Concur Travel and Expense Quick Reference

1 GEMS Concur Travel & Expense Quick Reference Guide Page 1 of 4. Logging In Verify Expense Information If the approver name listed on the Expense Approvers page is incorrect or if 1. In the User Name field, enter your 1. At the top of the My Concur page, the field is blank, contact your company's CNetID. click Profile. system administrator. 2. In the Password field, enter your 2. On the Expense Settings menu on CNet password. the left side of the page, click Add a Favorite Attendee 3. Click Login. Expense Information. 1. At the top of the My Concur page, If you are not sure how to start Concur 3. On the Expense Information page, click Profile. Travel & Expense , check with your verify the pre-populated 2.

2 On the Expense Settings menu on company's system administrator. information. the left side of the page, click Update Your Profile If any of the Expense Information is Favorite Attendee. incorrect, contact your company's system 3. On the Favorite Attendee page, Change your time zone, date format, administrator. click New Attendee. or language Add an Expense Delegate 4. From the Type dropdown menu, 1. At the top of the My Concur page, select the appropriate Attendee click Profile. 1. At the top of the My Concur page, Type. click Profile. 2. On the Other Settings menu on the 5. In the Last Name field, enter the left side of the page, click System 2. On the Expense Settings menu on last name of the new attendee.

3 Settings. the left side of the page, click Expense Delegates. 6. In the First Name field, enter the 3. On the System Settings page, first name of the new attendee. update the appropriate 3. On the Expense Delegate page, click Add Delegate. 7. In the Attendee Title field, enter information, and then click Save. the job title of the attendee. 4. In the Search by employee name, Update your personal information email address or logon id field, 8. In the Company field, enter the 1. At the top of the My Concur page, type the last name of the delegate company where the attendee is click Profile. you wish to add. employed. 2. Click Personal Information in the 5. From the list of matches, select the 9.

4 Click Save. middle of the page. appropriate person. Enable E-Receipts 3. On the Personal Information page, 6. Select the responsibilities you wish 1. At the top of the My Concur page, update the appropriate this delegate to perform on your behalf. click Profile. information, and then click Save. 7. Click Save. 2. On the Other Settings menu on Set up a Travel Arranger or Assistant the left side of the page, click E- 1. At the top of the My Concur page, Change Expense Preferences Receipt Activation. click Profile. 1. At the top of the My Concur page, 3. On the E-Receipts page, click E- 2. Select Personal Information. click Profile. Receipt Activation. 3. Scroll down to the Assistants and 2.

5 On the Expense Settings menu on 4. In the E-Receipts confirmation Travel Arrangers section. the left side of the page, click window, click I Accept. 4. Click Add an Assistant located to Expense Preferences. Exclude a Credit Card from E- the right of the section. 3. In the Send email when section, Receipts select the appropriate actions. 5. In the Search Criteria field, type 1. At the top of the My Concur page, the last name of the person you 4. In the Prompt section, select the click Profile. wish to add as an assistant/ Travel appropriate actions. arranger. 2. On the Profile page, scroll down to 5. In the Display section, select the the credit card section. 6. Click Search. appropriate options.

6 3. Click the Edit icon (pencil icon 7. From the Assistant dropdown 6. Click Save. located to the far right of the credit menu, select the appropriate Verify Expense Approvers card section) for the credit card you assistant. wish to exclude. 7. At the top of the My Concur page, 8. Select Can Book Travel for Me. 4. Uncheck the Receive e-receipts for click Profile. 9. Select Is my primary assistant for this card checkbox. Travel , if necessary. 8. On the Expense Settings menu on the left side of the page, click 5. Click Save Changes. 10. Click Save. Expense Approvers. 9. On the Expense Approvers page, verify that your default Expense approver is correct. Version 5/10/2010. GEMS Concur Travel & Expense Quick Reference Guide Page 2 of 4.

7 Make a Travel Reservation map of the selected location and 5. To cancel your entire trip, click the the nearby hotels. Trip Library link at the top of the Make a flight reservation 4. Click Info for a specific hotel to find Travel home page. 1. On the Flight tab, select one of more detailed information for the 6. Click Actions to the left of the trip these: hotel. you wish to cancel, select Cancel Round Trip 5. Three rates appear by default. To Trip, and then click OK. One Way see more, click View more hotel Create an Expense Report from a Multi-Segment rates. Completed Trip 2. In the Departure City and Arrival 6. When ready to reserve your room, When your trip has completed (past the City fields, enter the cities for your click Reserve for the appropriate trip end date), the button appears in the Travel .

8 Rate and hotel. Exp Report? Column of the Trip List 3. In the Departure and Return fields, 7. Click Next. section of My Concur . select the appropriate dates and Complete the Booking 1. Click the Exp Report? Button. times. Concur Travel & Expense creates an 1. Enter your trip information in the 4. If you need a car, select Pick- Expense report for you and Trip Name and Trip Description up/Drop-off car at airport. attaches the applicable expenses to fields. 5. If you need a hotel, select Find a the report. 2. Click Next to finalize your Hotel. (More information appears; 2. Make any necessary changes. reservation. make the appropriate choices.) 3. Print, submit, and provide receipts. 3. To complete the booking, click 6.

9 Select Refundable Only, if Purchase Ticket. appropriate. Cancel or Change an Airline, Car 7. In the Search Flights By field, Rental, or Hotel Reservation select either Price or by Schedule. Flight changes are available for e-tickets 8. Click Search. that include a single carrier. 9. Select the appropriate flight, but do If the trip is already ticketed but has not not click Reserve. occurred, you can change the time of the 10. After you find the appropriate flight if an even exchange is available or flight, click View Seatmap next to the ticket is refundable. Your change the flight. options will be with the same airline and 11. Click any green (unoccupied) seat routing. (move the mouse pointer over a Contact the appropriate Website or seat to see the number).

10 Click vendor directly if you did not book your Select Seat, and then click Close. trip using Concur Cliqbook Travel . 12. Click Reserve. 1. At the top of the My Concur page, Select a car click Travel . 2. In the Upcoming Trips section of 1. If you specified that you need a car My Concur , click the name of the on the Flight tab, you will see car trip. results for the car search. 3. Click Change Trip. 2. Select the appropriate rental car, and then click Reserve. 4. On the itinerary, click the appropriate link to: Select a hotel Email your itinerary If you selected the Find a Hotel option on Change seat the Flight tab, the hotel results are Change the flight day or time displayed after you choose rental car.