welcome to concur class! strategic procurement. table of contents 1.policiespolicies 2.tips –...
Post on 19-Dec-2015
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Welcome to Concur Class!
Strategic Procurement
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
To Use Links
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.
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.
Policies
• Ohio University Policy & Procedure• Travel and Entertainment Policy• Pcard Policy• Buying Guidelines
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
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.
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.
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.
Log on to Concur
• https://concur.admsrv.ohio.edu/concur/
Concur Gateway
Successful Log On!
Assigning an Expense Delegate
Travel Vacation Reassignment
Non-Travel Related Pcard Expense Report
Non-Travel Related Pcard Expense Report
Non-Travel Related Pcard Expense Report
Non-Travel Related Pcard Expense Report
Non-Travel Related Pcard Expense Report
Ohio University Detailed Report
Ohio University Detailed Report
Attaching a Receipt
Uploading a Receipt from your Computer
Creating a Fax Cover Page
Fax Cover Page
Viewing Receipts
Submit Report
Additional Approval
Select Name of Additional Approver
Save Workflow
Expense Report Submitted
To Book International Travel:
• For Better International Rates – – Call Jaya Travel: 248.358.9100 – Office hours are Pacific Time on recording
Cliqbook – For Domestic Travel
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.
Cliqbook: Booking Hotel
Cliqbook: Booking Airfare
Cliqbook: Booking Airfare
Cliqbooks: Booking a Rental Car
Create Travel Related Expense Report
Create Travel Related Expense Report for Guest or Other
Create Travel Related Expense Report
Create Travel Related Expense Report
Create New Itinerary
Save the New Itinerary
Completed New Itinerary
Available Itineraries
Per Diems - Expenses & Adjustments
Import Transactions to Expense Report
Expense Substantiation
Personal Mileage
Taxi
Taxi
Personal Purchase at Hotel
Splitting out Personal Purchases
Allocate Funds for Transactions
Allocate Funds for Transactions
Splitting a Transaction
Multi-Select Function
Exception Messages
Attaching a Receipt
Uploading a Receipt from your Computer
Creating a Fax Cover Page
Fax Cover Page
Cash Advance
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.
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.
Workflow Changes
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.