Concur Basics

Blink is the go-to resource for policy information. We have recently reorganized our pages to be grouped by specific policy. If desired, please use the below links to be taken to the main page of each section.

• Travel Policy
• Entertainment Policy
• External Policies

Whereas Blink is the best source of policy information, all How-To guidance on Concur processes are housed in UC San Diego Services & Support. This link will take you to the Budget & Finance Knowledge Base. You can search for articles by typing in key words into the search box, or scroll down to view Knowledge Base Articles by Category. The majority of Concur-related Articles are in the Travel category.

A set of key articles can be found below:

• How to Log in to Concur
• How to Create a Travel Request in Concur
• How to Submit a Travel Expense Report in Concur
  • The Travel Expense Report Checklist can be used as a reference to make sure you are not missing any required information/documentation when submitting the Expense Report
• How to Create an Event Expense Report in Concur
• How to Request a New Travel & Entertainment Card

Concur utilizes the Delegate feature in order to allow employees the option to have a colleague prepare documents on their behalf. This permission must be given by the employee themselves - they are consenting to having a colleague act as a Delegate on their behalf. Assign a colleague as a Delegate (Knowledge Base Article).

Aside from assigning Delegates, the most interaction they will have with Concur will be to log in and submit specific Travel Expense Reports. This is to allow the Traveler to certify the accuracy of the expenses being claimed for their reimbursement. Please utilize this guide to log in and submit specific Travel Expense Reports.

Utilizing Concur to prepare documents on behalf of other employees is common practice within many departments at UC San Diego. While Concur is designed to have each employee prepare and submit their own documents, employees can set up their colleagues as Delegates in order to have them prepare documents on their behalf.

• A Delegate is an employee with the ability to act on behalf of another user within Concur.
• Employees who wish to have someone act as their delegate must log into the system and grant these permissions to their colleague.
  • A step-by-step guide to adding a Delegate in Concur has been written in Services & Support. Please follow those steps in order to allow a colleague to perform actions on your behalf in Concur.
  • This step cannot be skipped: an employee needs to perform this action to grant consent to having another employee act on their behalf.
• Once set up as a Delegate, employees will be able to switch between their own Concur profile and the Concur profile of the employee they are a Delegate for
  • This guide provides instructions on how to act as a Delegate.

For actions that a Delegate cannot do (such as submitting a Travel Expense Report), the employee receiving the reimbursement must log in to Concur. Please see Concur for Employees with Preparers section above for specific instructions on that process.

For those who will be processing their own documents, we have created several guides on various procedures in Concur. More information can be found in the Procedure Basics section of this page.

Below are a few tips to employees processing their own documents via Concur:

• If you are unsure as to your chart string information (Fund, Function, Financial Unit, etc.), please speak with your Financial Unit Approver or Fund Manager.
• Guide to resolving chart string errors.
• Guide to resolving common alerts.
• If you have any questions, please visit us during our Office Hours (we are Procure to Pay & Travel and Expense) or submit a case via Services & Support.

If you will be frequently utilizing Concur, there are training classes available to help you become familiar with the system. UCSD Travel & Expense holds two Travel training classes a month - Before You Go and Reporting Expenses. Additionally, there is a monthly class on Events & Expense Reimbursements.  Class schedules can be found here.

Additional Information:

• For a full page of Concur/Travel & Expense Resources (training, short videos, Services & Support travel categories), review Concur:Help.

• Apply for a Travel & Entertainment Card - for employees traveling and entertaining for official UC San Diego business