Concur includes five modules:

• Request - This module is used to automate the travel request and approval process before incurring any travel expenses. Requests are used to obtain preapproval for travel. Rowan University employees are expected to submit Requests in Concur for all overnight domestic and international travel. The Request must be approved prior to making any travel reservations and or completing an Expense Report. Requests include an estimate for all travel expenses you may incur while traveling on official Rowan University business. Requests will automatically close 61 days after the Travel End Date and cannot be linked to an Expense Report. For more information on University domestic and international travel requirements see the "Company Notes" provided on the Concur dashboard.

• Travel - This module is used to book travel reservations: airfare, hotel, car rental, etc., made through the University’s contracted travel management company, Direct Travel. Direct Travel integrates with Concur to fulfill employees’ travel booking arrangements, automatically transfer itinerary information to expense reports and maintain the traveler’s rewards. More significantly, booking through Concur allows quick access to view where University travelers are located and provide assistance should the need arise. An approved Request is required before making any travel reservations. Once the Request is approved, you will receive an Encumbrance Approval Number (E#) from cognos-proxy@rowan.edu.

• Expense - This module is used to automate, manage and approve your travel expenses after travel occurred. Expense Reports are used to submit overnight travel (domestic and international) and day travel. Expense Report is created after expenses are incurred which requests reimbursement for out-of-pocket expenses, and to reconcile any University paid transactions including TD Bank Ghost Card transactions. 
  • Overnight travel (domestic & international)
    • Expense Reports must be submitted within 10 business days after overnight travel was completed to ensure appropriate reimbursements occur. Extended delay in submitting an Expense Report could lead to a denial of reimbursement. 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.
  • Day Travel (mileage)
    • You do not need a Request or encumbrance number for your Day Travel expenses. Day Travel consists of attending official University business without the need to stay overnight. Reimbursable expenses for Day Travel include: mileage, tolls, parking, conference fees, workshop fees, or training fees. The request of per diem meals is not reimbursable when traveling during the day.
      Create one Expense Report per month for all car mileage and related expenses. Remember to deduct your daily commute when leaving from home. Utilize the “Campus to Campus” mileage expense type when traveling between Rowan Glassboro, CMSRU Camden, and Rowan SOM Stratford. Day Travel should be submitted within 45 days after the monthly travel was completed.
      
      

• App Center - This module will help Rowan University and their travelers find apps that drive smarter, spend easier, travel and effortless expensing. The App Center provides quick access to your favorite apps and services, which can be linked to Concur. This allows an open door between the two services so the data that needs to be shared can flow securely and automatically.
• Approvals - All requests & expense reports go through an automated approval workflow process once submitted. Approvers are responsible for a review of policy compliance, travel approval, funding source and verifying non-reimbursable transactions are not included. Approvers are also responsible for verifying all required supporting documentation is attached to the request and expense reports. Ensuring traveler is performing official university business, exercising care when planning travel and verifying expenses are planned in the best interest of the university to minimize travel expenses. Approvers may perform some changes to the request and expense reports. If the approver does not approve timely the system will continue to receive an email notification every day until the condition is met. 

  Request		Expense Reports
  Approver Type	Person Responsible	Approver Type	Person Responsible
  Default Approver 1	Department Head	Default Approver	Department Head
  Default Approver 2	Division Head	Cost Object Approver	A budget owner of a FOAPAL
  Export Control Approver	Export Control Officer	Processing Approval	Accounts Payable Staff
  Ethics Approver	Ethics Liaison Officer	AP Director Approval	Accounts Payable Director
  Cost Object Approver	A budget owner of a FOAPAL

Email questions to asktravel@rowan.edu
SAP Concur Link

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

AIG
Email: assistance@aig.com
U.S. and Canada Toll Free: +1 877 244 6871 or +1 877 278 7196
Register for an AIG Travel Guard User Account