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Concur Approvals Overview

Learn about the approval workflow in Concur.

Approvals for all Concur documents are processed within the application itself.

Concur Approvals: Role Request - introduction to approvals in Concur and a video walk-through of the Role Request process.

As with other systems, roles within Concur are derived from the Financial Unit that is selected when creating a Concur document. IPPS is not able to edit or bypass approval hierarchies. Concur documents are routed to a specific person for each step in the approval process. Only that specific individual can log in to Concur and approve the document.

Each department should establish an approval plan for their Financial Units and assign the appropriate approvers for each Financial Unit. Concur has two rules in place when it comes to who may approve documents in compliance with the Conflict of Interest Prevention Guidelines:

  • You cannot approve documents submitted via your Concur account
  • The same person may not approve a document twice

It is best practice to have multiple approvers at each level; e.g. 

  • 2 Financial Unit Approvers
  • 2 Department Heads
  • 2 Special Entertainment Approvers

While this is the minimum amount of approvers recommended, departments may add as many authorized approvers to their Financial Units as desired.

Note: Concur only recognizes one role per Financial Unit between Department Head Approver and Special Entertainment Approver; the same individual cannot be selected for both approval levels. When identifying individuals to approve for your Financial Unit, please keep in mind the Delegation of Authority Guidelines outlined by the University. Additionally, you may refer to the Approving Meetings and Entertainment page for further information.

To view the current roles for your Financial Unit, please utilize this KBA.

To add any new Concur Approver roles, please utilize this KBA.

A comprehensive list of resources for Concur Approvers can be found at the bottom of this page.

Supervisor Approvers

Departments have the option of adding the appropriate Supervisor Approver to the employee payee’s Concur profile in accordance with any of their internal/department policies. This provides departments more control and visibility to the request & expense process. The Concur document will route for Supervisor Approval first before entering the standard approval workflow.

  • Departments must add the Supervisor Approver to the employee payee's Concur profile if their internal/department policies require this level of approval
  • Only users who have an approver role already can be selected as Supervisor Approvers
  • To add a Supervisor Approver for T&E Card Requests, applicants go to Profile Settings and select Request Approvers 
    • Add in the name of the user's supervisor in the first Default approver field and select Save
  • To add a Supervisor Approver to the Expense Report approval flow, go to Profile Settings and select Expense Approvers
    • Add in the name of the user's supervisor in the first Default approver field and select Save

 

supervisor 

  • To remove a Supervisor Approver, delete the approver's name from the field and select Save. All documents will need to be recalled and resubmitted for the workflow change to take effect.

Financial Unit Approvers

Financial Unit Approval is required on every single Concur document. This is usually the first approval required after a document is submitted. The Financial Unit Approvers are chosen via the Approver field on the Report Header when creating a Concur document. 

finu approvers

Note that you will only be able to choose from Financial Unit Approvers assigned to the Financial Unit selected. Additionally, if there are no Financial Unit Approvers assigned to a Financial Unit, the Financial Unit will not be available for selection in Concur.

You can create an allocation within the Concur document so that certain expense lines are reviewed by a different Financial Unit Approver than the primary approver indicated in the Report Header. The document will need to be approved by both approvers before advancing in workflow.

Financial Unit Approvers will see all expenses within a document, even ones that are not allocated to them. When a Financial Unit Approver completes review and approves, they are only approving the specific expenses that have been allocated to that approver.

Sending documents back when there are multiple allocations will disrupt the review/workflow for the other Financial Unit Approver(s).

A comprehensive list of resources for Concur approvers can be found at the bottom of this page.

 

Other Approvers

This section will touch very briefly on other types of approvers in Concur:

Department Head and Special Entertainment Approvers - These approvers generally need to have authority delegated to them to be able to approve at these levels. See the Approving Meetings and Entertainment for further information.

Exceptional Approval - All Event Expense Reports that go over the CPP limit by 200% will go to the Exceptional Approver.

User-Added Approvers - Approvers are able to add extra approvers to a document outside of the ones established by policy. Please see the How to Perform Tasks as an Approver in Concur KBA for further reference.

Approver Resources