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Concur Travel & Expense: Glossary

Review a glossary of terms used in Concur.

Term Description

The Allocate function allows users to distribute funds across Financial Units/Chart of Accounts (COA). The user/approver is able to:

  • Allocate expenses to projects or Financial Units, which will be charged for those expenses 
  • Allocate a single expense or multiple expenses on the same expense report

Concur's way of splitting funds: Users provide the COA information on the Report Header and will use the Allocate function if any of expenses on the expense report should be charged to a FinU or chart string different from the one on the Report Header.


For some types of expenses, such as business meals or entertainment, you may be required to identify all attendees of that event / expense. (Expense > Events)

Also, the recipient of a gift card may be considered an "attendee" in Concur. (Request > Gift Cards)

Audit Trail

The Audit Trail provides details such as System and User timestamps as well as Comments. (Request, Expense)

Card & Payment Products Request

Request Type where user can submit a request for:

  • New University Procurement Card (UCSD P-Card)
  • New University Travel & Entertainment Card (UCSD T&E Card)
  • University Card change action (e.g., update name, limit increase, close/cancel) for P-Cards & T&E Cards
  • Gift Cards (Award/Recognition) 
  • Human Subject Compensation (to PI/Assigned Coordinator; Gift Card)
City of Purchase  Under Expense Details, user would enter the final destination of purchase. (Expense > Procurement Card)
Comment This Concur text field allows users/approvers to provide any additional pertinent information that will be documented on the request/report and appear in the Audit Trail.
Default COA A Default Chart of Account (COA) string is saved in the user's Concur Profile that:
  • Will auto populate for each new Request created
  • Can be edited as necessary while the request/expense report is open
(Profile Settings > Request Information and Expense Information)

The Delegates feature allows an employee (delegate) to act on behalf of another employee user (delegator).

Faculty and staff may add authorized individuals as delegates through their Concur profile settings to view transactions and prepare requests/expense reports on their behalf.

Department Administrator (DA)

The Department Administrator oversees the use of the Procurement Card for their departmental cardholders.

Note: If a DA needs to prepare a Request or Expense Report for a cardholder, the cardholder needs to add the DA as their delegate.

Department Head

The Department Head role will be merged with the Standard Entertainment Approver role. Within Concur:

  • This role will continue to be responsible for approval of gifts and awards, as well as most entertainment expenses
  • This individual cannot be the same individual designated as the Special Entertainment Approver for a given Financial Unit
Event Expenses and Other Reimbursements Expense Report Type used to reconcile event-related expenses (according to BUS-79) as well as employee reimbursements for appropriate Non-PO business expenses.
Event Request

Users will initiate the catering request process by submitting an Event Request. This is the method for pre-approval of estimated expenses for an event or outside catering/bartending service for a specific business purpose. (Request > Request Type: Event Request)

Note: Catering Invoice reconciliation process occurs via Concur Expense


Concur Expense feature where user capabilities include:

  • Procurement Card Reconciliation 
  • Travel Expense Reconciliation
  • Event Expense Reconciliation
  • Employee Reimbursements 
  • View University Card Transactions (Available Expenses)
Expense Type

The Expense Type field in Concur is used to indicate the nature of the Expense. The Expense Type will prompt form fields for the user to input required information regarding the expense as it pertains to the respective policy.

Financial Unit Approver A Financial Unit Approver responsibilities include:
  • Reviewing COA and financial information in Requests and Expense Reports (and editing if needed)
  • Approving payment requests and purchases in Concur Request & Expense

See a list of Financial Unit Approvers (Excel)


Use the Itemization feature to account for receipts that include both business and personal expenses or to ensure that each of your expenses is accounted for correctly.

This feature allows the user to break out the expenses on a hotel folio (e.g., room rate, taxes, non-lodging expenses such as parking).

Out of Pocket Expenses

Refers to out-of-pocket expenses paid personally by the employee for business-related expenses for which they are requesting reimbursement.(Expense > Payment Type: Payment to Employee)

Personal Expenses Refers to personal expenses that (a) are erroneously charged to the University card and/or (b) would be out of policy.
Personal/ Non-reimbursable Expense Type Used to claim erroneous charge on a University card and need to pay back to the University for the personal/non-business expense.
Primary Assistant A traveler may assign one Primary Assistant. The individual with this Concur Travel role will receive an email copy of the itinerary for the traveler, regardless of who made the reservation. The Primary Assistant will have the ability to manage parts of the Traveler's profile. 
Procurement Card Expenses Expense Report Type used to reconcile expenses incurred on the Procurement (P-) Card.
Profile A Profile allows users to customize certain settings in Concur.
Report Where actual costs of travel/event/reward can be reconciled and paid out.
Report Header Expense Report front page form with details entered at beginning of the report (e.g., Report Type, Name, chart string elements).
Report Key Unique identifier for Expense Report that is auto-generated and appears on the Report Header once the report is created.
Report Timeline (Approval Flow) The Approval Flow window displays the route that the expense report will follow once it is submitted

The Concur Request feature is designed to help businesses control expenses by requiring employees to obtain approval before incurring travel or other expenses.

Concur Request feature where user capabilities include:

  • Travel Request (Preauthorization of trip)
  • Event Request (Catering)
  • P-Card Requests (New Card; Card Action)
  • T&E Card Request (New Card; Card Action)
  • Gift Cards (Award/Recognition)
  • Human Subject Compensation (to PI/Assigned Coordinator; Gift Card)

Note: Travel (Preauthorization) and Event (Catering) Requests are to be associated with the respective Expense Reports.

Request ID

Unique identifier for the Request that is auto-generated by the system. Required when booking travel through Concur/Balboa Travel.

Special Entertainment Approver This role refers to the individual who is delegated approval authority for University-Sponsored Special Entertainment.

Concur Travel module is UC San Diego's direct booking tool where users can access UC-negotiated rates. 

Concur Travel feature where user capabilities include:

  • Book travel (air, car rental, lodging, train)
  • Access Trip Library
  • View upcoming trips
Travel Allowance

The University reimburses its employees' travel expenses (i.e., M&I, lodging) according to a schedule of set reimbursement rates, commonly known as "per diem" or "travel allowance" rates.

The Concur function is used to create foreign itinerary and claim Foreign Per Diem expenses.

Travel Arranger / Assistant The Travel Arranger assigned by a user is able to view and modify the traveler's profile or to book travel and trips on the traveler's behalf.
Travel Expenses

Expense Report Type used to reconcile travel costs (trip reconciliation). Expense Report may include:

  • Out of Pocket Traveler Expenses
  • Travel & Entertainment (T&E) card charges
  • Prepayments to travel supplier
Travel Request

Travel Requests are required to authorize business purpose and funding source in advance of travel. The approved Travel Request serves as the preauthorization of the trip. 

It is the first part of a two-part process (the other being a Travel Expense Report). Note that once approved, one Travel Request can be linked to multiple Travel Expense Reports.

Find answers, request services, or get help from our team at the UC San Diego Services and Support portal.