Welcome to the IoN Travel Page - Everything You Need to Know about ConcurTravel
All travel must be approved in advance by completing a Concur Request
Airfare MUST be booked through Concur or our TMC (Travel Management Company)
URL: concur.uoregon.edu. Log in using your UO credentials. If you are unsuccessful logging in, after four attempts, Concur will suspect phishing and block your account for 24 hours. *Chrome seems to work best as a browser
Travelers and travel coordinators will book air travel using Concur Travel (an online booking tool) or directly through their preferred university travel management company (TMC). Concur Travel and TMC bookings take advantage of university-negotiated discounts and lower ticketing fees, limit the unintended purchase of basic economy fares (no-frills, unchangeable, non-refundable tickets), and ensure compliance with the Fly America Act (required for travel paid by federal grants). Outside bookings will only be permitted if a university cost saving can be demonstrated in advance.
Step 1: Profile - Please review/update your profile settings if you haven't done so.
Step 2: Look But Don't Book - Look for flights and save a screen shot
Step 3: Requests - Read How will I book my Travel? You can complete the online form and send me a screen shot of the exact flight that you want to IoN travel and I will set up your request that you will need to submit OR you can read the Self-Service directions and complete it yourself.
Are you adding Personal Time? - Personal time added to a trip and the comparison shows personal time is a higher cost, use TMC (Direct Travel). Here are instructions on how to do a comparison. Here are instructions on how to send the approval. Our TMC contacts are Linda firstname.lastname@example.org and Sherry email@example.com.
Step 4: Book your flight/lodging/rental car - Once the Request is approved, go to the Concur home screen and click Request to see a list of Active Requests. Find the approved request and click the Book link in the right status column. This will launch the booking tool with pre-populated Request information. If you are staying in a Conference Hotel, book using the instructions on the Conference website. If you want to book your own hotel, you can use Concur (now includes AirBnB) or book a room on your own. When you look at hotels in Concur, for the city where you will be staying, it will show you the per diem rate for that city. *Make sure you go through all of the pages when booking until you have confirmed the booking.
Step 5: Travel - While you are traveling, use the Concur app to take pictures of all of your receipts and they will flow into your Expense tab in Concur.
Step 6: Expense - When you return, your travel needs to be Expensed. If you would like IoN travel to complete your Expense Report, please complete and submit this Excel Spreadsheet to IoN travel, and you will be notified (via a Concur email) when it is ready to submit. It is preferable for you try it yourself, follow the instructions in the Concur User Manual. A section that may not be clear is the second item Travel Allowance (aka per diem). Please see these tips with pictures to help clarify. Here is a handy checklist to make sure you have everything: Concur Expense Report Review Checklist
Take a look at the UO Travel website for updated info, training's, video's.
Concur FAQ's, tips, and definitions:
- Attaching Support Documentation to a Concur Expense Report
- Attaching Support Documentation to a Concur Expense Report:
Use Expense Types: Other Supporting Documentation, Other Documentation/Airfare Comparisons, Conference Info and Agenda and click on Attach Receipts to upload support information regarding travel or an expense. Please do not upload multiple documents in one file by using the Receipt button at the top of the Concur form. This slows down the review process considerably when needing to review 20 pages over and over to find a single receipt.
- Business Purpose
- Business Purpose:
The header in Request and Expense was designed to require business purpose in both places. Request is often input 2-6 months prior to travel and is often a very simple, not fully developed outline of a trip. The Expense business purpose should provide the full details that would meet IRS Accountable Plan requirements to demonstrate business benefit to the UO of the travel and should stand up under audit scrutiny.
- Comments versus Additional Information
- Comments versus Additional Information:
Please use the Additional Information box for explanations. The Comments box is for notes to the next approver and will drop when the next comment is entered. Additional Information stays with the Audit Trail.
- Download the Mobile app
- Download the Mobile app:
Log onto your Concur profile using your UO credentials.
In the upper right corner click on your name and then on Profile Settings.
Click on Concur Mobile Registration.
Click on Create a Concur Mobile PIN.
Click Set concur Mobile PIN. (This will be a onetime password to activate the app).
Install the SAP Concur app on your mobile device and enter your uoregon.edu email address on the sign in page when it asks for Work Email or Username. Click next.
When it asks for your password, enter the PIN you just created (not the password to your Shibboleth sign on) and sign in.
Allowable gratuities can be reimbursed at the state standard of 15%. Please review your amount before submitting.
- How to Go Back to sections of Expense
- How to Go Back to sections of Expense:
Click “Details” to review the header information and the Travel Allowance information.
- How will I book my trip?
- Look But Don't Book:
Use the booking tool to look up your airfare price to fill in request. Do Not Book.
Click Request and fill in the Header, Segments and Expenses. For “How will I book my trip”, select either #1 Online Concur Booking Tool. Important: If you are not using the Booking Tool, select any other option.
Upon Approval, click Request and in the list of Active Requests, locate the Book button
- Meal Per Diem/Travel Allowance
- Meal Per Diem/Travel Allowance:
Concur calls Meal per diem Travel Allowance. When you save an Expense Report header, the box asks if you are including Meals and Lodging. Click yes, and fill out the itinerary. Each page is an entire travel day itinerary including both departure and arrival time.
Remember: Save, Save, Next, Next
All meals are assumed: Check boxes to indicate meals that were provided and consumed and to remove. If all meals were provided, GSA allows an incidental to be claimed. Check the box to Exclude All if not claiming any expense for the day.
Then click Next, and Next to create the grid. If you need to go back to review, locate Travel Allowance options in the “Details” link
After the initial travel day itinerary input, click Save. After the final travel day itinerary input, click Save.
- Per Diem for International and US Possessions, territories, Alaska and Hawaii
- Per Diem for International and US Possessions, territories, Alaska and Hawaii:
These per diems have not changed and are established by Department of Defense for US Territories and possessions, Alaska and Hawaii and by the State Department for International destinations. For budget planning, see the Travel website – Travel Resources for the tables.
- While you are traveling...
One Card - If you travel more than once a year, you need this!
This card is to be used strictly for travel expenses, nothing else.
With the rollout of Concur for Travel, the UO is offering a new corporate travel visa card program called One Card. This corporate card program is available to all UO business travelers. The One Card is a corporate travel card, not a personal-liability card, and will be paid directly by UO. Travelers won’t have to “float” payments on the card while waiting for a travel reimbursement, and won’t have to deal with interest charges. The One Card will be linked to the traveler’s Concur account, and posted transactions will automatically appear in their Concur expense reports.
To qualify you must have a .5FTE or greater UO appointment with forecast pay. If you have already applied for the new UO One Card, thank you!
How to apply:
Go to forms.uoregon.edu. Log in with your UO credentials and navigate to Business Affairs, Travel, UO One Card corporate Travel Credit Card Request.
1. UO employee fills out the form and clicks Save.
2. Next Screen - Click Edit and in the next screen enter your Budget Authority’s email address (firstname.lastname@example.org). Save.
3. Next screen: At bottom, click arrow to Send document
4. Next screen: At bottom, review and sign the cardholder agreement.
IMPORTANT: Please be sure to include your legal name, your 95# (UO ID), and your uoregon.edu email address
Questions: send email to email@example.com or call 541.346.3313
UO Travel Department 541.346.3100 or firstname.lastname@example.org
Travelnews: Updated when new is sent out