Concur Travel & Expense: Glossary

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)

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

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)

• Will auto populate for each new Request created
• Can be edited as necessary while the request/expense report is open

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.

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.

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

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)

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.

• 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).

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)

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.

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

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

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.

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 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.