• Yellow = indicates outside policy. If you
choose this, you must provide additional explanation. May have to reimburse expense.
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Cliqbook: Booking Hotel
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Cliqbook: Booking Airfare
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Cliqbook: Booking Airfare
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Cliqbooks: Booking a Rental Car
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Create Travel Related Expense Report
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Create Travel Related Expense Report for Guest or Other
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Create Travel Related Expense Report
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Create Travel Related Expense Report
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Create New Itinerary
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Save the New Itinerary
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Completed New Itinerary
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Available Itineraries
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Per Diems - Expenses & Adjustments
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Import Transactions to Expense Report
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Expense Substantiation
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Personal Mileage
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Taxi
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Taxi
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Personal Purchase at Hotel
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Splitting out Personal Purchases
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Allocate Funds for Transactions
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Allocate Funds for Transactions
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Splitting a Transaction
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Multi-Select Function
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Exception Messages
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Attaching a Receipt
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Uploading a Receipt from your Computer
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Creating a Fax Cover Page
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Fax Cover Page
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Cash Advance
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Travel World
Contact Information for Travel World: Toll Free (800) 210-3350Phone (740)-533-4630Fax (740) 533-4623
Call Travel World with your travel booking questions.
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Benefits of American Express• $1,000,000 Worldwide Automatic Travel Accident
Insurance• $5,000 lost luggage insurance• American Express Global Assist Hotline
1-800-554-amex (2639)Collect from abroad 715-343-7977 available 24 hours a day from anywhere – to obtain
medical information and monitoring, prescription replacement, doctor referrals, English speaking lawyers, embassy and consulate referrals, customs/passport/visa info, online destination guides that include weather reports, exchange rates, and more.
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Workflow Changes
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Concur User Account Activation
• Once you have completed training, please email [email protected].
• Email Subject: Concur Training Completed• The Concur Administrator will reply when
your Concur user account is activated.