Logging in to Concur

1. Visit go.rowan.edu/ConcurTravel.
   
2. Enter your Rowan Network Username and Password.
3. Select LOGIN.
4. Complete Duo Authentication if prompted
5. From the Concur home page, select Profile on the top right corner of the screen.
6. Select Profile Settings.

You will see five categories of settings on the left menu:

1. Your Information
2. Travel Settings
3. Request Settings
4. Expense Settings
5. Other Settings

Add a Personal Email

You can add a personal email if you would like copies of your request and expense notifications sent to
another email.

1. Select + Add an email address.
2. Type in your personal email address.
   
   3. Select Yes if you would like to be contacted for travel notifications on that email.
   4. Select OK.
   5. Follow the steps in this manual under Verify your email address.

Travel Preferences

1. Scroll down to the Travel Preferences section.
2. Add any of your travel preferences for air, hotel, or car rental.

Note: When you book travel using Direct Travel your preferences will be saved and your search results will be personalized.

Frequent-Traveler Programs

If you participate in frequent traveler rewards programs, you can add them to your profile to receive the normal benefits of booking through those vendors. 

1. Scroll down to the Frequent-Traveler Programs section. 

2. Select + Add a Program. 
3. A new window will open which allows you to enter up to 5 travel programs at a time.
4. Next to number 1, select the circle under the icon for the type of program you want to add (airline/rail, car, or hotel).
5. Select the drop-down under Air/Rail Carrier and select the name of the company. 
6. Under Frequent Traveler/Driver/Guest Number, type in the program number or code exactly as it appears on your card, excluding spaces and dashes. Do not add any additional characters, or the carrier code. If you enter a program incorrectly, you will get a profile error from the reservation system.
7. Repeat steps 4-6 for all of your other travel programs. Select Save.
8. Under your frequent traveler programs, there is a travel network agreement. Select Enroll to connect all your rewards programs. 

Advantage Programs

1. Scroll down to the Advantage Programs section. 
2. If you have advantage programs, such as AAA or Veterans advantage select + Add a Program. This will give you discounts when booking on Amtrak. 

3. A new window will open which allows you to enter up to five advantage programs at a time.
   
4. Use the drop-downs to select the air/rail carrier and advantage program. 
5. Enter the Advantage Program number and select the expiration date with the calendar icon. 
6. Select Save. 

Assistants & Travel Arrangers

Note: For the Assistant/Travel Arranger to book travel, they must also be added as a Delegate. This will give them access to the Request and Expense Report related to the travel. To add a delegate please refer to the adding a delegate knowledge base article.

1. Scroll down to the Assistants and Travel Arrangers section.
   
   
2. Select + Add an Assistant.
3. A new window will appear. Use the search field to type in the name or email address of the employee you wish to add as an Assistant/Arranger.
   
   
4. When the name appears, select the name.
5. Under the search bar, you will see two permissions:
   1. Can book travel for me (Travel Arranger) – the employee can book travel on your behalf and will receive email confirmations for the travel the arranger has booked.
   2. Is my primary assistant for travel (Primary Assistant) – the employee can book travel for you, modify your user profile as needed, and receive travel email notifications in regard to your travel regardless of who made the reservation.
6. Select the permission you wish to grant.
7. Select Save. 

1. From the Assistants/Travel Arrangers page, select the trash can icon next to the person’s name you would like to delete. 
2. To edit the person’s permission, select the pencil icon. 
   
   

Credit Cards

Rowan University’s company card will be auto-populated for travel expenses. You can add your personal card but your personal transactions will be uploaded. If you choose to extend a business trip for personal reasons, it is recommended that you call Direct Travel to make your arrangements. 

1. Scroll down to the Credit Cards section.
2. Select + Add a Credit Card. 
   
3. A new window will appear. Enter all Required* information
   
4. Select Save.
5. Your credit card will be added. Select Save again.
6. Select Go to top located at the bottom of the page. 

Request & Expense Delegates

A delegate is a Rowan employee designated to assist with creating and submitting requests, booking travel, creating expense reports or approving requests on behalf of another individual.

• A delegate will need the same level or higher permission to act on your behalf.
• Delegates can prepare Requests and Expense Reports but the traveler must review them for accuracy and submit them.
• Request and Expense share delegates. By assigning permissions to a delegate, you are assigning permissions for Request and Expense.
• Once you add the delegate under Request, the delegate will be added to Expense Delegates automatically.
• If you would like the delegate to book travel via Concur on your behalf, you will also need to add them as an Assistant/Travel Arranger.

TRAVELER'S DELEGATE, TRAVEL ARRANGER, PRIMARY ASSISTANT

Note: Travel Arrangers and Primary Assistants must be set up as Delegates to access the Concur system.

APPROVER'S DELEGATE

Note: A delegate will need the same level or higher permission as the approver to act on their behalf.

For more information on delegates view the Concur: Delegate (Adding a delegate, acting as a delegate) KB article.

Request Preferences

Provides the ability to define when you receive an email notification pertaining to Requests.

1. From the Profile Settings page, select Request Preferences on the left menu.
2. Select or deselect the email notifications you would like to receive.

Expense Preferences

Provides the ability to define when you receive an email notification pertaining to Expenses.

1. From the Profile Settings page, select Expense Preferences on the left menu.
2. Select or deselect the email notifications you would like to receive.

Personal Car Registration

1. From the Profile Settings page, select Personal Car on the left menu.
2. No action is required in this section. Concur has been configured to auto-populate the IRS rate and State of NJ grants rate for mileage reimbursement. These rates will be updated on an annual basis.
   

E-Receipt Activation

By activating E-receipts, any participating vendor with Concur can electronically load a receipt directly into your Concur account and then you can attach it to an Expense Report.

To activate E-receipts:

1. Either:

• From the Concur home page, under alerts you will see “You haven’t signed up to receive e-receipts.” Select Sign Up Here.

                Or

• From the Profile Settings page, select E-Receipt Activation on the left menu.

2. Select the click here The E-receipt Activation and User Agreement appears. 
3. Read the User Agreement. If you agree, select I Agree. 
4. A confirmation message will appear. 
   

Concur Mobile Registration

Concur offers a mobile app you can download to your smartphone or tablet. The mobile app allows you to upload receipts at the time of purchase and Approve Requests/Expenses on the go. The Concur app allows you to take photos of your receipts using a smartphone. The receipt images will be uploaded into your Concur profile and will be available to attach to an expense report.

In addition to snapping photos of receipts, you might also use the Concur app to:

• View travel reservations
• Edit, delete, or enter new expenses
• Approve Requests
• Approve Expense Reports

Contact Information