Live-Concur Travel and Expense New User Interface (UI)

Posted:  09-06-2022

September 6, 2022: The New User Interface has been updated and is now live. The transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted.

The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient, and effective experience.

We encourage you to take a moment to review the updated training materials provided by Rowan IRT.

If you have any questions or need assistance, please email asktravel@rowan.edu.

Contact Information:

Concur-New User Interface (UI) will transition Sept. 6, 2022

Posted:  08-23-2022

Effective September 6, 2022, travelers will see the updated UI when they log in to the system. This transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted.

The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient, and effective experience.

Here's what you can expect:

1. Updated Home Page Features
   • The new home page view will include changes to visual elements such as fonts, colors, and icons.
2. User-Friendly Travel Request Layout
   • Requests will be displayed as individual tiles, currently they are viewed as a list. The tiles will be sorted by the date of creation.
   • The tabs (Segments, Expenses, Audit Trail, etc.) within the travel request will be removed. Segments and Expenses will be combined into one category called Expected Expenses.
   • The Approval Flow and Audit Trail tabs within the travel request will be removed. Approval Flow will be called Request Timeline and will located in the dropdown list called Request Details.
3. Quicker Expense Reporting
   • Add and create expenses from one location and correct issues fast. This means you will be able to complete your reports more quickly than before.
4. Straightforward Expense Details
   • From adjusting personal car mileage to updating meal per diem, you will be able to easily view and edit details when you open an expense.
5. Easier Itemization
   • The update will provide more space for itemization – which translates to quicker, simpler, and more accurate expense reporting.
   • Receipt visibility will be enhanced, meaning you view the receipt while completing the required fields.
6. Faster Allocations
   • The new allocation button will provide visibility within the same screen.
   • You will be able to allocate expenses to multiple accounts or account approvers.
   • Additionally you will be able to allocate a single expense, or multiple expenses at one time.

Before these changes take effect, we encourage you to take a moment to review the self-guided demos provided by Concur:

• Concur Request
• Concur Expense

Additionally, more information will be provided to assist with the transition.

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

Coming Fall 2022: Concur Travel and Expense will have a new User Interface (UI)

Posted: 06-14-2022

Accounts Payable is excited to announce the Concur Request and Expense modules will be getting an update! Changes are being made to make the travel request and expense report capabilities quicker and easier by updating the User Interface (UI). The new UI consists of a fresh new look that will improve overall usability, accessibility, and deliver an intuitive, centralized, efficient and effective experience.

Effective October 1, 2022, travelers will see the updated UI when they log in to the system. This transition requires no action from Rowan employees and will have no impact on pending requests or expense reports that have been submitted. Here's what you can expect:

1. Updated Home Page Features
   • The new home page view will include changes to visual elements such as fonts, colors, and icons.
2. User Friendly Travel Request Layout
   • Requests will be displayed as individual tiles, currently they are viewed as a list. The tiles will be sorted by the date of creation.
   • The tabs (Segments, Expenses, Audit Trail, etc.) within the travel request will be removed. Segments and Expenses will be combined into one category called Expected Expenses.
   • The Approval Flow and Audit Trail tabs within the travel request will be removed. Approval Flow will be called Request Timeline and is located in the dropdown list called Request Details.
3. Quicker Expense Reporting
   • Add and create expenses from one location and fix issues fast. This means you will be able to complete your reports more quickly than before.
4. Straightforward Expense Details
   • From adjusting personal car mileage to updating meal per diem, you can easily view and edit details when you open an expense.
5. Easier Itemization
   • The update will give more space to do your itemizations – which translates to quicker, simpler, and more accurate expense reporting.
   • Receipt visibility will be enhanced, meaning you view the receipt while completing the required fields.
6. Faster Allocations
   • The new allocation button provides visibility within the same screen.
   • Allocate expenses to multiple accounts or account approvers.
   • You can allocate a single expense or multiple expenses at one time.

Before these changes take effect, we encourage you to take a moment to review the self-guided demos provided by Concur:

• Concur Request
• Concur Expense

Additionally, more information will be provided in the coming months to assist with the transition.

Contact Information:

Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu 
856-256-4043

Concur Travel and Expense Software - Updates & Reminders

Posted:  03-02-2022

Attention Rowan University Travelers

Concur, the travel & expense software, is the system for Rowan University employees traveling on official University business. The University has also contracted with Direct Travel, a travel management company, which integrates with Concur to fulfill employee travel arrangements.

The following reminders and guidelines will assist all employees regardless of whether you are a new hire, existing employee, end user, budget administrator, administrative staff or a delegate who needs a refresher in Concur. Utilizing the information below will help reduce errors and achieve quicker travel approvals and reimbursements.

Profile:

• New training available for all employees on Delegates & Travel Assistants – Click here to sign up.
• Before any travel can be submitted in Concur, it is required that the Profile be completed.
  • Required Fields: Work/Home Address, Contact Info, Verify Email, Request & Expense Approvers
• Request and Expense Approvers must be completed within the profile before submission of a request or expense report.

Request (Only Overnight Travel):

• All overnight travel requires submission of a travel request, approvals, and the issuance of an encumbrance # before travel is booked.
• A Request should be started under the Request tab of Concur, not the Travel tab.
• Request/Trip Name: Required naming convention is Destination City and Conference name, workshop, etc.(Ex. Boston-AACOM)
• How will you book your travel?
  • 1. Online using Concur Travel: indicates you plan to use Direct Travel for booking travel directly through the Concur system (University preferred booking method).
  • 2. Phone Call to Direct Travel: indicates you plan to call Direct Travel to make arrangements.
  • 3. Third Party (Outside Source): indicates you plan to book on your own and request reimbursement.
• Confirm Fund/Org/Travel Account/Program listed on the Request Header. This is the budget line where travel should be expensed. Contact your department administrator, department budget administrator, or supervisor to verify the correct information.
• Direct Travel is the University’s contracted travel management company. An approved Encumbrance # is required to complete booking. Click here to access more information.
• Review status of a request: Select Requests from the Concur top menu. You will see all the requests you created and the status of each.
• A Request can be recalled to make changes or adjustments as long as it has not been approved.

Expense (Overnight & Day Travel):

• Upon completion of overnight travel, log in to Concur and select the appropriate request to begin your expense report. Under the Action heading, select Expense. Expensing from the existing request ensures appropriate reimbursement will be issued.
• The mileage calculator tool must be used when selecting the expense type “Personal Car Mileage”. Complete the Waypoints, “A” and “B” fields with a physical address, to ensure reimbursements are calculated accurately.
• Per policy, shortest route must always be selected. Enter each segment (“A” and “B”) of your mileage as a separate line item, and verify the shortest distance has been chosen. The round-trip function is not allowable for mileage. 
• Submission of a Google Map is no longer required.
• Expenses $25 and under do not require a receipt.
• Once reimbursement has been received, the request must be closed by the traveler to ensure any remaining balance will be released and returned to the assigned FOAPAL.
• Expense Reports must be submitted 10 business days after overnight travel was completed.

·     Monthly Day Travel Expense:

• Monthly Day Travel Expense reports require the following naming convention “Month Year Day Travel” (example - January 2022 Day Travel)
• Create one expense report per month for all car mileage and related expenses.
• The “Campus to Campus” expense type is required when traveling between Rowan Glassboro, CMSRU Camden, and Rowan SOM.
• Meals are not reimbursable for Day Travel.
• Monthly Day Travel reports must be submitted within 45 days after the monthly travel was completed.

Common Concur Error Messages:

• If the following message appears, “Missing the required approver for next workflow step. You may be able to select an approver. Contact your Administrator for assistance.”
  • This is corrected by adding two Request Approvers within the profile.
• If the following message appears, “This report could not be submitted. Missing the required approver for next workflow step.”
  • This is corrected by adding one Expense Approver within the profile.

Students & Non-Employees:       

Students (Undergrad-Post Grad, etc.) and Non-Employees do not have access to Concur. Click here to access the paper-based process.

• Paper forms can be submitted via email, travel@rowan.edu, be sure to acquire all approval signatures before sending to Accounts Payable. 
• Required approvals for request: Department Head, Division Head, Ethics Liaison Officer, Grants (when applicable), and Dean of Students-Kevin Koett (students only).
• Requests will not be processed without proper approvals.
• Student travel requests should include brochure, registration form, or information printed from a website to verify the travel information. The backup should also include the GSA per diem breakdown and the signed student Release and Waiver form.

Training:

• For step by step WebEx or departmental training, contact asktravel@rowan.edu to schedule a meeting.
• Delegate/Travel Assistant Training-Register here.
• All Concur training materials can be found on the following websites:
  • Accounts Payable Website
  • Concur Training Site

Contact Information:
Miranda S. Salvatore
Accounts Payable
salvatoremi@rowan.edu
856-256-4043

Concur Travel and Expense Training

Posted: 4-8-2021

Attention Rowan University Travelers, Assistants & Approvers – Concur Travel and Expense Training

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue to provide training for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

 Important reminders:

• Employees must complete their Concur profile to be able to access each of the Concur modules.
• All Concur training materials and training registration can be found on the Accounts Payable website for your reference.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 - last day for employees to submit Day Travel Expense Form (mileage log) using our current paper-based process.
• December 2, 2020 - last day to submit or approve all employee travel forms using our current paper-based process.

Concur Travel and Expense Training - February

Posted: 2-4-2021

Attention Rowan University Travelers, Assistants & Approvers – Concur Travel and Expense Training

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue to provide training for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

 Important reminders:

• Employees must complete their Concur profile to be able to access each of the Concur modules.
• All Concur training materials and training registration can be found on the Accounts Payable website for your reference.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 - last day for employees to submit Day Travel Expense Form (mileage log) using our current paper-based process.
• December 2, 2020 - last day to submit or approve all employee travel forms using our current paper-based process.

Concur Travel and Expense Training

Attention Rowan University Travelers – Concur Travel and Expense Training

Concur Travel and Expense Training

Attention Rowan University Travelers – Concur Travel and Expense Training

Concur Travel and Expense Training

Attention Rowan University Travelers – Concur Travel and Expense Training

Concur Travel and Expense Training

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue weekly training until December 2, 2020 to provide ample time for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

Important reminders:

• Employees traveling on official university business need to complete their Concur profile to be able to access each of the Concur modules.
• All Concur training registrations can be found on the Accounts Payable website for your reference.
• Online training and registration will continue weekly until December 2, 2020.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 is the last day employees can submit a Day Travel Expense Form (mileage log) using our current paper-based process.
• December 2, 2020 is the last day to submit or approve all employee travel forms using our current paper-based process.

Attention Rowan University Travelers – Concur Travel and Expense is now Live!

Concur, the new travel and expense software is now live for Rowan University employees traveling on official university business. As previously announced, Concur Travel and Expense is replacing our current paper-based travel system and becoming the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel is replacing Sunward Adventures as the University’s new travel management company. Direct Travel integrates with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach creates a seamless experience for our travelers across the University.

To ensure a smooth transition, the Accounts Payable Department will continue weekly training until December 2, 2020 to provide ample time for each employee to fully acclimate to the new system. Due to the current circumstances of COVID-19, all training is being provided electronically. Each training was designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions are also being provided for each Concur module.

Various training opportunities for each Concur module (Request, Travel, Approvals & Expense Report) are conveniently formatted to ease the transition:

• Online videos available on the Concur training site
• PowerPoints & Quick Reference Guides available on the Accounts Payable website
• WebEx sessions offer by topic and module

For step-by-step WebEx sessions and registrations, review the table below:

Important reminders:

• Employees traveling on official university business need to complete their Concur profile to be able to access each of the Concur modules.
• All Concur training registrations can be found on the Accounts Payable website for your reference.
• Online training and registration will continue weekly until December 2, 2020.
• One-on-one training for departments or employees can be scheduled via asktravel@rowan.edu.   
• November 30, 2020 is the last day employees can submit a Day Travel Expense Form (mileage log) using our current paper-based process.

As announced, Concur Travel and Expense (Concur) will replace our current paper-based travel system and become the system of record in facilitating all of your University travel needs. With the introduction of Concur, Direct Travel will be replacing Sunward Adventures as the University’s new travel management company. Direct Travel will integrate with Concur to fulfill employees' travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. This integrated and centralized approach will create a seamless experience for our travelers across the University.

More significantly, booking through Concur allows quick access to view where University travelers are located and provide assistance should the need arise.

The transition to Concur will begin in FY 2021 starting July 1, 2020 and continue through December 2, 2020. Due to the current circumstances of COVID-19, all training will be provided electronically at this time. Each training is being designed with helpful references for all levels of learning from a quick reference guide to webinar overviews. Step-by-step PowerPoints and WebEx sessions will also be provided for each Concur module to ensure a smooth transition. Training resources will be available weekly so that ample time is provided for each employee to fully acclimate to the new system. Please review the key dates listed below for more information.

Various training opportunities will be provided in convenient formats to ease the transition:

• Online videos
• Quick Reference Guides
• Webinar Overviews
• Power Point Presentations by topic
• WebEx sessions by topic

 The following is a list of key dates associated with the shift to Concur and online training:

Meanwhile, we encourage you to take a moment to review the following generic Concur videos to familiarize yourself with the new system.

Exploring Concur Home Page, click here for video.
Updating Traveler’s Profile, click here for video.
Assigning a Delegate in Concur, click here for video.
Acting as Delegate in Concur, click here for video.
Travel Request in Concur, click here for video.
Travel Request Approval in Concur, click here for video.
Expense Report in Concur, click here for video.
Expense Report Approval in Concur, click here for video.

If you have any questions or concerns, please do not hesitate to contact us at 856.256.4115 or asktravel@rowan.edu.

Dear Colleagues,

The Division of Finance is pleased to announce the implementation of a new, state-of-the art travel system. Beginning on May 1, 2020, Concur Travel and Expense (Concur T&E) will replace our current paper-based travel system and become the system of record in facilitating all of your University travel needs.

Concur T&E will integrate encumbrances, travel bookings, and expense reporting into a single system of record. Through this technology, administrative functions will be consolidated, thereby allowing you to seamlessly request travel, receive approval for travel, book travel, and submit travel-related expenses. Our strategy is to improve customer satisfaction, increase operational efficiency, streamline processes, and improve transparency of travel and expense by automating T&E processing.

Administratively, Concur T&E will allow us to:

• Monitor and manage compliance for travel and expense;
• Improve travel and expense reporting;
• Consolidate functions of travel and expense;
• Leverage buying power on services provided by our vendors; and
• Electronically collect, store, and manage receipts in adherence with University travel policy. 

Functionally, Concur T&E will:

• Simplify travel requests and approvals;
• Reduce time spent making travel reservations;
• Minimize the need of completing paper-based travel forms;
• Allow on-the-go capabilities through user-friendly mobile applications; and
• Provide pre-populated expense reports to assist users with the submission of travel reimbursements.

The transition to Concur T&E will take place in phases. Additional information will be sent over the next few weeks along with notification of critical key dates. In the meantime, we encourage you to take a moment to review the self-guided demo provided by Concur T&E: https://www.concur.com/self-guided-demo-expense#/

If you have any questions or concerns, please do not hesitate to contact us at 856.256.4115 or travel@rowan.edu.

Sincerely,

Ana Cardona

Email questions to asktravel@rowan.edu
SAP Concur Link

Miranda Salvatore
salvatoremi@rowan.edu
856-256-4043

Debbie Dipietroantonio
dipietrod2@rowan.edu
856-256-4338

Keri Fearon
fearon@rowan.edu
856-256-4330

Risk Management & Insurance
(856) 256-4370
Website: Business Travel Accident Insurance

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