Delegate and Approver User Training for the Concur Travel ...

Published by Articulate® Storyline www.articulate.com

Delegate and Approver User Training for the Concur Travel

System (as of 4.21.2021)

1. Introduction

1.1 Title Slide

Script:

Welcome to the Delegate and Approver User Training for the Concur Travel System. This

training applies to anyone who has been assigned as a Delegate or Approver in the Concur

system.

This training is for review purposes only. Permanent employees seeking credit for this training

should log into ConnectCarolina to complete this training. Also, this training contains audio.

Please be sure the audio on your computer or device is working and the volume is turned up.

To begin the training, click the Next button.


1.2 Introduction

Script:

Hi, my name is John. You may remember me from other trainings, such as the Basic User

Training for the Concur Travel System. I will guide you through this training and provide you

with information on how to navigate the Concur System as a Delegate or an Approver.

Let’s begin this training with an overview of Delegates and Approvers.

Click the Next button to continue.


1.3 About Approvers

Script:

Approvers in the Concur system are the same Department Approvers as assigned in

ConnectCarolina. Two primary types of Approvers exist:

1. Designated Approver and

2. Business Office Approver.

These approvers are assigned based on the business unit and department and both types

approve requests and reports.

However, if you are a Designated Approver, you have the responsibility of approving the

purpose of the travel.

And, if you are a Business Office Approver you have the responsibility of reviewing and

approving the funding for the travel and ensuring the chartfield string is complete and accurate.

Also, all users will see they have an Approvals tab and Required Approvals tile. However, only

those with approval responsibilities have the ability to use approval functions.

In addition, as Approvers, there are a few things to keep in mind:


Approvers cannot approve travel requests from other departments unless this change is made in

ConnectCarolina.

And Approvers cannot approve their own travel requests or expense reports.

Click the Next button.


1.4 About Approvers

Script:

While Designated and Business Office Approvers are the primary approver types. However,

some requests and reports may require approval from the Office of Sponsored Research, Global

Office, and Export Control. These approvers will be included in the workflow as needed. In

addition, employees may assign Default Approvers on their profile.



1.5 About Delegates

Script:

The Concur system allows you to create delegates who can act on your behalf. A delegate is a

user who is granted permission to act on behalf of another user to perform tasks such as

creating or approving requests and expense reports. Users can be assigned as an Approval

Delegate or a Personal Delegate. Click on the Approval and Personal Delegate buttons to learn

more about these roles. Then click the Next button to see how to act as a delegate in the

Concur system.


1.6 Acting as a Delegate

Script:

To act as a delegate, you must log in to the Concur system. Then click the Profile link.


1.7 Click

Script:

Under the Acting as other user, begin entering the name of the employee you want to act on

behalf of.


1.8 Click

Script:

Click on the employee you wish to act on behalf of.


1.9 Click

Script:

Then click the Start Session button.


1.10 Click the CISDE SharePoint pane

Script:

The Profile menu now displays Acting as and shows the name selected. You are now working as

a delegate. And if you need to select a different user, follow the same steps again and select a

different name. Click the Next button to continue the training.


1.11 Removing Yourself as a Delegate

Script:

While a delegate cannot adjust their own permissions, you can remove yourself from an

assigned delegate role. To do this, click the Profile Setting. Select the Expense Delegates link.

Then click the Delegate For tab.

Here you will see a listing of individuals you have been designated as a delegate for.

Click the checkbox next to the individuals you want to remove yourself from as an assigned

delegate.

Click the Delete button.

Then confirm your request on the pop-up window that appears.



1.12 Travel Path

Script:

Welcome to the main menu!

This training will provide learners with the foundational knowledge needed to navigate the

Concur Travel System as a Delegate or Approver successfully.

We have mapped this experience into three sections.

And by the end of this training you will know how to navigate the Concur system as a Delegate

or Approver and more!

At the end of the training, I will go over some resources that are available and then you will

reach your final destination on the map with the training being marked as completed.

Please, click the Next button to continue to Lesson two.


2. Working as a Personal Delegate

2.1 Creating a Travel Request as a Delegate

Script:

Personal Delegates can create Travel Requests for any user they have been assigned to.

Personal Delegates should create Travel Requests as they normally would, just as if they are the

traveler themselves. Click the Next button to continue.


2.2 Using the Notify Feature for Travel Requests

Script:

However, Personal Delegates are not able to submit Travel Requests. Instead, Personal

Delegates should use the Notify Feature to let the traveler know that the Travel Request is ready

for their review and can be submitted by the traveler.

Click the Next button to see how to use the Notify feature for a Travel Request.


2.3 Click

Script:

After logging in to the Concur system, select the user you are acting on their behalf as a delegate.


2.4 Click

Script:

Then click the Request button to create a new travel request or open an existing one.


2.5 Click

Script:

Click the Create New Request tile.


2.6 Click

Script:

Complete all the necessary and required fields.


2.7 Type Concur System Training


2.8 Click


2.9 Click


2.10 Click


2.11 Click


2.12 Click


2.13 Click


2.14 Click


2.15 Click


2.16 Click


2.17 Type Orlando


2.18 Click


2.19 Click


2.20 Click


2.21 Click


2.22 Click


2.23 Click


2.24 Scroll the mouse wheel


2.25 Click


2.27 Click

Script:

Then click the Create button.


2.28 Click

Script:

As a result, you are returned to the Travel Request Expected Expenses page.


2.29 Click

Script:

Now, I will add anticipated expenses.


2.31 Click


2.32 Click


2.33 Type 1,000


2.34 Click


2.35 Click


2.36 Click

Script:

Then click the Save button.


2.37 Click

Script:

After adding the expense, I can now click the Notify Employee button.


2.38 Click

Script:

As a result, a notification email will be sent to the traveler.


2.39 Click

Script:

The Travel Request is now viewable to the traveler so they can review and submit the travel

request. Click the Next button to continue the training.


2.40 Submitting the Travel Request

Script:

As you see Personal Delegates can’t submit a Travel Request. However, after using the Notify

feature, the traveler will receive a notification; and at that time the traveler can log into Concur

to review and submit the Travel Request. Click the Next Button to see this process in action.


2.41 Click

Script:

When the traveler logs into the Concur system, they will notice that the Travel Request that

their Personal Delegate created will appear in their Open Requests.


2.42 Click

Script:

The traveler can click on the Open Requests to view it and any other pending Travel Requests.


2.43 Click


2.44 Click

Script:

The traveler can review the Travel Request and the anticipated expenses that the Personal

Delegate created. And then submit the request when they are ready.

Click the Next button to continue the training.


2.45 Creating an Expense Report as a Delegate

Script:

Personal Delegates can also create Expense Reports for any user they have been assigned to.

Personal Delegates can create these reports as they normally would, just as if they are the

traveler themselves. However, Personal Delegates cannot submit Expense Reports. Instead,

Personal Delegates should click the Ready for Review button. This will generate an email

notification to let the traveler know that the Expense Report is ready for their review and

submission. Click the Next button to continue.


2.46 Itemizing Transactions

Script:

Personal Delegates should also review receipts and transactions to identify any expense the

requires itemization. Click on the appropriate button to learn how to itemize particular

transactions as a Personal Delegate.

Then click the Next button to continue the training.


2.47 Understanding Audit Rules & Alerts

Script:

If you encounter certain audit alerts on the request or report it must be resolved before being

submitted. Audit Rules are ran when creating or submitting a travel request or expense report

to ensure compliance with University Policy. Audit Rules also help ensure that proper

information is provided to reduce the need for the request or report to be sent back for changes.

When an audit rule is triggered, the alert is only visible to the traveler and/or approvers.

Exception Codes marked with a red exclamation point, are considered to be a hard stop alert.

And it must be resolved so the traveler can submit the request or report.

Likewise, Alerts/Warning indicate that an exception exists, but it does not have to be resolved

before the Travel Request or Expense Report can be submitted. However, these Warnings

should be reviewed and may require action by the traveler or approver.

Then click the Next button to learn more about Exceptions.


2.48 Exception Code Explanations

Script:

Exception levels are what trigger the different alert icons and whether action is necessary before

proceeding. Move the scroll bar in the window to see common hard stop exception codes.

Then click the Next button to continue the training.


2.49 Travel Path

Script:

You are well on your way! Click the Next button to continue.


3. Working as an Approver

3.1 Overview

Script:

If you are an approver, you will need to review and approve submitted travel requests and

expense reports. Approval Delegates can also preview or approve travel requests and expense

reports, depending on their assigned permissions. You can view a list of any reports or requests

waiting your approval from the Concur home pages in the My Task section, from the Approvals

tab at the top of the screen.

Let’s begin by exploring the Travel Request review and approval process.



3.2 Reviewing and Approving Travel Requests

Script:

When a Travel Request is ready for your review, Approvers will receive an email notification.

Approval delegates may also receive notifications and be able to preview or approve travel

requests, depending on their assigned permissions. To approve requests, you must log in to the

Concur system. Click the Next button to see a demonstration of how to review and approve a

travel request.


3.3 Click

Script:

After logging into the Concur System. Click the Approvals tab or the Required Approvals tile.


3.4 Click

Script:

Click on the Requests tab.


3.5 Click

Script:

Click the Request Name link to review the details of the travel request.


3.6 Click the Requests menu item

Script:

Approvers should review all elements of the Travel Request carefully. This includes cash

advances, third-party lodging requests, personal travel, etc. If you need to add another

Approver to the workflow or find that you need to return the request back to the user for

editing. Click the More Actions button.


3.7 Click the group

Script:

Then select the appropriate action.


3.8 Click the Expense menu item

Script:

Also, you will want to review and Alerts or Exceptions that appear on the screen.


3.9 Click the group

Script:

If you have reviewed all the necessary elements and are ready to signify your approval, click the

Approve button.


3.10 Click the group

Script:

Then click the Accept & Continue button on the pop-up message.


3.11 Click the This report has been resubmitted image

Script:

The Travel Request has now been approved and is no longer listed. The Travel Request will

continue its approval path. Click the Next button to review the approval workflow for a travel

request.


3.12 Travel Request Approval Workflows

Script:

Once a user submits a Travel Request for approval it then goes to the user’s designated

approver.

This is based on the Business Unit and Department and mirrors the approval workflow that is in

ConnectCarolina.

After the Designated Approver reviews and approves the submission it will then be sent to the

Business Office for review and approval.

Like the Designated Approvers it is based on the Business Unit and Department and mirrors the

approval workflow in ConnectCarolina.

If the submission includes a chartfield string associated with the Office of Sponsored Research

(OSR) it may also be reviewed for approval by OSR.

If the travel request, includes international travel it may be routed to the Export Control Office

for approval.

Likewise, if the submission includes international travel that is deemed high risk, it will also be

routed to the Global Office for review and approval.


Then, the Travel Team Processor will review the submission for approval if the request includes

a cash advance.

Once all of the required steps have obtained approval, the travel request is Approved.



3.13 Reviewing and Approving Expense Reports

Script:

When a Expense Report is ready for your review, Approvers will receive an email notification.

Approval delegates may also receive email notifications and be able to preview or approve

reports, depending on their assigned permissions. To approve Expense Reports, you must log in

to the Concur system. Click the Next button to see a demonstration of how to review and

approve an Expense Report.


3.14 Click

Script:

After logging into the Concur System. Click the Approvals tab or the Required Approvals tile.


3.15 Click

Script:

By default you will land on the Expense Reports tab.


3.16 Click

Script:

Click on the Report Name that you want to review for approval.


3.17 Click

Script:

At the top you will see any exceptions that should be reviewed and/or resolved.

You will see a listing of Expenses.

Click on the line item to view additional information.

Also, if an expense was itemized, click on the arrow to view details of the itemization.


3.18 Click

Script:

Click the details link dropdown to review various elements of the expense included in the report.


3.19 Click

Script:

Click on the Receipts link dropdown to review the attached receipts and add receipts if

necessary.


3.20 Click


3.21 Click

Script:

If you need to print or email the expense report click the Print/Email link.


3.22 Click


3.23 Click

Script:

Once you are ready to signify your approval click the Approve button.


3.24 Click

Script:

Then click the Accept button on the Final Confirmation pop-up message.


3.25 Click

Script:

The expense report has been approved and is no longer listed. The Expense Report will

continue its approval path. Click the Next button to review the approval workflow for an

Expense Report.


3.26 Expense Report Approval Workflows

Script:

When a user submits an Expense Report for Approval it goes to the user’s designated approver.

This is based on the Business Unit and Department and mirrors the approval workflow that is in

ConnectCarolina.

After the Designated Approver reviews and approves the submission it will then be sent to the

Business Office for review and approval.

Like the Designated Approvers it is based on the Business Unit and Department and mirrors the

approval workflow in ConnectCarolina.

If the submission includes a chartfield string associated with the Office of Sponsored Research

(OSR) it may also be reviewed for approval by OSR.

Then, the Travel Team Processor will review the submission for approval.

Once all of the required steps have obtained approval, the Expense Report is Approved.

You can also add Approvers to the workflow if necessary.



3.27 Returning an Expense Report to a User

Script:

When reviewing and Expense Report you may find that you need to return the report to the

traveler for further edits. In the following example, the receipt shows a Satellite Radio expense

that should have been marked as a personal non-reimbursable expense. Click the Next button

to view the demonstration.


3.28 Click

Script:

When reviewing an expense report you can click on the icon to view the attached receipt.


3.29 Click

Script:

When reviewing a receipt, you might find that a personal expense has not been itemized.


3.31 Click

Script:

In this example, the traveler added Satellite Radio to their car rental. This is considered to be a

personal expense that should be itemized and paid by the traveler.


3.32 Click


3.33 Click

Script:

In this instance, you will want to click the Send Back to User button.


3.34 Type The line item for Satellite Radio for $10.00 should be itemized as

a personal expense.

Script:

Enter the reason or explanation of why the Expense Report is being sent back.


3.35 Click

Script:

Then click the Ok button.


3.36 Click

Script:

The Expense Report has been Returned to the traveler and the traveler or delegate can make

the appropriate edits to the Expense Report. Click the Next button to continue the training.


3.37 Using the Preview Feature as an Approval Delegate

Script:

As mentioned, some Approval Delegates may only have the ability to mark a Travel Request or

Report as Reviewed instead of Approved. Click the Next button to learn how the Preview

feature works.


3.38 Using the Preview Feature as an Approval Delegate

Script:

Delegate Approvers who do not have the ability to approve an expense report can review the

expense report detail and then click the Notify Approver button. This will alert the designated

approver that you have reviewed the expense report and it is ready for their approval. Click the

Next button to continue the training.


3.39 Allocating Expenses

Script:

Approvers can also allocate line items on an Expense Report. However, navigating in the Concur

System to allocate an expense is different for Approvers. Click the Next button to continue.


3.40 Click

Script:

If an approver needs to allocate an expense line item, click the Details link.


3.41 Click

Script:

Then select Allocations from the dropdown.


3.42 Click

Script:

Here you can begin allocation of one or multiple expenses in the report.


3.43 Click

Script:

Click on the checkbox or checkboxes to select the expense.


3.44 Click

Script:

Then click the Allocate Selected Expenses button.


3.45 Click

Script:

In the Allocations window, you will have the option to allocate by percent or amount.


3.46 Click

Script:

In this example, I will allocate the expense by percentage.


3.47 Click

Script:

To add additional distribution lines click the Add New Allocation button.


3.48 Click

Script:

Adjust the percentage/amount for each distribution line if necessary.


3.49 Type 75


3.50 Click


3.51 Type 25


3.52 Click

Script:

Then enter the appropriate chartfield strings.


3.53 Click


3.54 Click


3.55 Click


3.56 Click


3.57 Click


3.58 Click


3.59 Click


3.60 Click


3.61 Click


3.62 Click


3.63 Click

Script:

Then click the Save button.


3.64 Click

Script:

Click the Ok button on the pop-up message.


3.65 Click

Script:

Then click the Done button.


3.66 Click

Script:

The allocate icon now appears on the line showing that the expense has been allocated. Also, it

is important to note that changes to the chartfield string of the Report Header or within the

allocation may update the workflow.



3.67 Understanding Audit Rules & Alerts

Script:

If you encounter certain audit alerts on the request or report it must be resolved before being

submitted. Audit Rules are ran when creating or submitting a travel request or expense report

to ensure compliance with University Policy. Audit Rules also help ensure that proper

information is provided to reduce the need for the request or report to be sent back for changes.

When an audit rule is triggered, the alert is only visible to the traveler and/or approvers.

Approvers will only see Warning Alerts during the approval process. Warnings must be

reviewed and may require actions by the approver. Also, when Approving Exceptions,

Approvers should provide supporting comments when they approve. Click the Next button to

see a demonstration on how to approve an exception.


3.68 Approving an Exception

Script:

In this example, a traveler is trying to use Federal Meal per diems instead of State of North

Carolina per diems. The alert the Approver will receive begins with Approver Action. The

system will request the Approver to indicate their approval of an exception in the Approver

Comments. In some instances, an alert with only require your review. However, other alerts

will require action from the Approver.

To resolve this, the Approver should click the Details button.


3.69 Click

Script:

Click the Comments option.


3.70 Click the group

Script:

Then in the Comments field, state that you approve the exception and enter any additional

information that may be helpful regarding your approval if necessary. Then click the Save

button.


3.71 Click the SAP Concur Home link

Script:

Once done, click the Approve button to complete the process.



3.72 Travel Path

Script:

You have reached your final destination! Click the Next button to conclude the training.


4. Conclusion

4.1 Concur Travel Badge

Script:

You also have the opportunity to complete additional training. If you are seeking advanced

training on the Concur system, consider taking the Advance User Training for the Concur System.

Completion of all three Concur Travel System trainings will allow you to earn the Travel CREW

Badge! Earning your Travel CREW Badge tells everyone that you are a Concur Travel System

expert for the University. To obtain your Travel CREW Badge you must complete this training,

the Basic, and the Advance User Training for the Concur System.



4.2 Training Completed

Script:

If you have additional questions, please feel free to contact the University Travel Office.

Thank you for completing the Delegate and Approver User Training for the Concur Travel

System!


5. Lightboxes

5.1 Personal Delegates

5.2 Approver Delegates


6. Itemizing Hotel Lodging Receipt Expenses as a Personal

Delegate

6.1 Click

Script:

You may also encounter a hotel/lodging receipt from a T & E Card that contains a personal

expense that the traveler may have forgotten to have removed. When this happens you must

itemize the receipt. First, you will want to create the expense by clicking the Add Expense

button on the report.



Script:

Select the expense from the listing of Available Expenses.


6.3 Click


6.4 Click

Script:

Click the Add to Report button.


6.5 Click

Script:

Then click on the expense line item.


6.6 Click

Script:

On the details tab, enter the Check-in Date. Notice that all of the other required and necessary

information has been transferred from the T & E card transaction to the Concur system.


6.7 Type 06/18/2020


6.8 Click

Script:

Then attach the receipt.


6.9 Click


6.10 Click

Script:

Now I will create the itemization by clicking the Itemization tab.


6.11 Click

Script:

Click the Create Itemization button.


6.12 Click

Script:

Select the Hotel Expense Type and itemize the related line items on the receipt.


6.13 Click


6.14 Click


6.15 Type 199.00


6.16 Click


6.17 Type 15.92


6.18 Click

Script:

Then click the Save Itemization button.


6.19 Click

Script:

Now I will add the itemization for the personal expense shown on the receipt by clicking the

Create Itemization button.


6.20 Click

Script:

Select the Non-Reimbursable/Personal Expense option for the Expense Type.


6.21 Click


6.22 Click

Script:

Then enter the total amount of the expense.


6.23 Type 200.23


6.24 Click

Script:



6.25 Click

Script:

The entire receipt has been itemized and the remaining balance for itemization is $0.00.


6.26 Click

Script:

Now I am ready to click the Save Expense button.


6.27 Click

Script:

The expense is now marked as itemized. Now, I can add additional expenses or click the Ready

for Review button to notify the traveler that the expense report is ready for their review and

submission.



7. Itemizing T&E Transactions as a Personal Delegate

7.1 Click

Script:

T&E Card transactions which are not for lodging or meals do not typically require itemization.

However, if a T&E Card transaction includes a Personal Expense, the transaction will require

itemization. In this example, I will itemize a Personal Expense that appears on a T&E card

transaction.


7.2 Click

Script:

This begins by selecting the expense.


7.3 Click

Script:

Click the Itemizations tab.


7.4 Click

Script:

Click the Create Itemization button.


7.5 Click

Script:

Then select the Expense type based on the expense.


7.6 Click


7.7 Click

Script:

Enter the total amount of the transaction with the exception of the amount of the personal

expense.


7.8 Type 498.91


7.9 Click

Script:



7.10 Click

Script:

Now I will itemize the personal expense by clicking the Create Itemization button.


7.11 Click

Script:

Next, select the Non-Reimbursable/Personal Expense from the Expense Type list.


7.12 Click


7.13 Click

Script:

And then enter the amount of the personal expense.


7.14 Type 10.00



Script:

I will make sure the checkbox is marked as this is a Personal Expense.


7.16 Click


7.17 Click

Script:

Once I click the Save Itemization button, the itemizations should show a remaining balance to be

$0.00.


7.18 Click


7.19 Click the ccinfo button

Script:

Then click the Save Expense button to save the expense.


7.20 Click

Script:

As a result, the T&E Card transaction has been itemized. Also, keep in mind, that if personal

expenses exceed the out-of-pocket reimbursement, the remaining amount will be deducted

from the employee’s paycheck.


Delegate and Approver User Training for the Concur Travel ...

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