Request Approvals

• All Requests will go through an automated workflow process once submitted.
• The travel policy requires multiple levels of approvers (Department Head, Division Head, Ethics, etc.) in Concur before a Request can be fully approved.
• Each approver in the approval flow will review the Request to verify the business trip is necessary, reasonable, appropriate, allowable and in compliance before approving.
• Approvers will receive an email notification, including the login link to Concur, that Requests are pending approval.
• Approvers may perform the following to a Request: change amounts on expense types, add approvers, approve, approve & forward and send the Request back to the traveler for adjustments.
• Approvers have the ability to grant approval permissions to delegates for a specific time period.
• Requests may be sent back to the traveler for incompleteness, lack of compliance or missing supporting documentation. If a Request is sent back to the traveler, it will go through the entire approval workflow again.
• Once Requests have been approved, notifications regarding the status of the Requests will be displayed on the traveler’s Manage Requests page.
• If the Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.
• All approvers must review and approve the Requests before travel can be booked.

Request Approval Workflow

Note: The following sections are for individuals who are responsible for approving requests submitted in Concur. If you are not an approver, continue to the “Correcting and Resubmitting a Returned Request” section of this manual.

Default Approvers For Requests

• Request Default Approvers are the first and second levels of approvals in the approval flow of Concur. You are considered a Request Default Approver if you are a traveler’s direct supervisor or are responsible for a College/Division.
• A traveler designates the Request Default Approvers when setting up their profile.
• Request Default Approvers are usually the Department Head and Division Head of the traveler submitting the Request.
• Request Default Approvers will have one login in Concur for their requests and pending approvals.
• Request Default Approvers will receive an email notification, including the login link to Concur, that Requests are pending approval.
• If the Request Default Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.

• Fiscal control and fiduciary responsibilities are maintained when committing university funds.
• All Requests and estimated expenses are ordinary, reasonable, not extravagant, necessary, and supported by a trip purpose.
• The traveler is performing official university business, exercising care when planning travel and verifying expenses are planned in the university's best interest to minimize travel expenses.
• Policy compliance, funding verification, allowable per the travel policy and appropriateness use of funds.
• All required supporting documentation is attached and coincides with the trip purpose on the Request.
• Requests should be submitted 4 weeks prior to departure.
• Travelers know the laws and rules, as well as the specific policies and procedures before attending any off-campus events that are sponsored by a non-government group and that are not in their scholarly or work capacity.
• Timely approval is required to ensure prices are similar to the estimated expenses entered in a Request as well as the availability of flights, hotels, etc.
• Approval indicates that the verification process is complete and that the Request is a valid Rowan University expense or the trip is funded by an outside source.

Adding additional approvers to a Request:

• The automated approval flow is limited to a certain number of approvers. In some cases, departments require additional approvers not listed in the automated approval flow. In these situations, the additional approver will be manually added to the approval flow by another approver who is already in the automated approval flow.
• Additional Approvers must be set up as Default Approvers within Concur profile and have funding authority for the fund to be charged. If they are not set up as Default Approvers, they will not appear in the list of available approvers to select. Only Department Head, Division Head and Cost Object Approvers assigned to a specific FOAPAL or a supervisor will be eligible to be set up as an Additional Approver.
• Each approver in the approval flow will review the Request to verify the business trip is necessary, reasonable, appropriate, allowable and in compliance before approving.
• Additional Approvers will receive an email notification, including the login link to Concur, that Requests are pending approval.
• If the Additional Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.
• Additional Approvers carry the same responsibilities as Default Approvers.
• Approval indicates that the verification process is complete and that the Request is a valid Rowan University expense or the trip is funded by an outside source.

• Ethics Approver in Request is the third level of approval in the approval flow of Concur for domestic travel and the fourth level for international travel.
• Ethics Approver reviews the request and attachments in the Request such as the Approval for Attendance at Events form for non-university funded travel to determine whether the outside activities are permissible in accordance with the Conflicts of Interest Law, the Uniform Code of Ethics, and other applicable university supplemental code or authority.
• Ethics Approver will have one login in Concur for their requests and pending approvals.
• Ethics Approver will receive an email notification, including the login link to Concur, that Requests are pending approval.
• If the Ethics Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.

As an Ethics Approver for Requests, you are responsible for ensuring:

• Each Request meets the rules and regulations of the State Ethics Commission.
• Travelers are following the plain language guide, which explains ethics rules and laws found in the NJ Conflict of Interest Law and State Ethics Commission.
• In addition to these laws and rules, travelers are also bound by the Uniform Ethics Code and any ethics code adopted by the university.
• All required supporting documentation is attached and coincides with the trip purpose on the Request.
• Requests should be submitted 4 weeks prior to departure.
• Timely approval is required to ensure prices are similar to the estimated expenses entered in a Request as well as the availability of flights, hotels, etc.
• Approval indicates that the verification process is complete and that the Request complies with State Ethics Commission criteria.

Export Control Approver for Requests

• Export Control Approver is the third level of approval in the approval flow of Concur for international travel.
• Export Control Approver reviews the Request and supporting documentation to ensure compliance with the U.S. Export Control laws and regulations, including the International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR) and Office of Foreign Assets Control (OFAC).
• Many activities need oversight for international travelers that may have implications if guidance and training are not provided to the traveler.
• An export can include any of the following: shipping an item overseas, sending an e-mail to a foreign person, making a phone call or sending a fax to a foreign person, any electronic transfer of information abroad and deemed exports. Some exports fall under “Deemed Export”. Deemed export means the release of technology or source code having both military and civilian applications to a foreign national within the United States. A “Foreign National” or Non-US person is not a U.S. citizen, U.S. legal permanent residents (green card holders), refugees, asylees, and temporary residents under specific IRCA amnesty provisions.
• The Export Control Approver and the Office of Research Compliance are committed to monitoring and administering procedures for issues related to export-controlled technologies not protected by the fundamental research exemption (15 CFR 734.8) that remain subject to the EAR and/or to ITAR.
• Export Control Approver will have one login in Concur for their requests and approvals.
• Export Control Approver will receive an email notification, including the login link to Concur, that Requests are pending approval.
• If the Export Control Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.

As an Export Control Approver for Requests, you are responsible for ensuring:

• Each international Request complies with the U.S. Export Control laws and regulations, including the International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR) and Office of Foreign Assets Control (OFAC).
• The proper export control forms and training are completed before the traveler can be approved in Concur.
• All international Requests have the International Travel Checklist and International Travel Export Controls CITI Training included as an attachment.
• International travelers complete and comply with appropriate forms. Travelers should understand that research activities, discussions, equipment, materials, software and technology in other countries may be subject to US Government export control regulations and failure to comply with these regulations can lead to severe penalties.
• The International Travel Checklist is completed within 5 business days of booking the airfare.
• All required supporting documentation is attached and coincides with the trip purpose on the Request.
• All International Requests should be submitted 4 weeks prior to departure.
• Timely approval is required to ensure prices are similar to the estimated expenses entered in a Request as well as the availability of flights, hotels, etc.
• Approval indicates that the verification process is complete and that the Request is a valid Rowan University expense or the trip is funded by an outside source,

• A Cost Object Approver is the fourth level of approval in the approval flow of Concur. In some cases, the cost object approver may be the same person as the default approver if the traveler is using their department FOAPAL.
• The cost object approval model ensures that Requests are routed to an authorized approver for the department incurring the expenses. Meaning that no charges will post to your department’s FOAPAL without review by authorized individuals in your department.
• Cost Object Approvers provide the opportunity to use multiple FOAPALs when creating a Request. By having multiple FOAPALs, Concur will route the approval flow to the owners of the FOAPALs listed on the Request for approval.
• Cost Object Approver will have one login in Concur for their requests and pending approvals.
• Cost Object Approver will receive an email notification, including the login link to Concur, that Requests are pending approval.
• If the Cost Object Approver does not approve a Request within 7 days, they will receive an email notification every day until the condition is met.

• Cost Object Approvers review transactional activity from a financial perspective to ensure the accuracy of assigned FOAPALs and the availability of budgeted funds.
• Requests have available funding in Banner so an encumbrance can be created.
• The traveler utilized the correct FOAPAL before you approve the Request.
• All budgetary requirements are met and maintained when committing university funds.
• Requests and estimated expenses are ordinary, reasonable, necessary, and supported by a trip purpose.
• Estimated expenses are planned in the university's best interest to minimize travel expenses.
• Requests will forward to the next Cost Object Approver if the traveler entered more than one FOAPAL.
• The business purpose and Request are in compliance with any applicable sponsored project/grant requirements if applicable.
• Approval indicates that the verification process is complete and that the Request is a valid Rowan University expense or the trip is funded by an outside source.

Expense Report Approvals

Understanding the Expense Report Approval Process

• All Expense Reports including Day Travel will go through an automated workflow process once submitted.
• The travel policy requires multiple levels of approvers in the approval flow: The Department Head or Division Head level (Default Approver), the cost object approver (if more than 2 FOAPALs are used), processing approval (Accounts Payable), and AP Director approval in Concur before an Expense Report can be fully approved.
• By approving Expense Reports approvers are confirming the expenses incurred are accurate, reasonable, sufficiently documented, and in compliance with university policies and guidelines.
• Expense Approvers will review the report header, expense list, itemization, and allocations and ensure required receipts are attached to each Expense Report.
• Expense Approvers will verify a valid Encumbrance Approval Number (E#) is listed for overnight trips before approving the Expense Report.
• Expense Approvers will verify Day Travel is submitted monthly to comply with the travel policy and avoid additional transaction fees from Concur.
• Expense Approvers will receive an email notification, including the login link to Concur, that Expense Reports are pending approval.
• Approvers may perform the following to an Expense Report: change amounts on expense types, add approvers, approve, approve & forward and send back the Expense Report to the traveler.
• Approvers have the ability to grant approval permissions to delegates for a specific time period.
• Expense Reports may be sent back to the traveler for incompleteness, lack of compliance, or missing supporting documentation. If an Expense Report is sent back to the traveler, it will go through the entire approval workflow again.
• Once Expense Reports have been approved, notifications regarding the status of Expense Report will be displayed on the traveler’s Manage Expense page.
• If the Approver does not approve an Expense Report within 7 days, you will receive email notifications every 3 days until the condition has been met.
• All approvers must review and approve the Expense Reports before reimbursement for the expenses can be processed.

Expense Report Approval Workflow  

Note: This section is for individuals who are responsible for approving Expense Reports submitted in Concur. If you are not an approver, continue to the “Acting as a Delegate” section of this manual.

Default Approvers for Expense Reports

• Expense Default Approver is the first level of approval in the approval flow of Concur. You are considered a Request Default Approver if you are a traveler’s direct supervisor or if you are the Department Head/Division Head of the traveler submitting the Expense Report.
• A traveler designates their Expense Default Approver when setting up their profile.
• Expense Default Approver will have one login in Concur for their own expense reports and pending approvals.
• Expense Default Approvers will receive an email notification, including the login link to Concur, that
• Reports are pending approval.
• If you do not approve an Expense Report within 7 days, you will receive email notifications every 3 days until the condition has been met.

As a Default Approver for Expense Reports, you are responsible for ensuring:

• Fiscal control and fiduciary responsibilities were maintained when the traveler committed university funds.
• Expense Reports are reviewed with appropriate diligence to validate that each transaction is a legitimate business expense and complies with University Policies along with Federal and State regulations.
• The report header, expense types, itemization, allocations, and required receipts are attached to each Expense Report.
• A valid Encumbrance Approval Number (E#) was provided for each overnight trip and certifying all sections of the Expense Report are reviewed before approval.
• Non-reimbursable travel expenses are not included in Expense Reports, or the expense type is marked as personal.
• Funds are available to cover the cost of transactions, and the accompanying receipts and supporting documentation have been reviewed for accuracy and appropriateness.
• All required supporting documentation and receipts are attached and coincide with the trip purpose on the Expense Report.
• Expense Reports are submitted 10 days after the end of travel for overnight trips.
• Day Travel Expense Reports have been submitted within 45 days after the monthly travel was completed.
• Prompt approval of all Expense Reports to validate available funds, confirm expenses are recorded in the correct fiscal year and reimburse the traveler in a timely manner.
• Approval indicates that the verification process is complete and that the Expense is a valid Rowan.
• A University expense or the trip is funded by an outside source.

Cost Object Approver for Expense Reports

• A Cost Object Approver is the second level of approval in the approval flow of Concur. In some cases, the Cost Object Approver may be the same person as the default approver if the traveler is using their department FOAPAL.
  Note: If a Cost Object Approver needs to be updated, please click here.
• Having Cost Object Approvers in Concur provides the opportunity to use multiple FOAPALs when allocating an Expense Report. If the traveler adds multiple FOAPALs to their Expense Report, Concur will route the approval flow to the owners of those FOAPALs for approval.
• All Cost Object Approvers listed or added to an Expense Report must approve before Concur can route to the next approver in the approval flow.
• Each Cost Object Approver in the approval flow will review Expense Reports submitted for their FOAPAL.

As a Cost Object Approver for Expense Reports, you are responsible for ensuring:

• Transactional activity from a financial perspective, verifying the accuracy of assigned FOAPALs and availability of budgeted funds.
• The traveler utilized the correct FOAPAL before approving the Expense Report.
• All budgetary requirements were met and maintained when committing university funds.
• Expenses on the report were reasonable, necessary, and supported by a trip purpose.
• Expense Reports will be automatically forwarded to the next Cost Object Approver if the traveler entered more than one FOAPAL.
• The business purpose and Expense Report comply with any applicable sponsored program/grant requirements if applicable.

Note: Accounts Payable staff audits each expense report by verifying the Encumbrance Approval Number (E#) coincides with the expense report. Reviews all supporting documentation by enforcing the travel policy and University guidelines. Processes and reconciles each Expense Report for payment upon completion of final approval.

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