Concur and Travel

Access Concur Travel & Expense through my.rutgers.edu apps by clicking the "Concur Travel" tile. You can also navigate directly from the SAP Concur home page. From there, you can create expense requests, start expense reports, manage available expenses, and view approvals through the Quick Task Bar or the Home menu.

You must verify your profile email address to use features like Available Receipts. Go to the SAP Concur home page, select the Profile symbol > Profile Settings > Personal Information. In the Email Addresses section, click Verify, then OK. Enter the verification code sent by SAP Concur. You can link up to three email addresses to Available Receipts. Each email must be unique ??? you cannot use a shared email alias. Your company email is listed by default.

Your GL string information is found in your Concur profile settings under Expense Information. Go to Concur Travel & Expense, click the circular name icon dropdown (top right) > Profile Settings. On the Profile Options page, under Expense Settings, click Expense Information. You will see your UDO (Unit Division Organization code), Location, Fund, Business Line, and Activity (always "None (0000)").

From Concur Travel & Expense, create a new expense request with these required fields: Report Name (e.g., "Conference Travel October 2024"), Business Purpose (clearly state the reason, e.g., "Travel for attending UNC Water & Health Conference"), Start and End Dates, and Project Number (PN) and Task Number if applicable. Fill out expected expenses with estimated amounts, dates, and details. Review for missing information, then submit for approval.

This email notification means a travel request was approved but no expense report was created or the request wasn't closed. Go to Concur > Home dropdown > Requests > Manage Requests. Click the approved request, then either click "Create Expense Report" to convert it into a new expense report, OR click More > Close Request to close it and stop receiving notifications. You don't need to wait for the email ??? you can convert or close the request as soon as you return from travel.

Access Concur via my.rutgers.edu > Concur Travel tile. Click either "Create" > "Start a Report" OR "Expense Reports" > "Create New Report." Fill out the top section with your report name, project number, and travel locations. Select "Yes, I require Travel Allowance" to enable the per diem calculator. Complete the Itinerary screen with all travel details, then click Next. On the Adjustments screen, modify per diem days as needed (e.g., check "Lunch" if lunch was provided at a conference). Click Finish. Important: Do NOT hit Submit before all reimbursement details are completed.

Create a new report on Concur and select Report Type: "Rutgers Non-Travel Expense Report." Fill out the Report Name (describe what the expense is for), Project Number to charge, and Activity: "None." Fill GL information with your employee default GL (found in Profile Settings > Expense Information). Click "Create Report." For each transaction, you must attach: a receipt (use lost receipt form if missing), PLUS either a picture of the transaction line from your online bank portal showing the transaction amount and last 4 digits of card, OR just the last 4 digits of your card.

Required fields (marked with red asterisks) include: Policy, Report Name, Report Date, Report Type, Country, Department, and Cost Center. For travel reports, you also need the Project Number, travel locations, and travel allowance selection. The Business Purpose should clearly state the reason for the expense. After creating the report, you can add expenses from the Available Expenses tab (existing card transactions) or Create New Expense tab.

When creating a travel expense report, select "Yes, I require Travel Allowance" to enable the per diem calculator. Complete the Itinerary screen with your travel dates and locations, then click Next. On the Adjustments screen, you can modify per diem amounts for specific days ??? for example, check the "Lunch" column if lunch was provided at a conference to remove that meal's per diem amount. Click Finish to complete the setup. You can edit these details later by clicking the Report Number.

Keep receipts separate and organized by category. Common travel expense categories include: Air Baggage Fees, Business Meeting Meals, Car Mileage, Cellular/Mobile Phone Fees, Conference Registration Fees, Internet Fees, Licenses/Certification Fees, Lodging, Membership Fees, Parking/Tolls/Bridge, Passport/Visa Fees, Posters/Office Supplies, Publications, Rental Car, Rideshare & Taxi (Lyft/Uber/Taxi), Train/Rail, and Training Course Fees.

There are two booking methods. Method 1 (Concur): Email RUTravel@finance.rutgers.edu to enable guest booking access, then book flight/hotel on Concur. Method 2 (Direct Travel): Fill out the Non-Employee Travel Request Form and contact Direct Travel at 1-888-818-1067 or RutgersTravel@dt.com to book. For remaining charges (ground transportation, parking, mileage), the faculty candidate's expenses are refunded through Non PO Upload ??? send all relevant receipts to ifhpurchases@ifh.rutgers.edu. An expense report is required to reimburse funds from GL/Project account back to Rutgers Card for flights and hotels.

With a report open, select Add > Create New Expense. Enter the expense type and required fields. Select the "spend" Currency from the list to the right of the Transaction Amount field. The Conversion Rate is auto-populated based on the Transaction Date and Currency entries. The expense calculates the Amount in your reimbursement currency. Currency is converted by multiplying by the rate or dividing by a different rate ??? select "Reverse" next to the Conversion Rate field to switch between multiplication and division.

You can email receipt images to receipts@concur.com ??? they will appear in your Available Receipts. To attach a receipt to an expense: select the expense line item, click "Add Receipt" from the expense Details tab, select the desired receipt from Available Receipts, and click "Attach." You can also upload directly: with the expense open on the Details tab, click "Attach Receipt Image," select the receipt image, and click "Attach." The receipt image displays on the right side of the screen. You can detach or append images from the receipt pane.

Receipt images must be a maximum of 5MB per file. Accepted formats are: PNG, JPG, PDF, HTML, and TIFF. You can email receipts to receipts@concur.com from your verified email address. When sending receipts as a delegate for another user, enter ONLY their email address in the Subject line and attach the appropriate receipt(s).

For each non-travel transaction, you must provide: (1) A receipt (always required; use the lost receipt form if missing). (2) EITHER a picture of the transaction line from your online bank portal showing the transaction and matching dollar amount plus last 4 digits of card, OR just the last 4 digits of your card (from a picture of the credit card with everything else crossed out, or from the bank's online portal). If the receipt already shows the last 4 digits of the card, that is sufficient.

You'll receive an email from EmailReminderService@concursolutions.com if credit card transactions (from bookings through Concur paid by Rutgers) are not assigned to an expense report after 15+ days. To assign: log into Concur > click Home > Expense. Under Available Expenses, click the pending transaction, then click the 3-dot symbol (More) > Move > select an existing report or New Report. If the trip hasn't happened yet, you can ignore the notification until you return. Don't submit the report before returning from the trip.

Select the lodging expense, then go to the Itemizations tab and click "Create Itemization." Select the lodging expense type. Choose "Recurring Itemization" or "Single Itemization." Indicate if the room rate is "Same Every Night" or "Not the Same." Enter the Room Rate (per night) and Room Tax (per night). Use the "Additional Taxes" link for more tax entries. Save the itemization, then continue itemizing remaining charges (personal items, etc.) until the balance reaches $0.00. A red exclamation icon indicates expenses that need to be itemized.

Select the expense line items (click checkbox to select all), then click "Allocate." Click "Add" to add an allocation entry. Fill in the Project.Task details for the first account to charge. All other fields (Activity, UDO, Location, Fund Type & Business Line) default automatically. Click "Save," then click "Add" again for each additional account. After adding all accounts, change the percentages to your desired split. Click "Save." The total must be allocated 100%, or an audit rule will be flagged and you won't be able to submit. Every line item is now allocated to this split. If adding more lines later, repeat the allocation process.

Select "Attendees" from the expense type screen. In the Attendees window, click "Add." You can add attendees by: searching for a Business Guest or Employee and selecting them, creating a New Attendee, selecting from Recent Attendees, or choosing from Attendee Groups (Favorites or My Team, configured in Profile settings). Click "Add to List" to include them. Attendee information is required for business meal expenses to comply with University policy.

On the expense report page, first review all details. You can click "Print/Share" to generate a Detailed Report (includes all report-level info and summary) or Receipt Report (lists expenses requiring receipts). When ready, click "Submit Report," review the Report Totals window, then click "Submit Report" again to confirm. A Report Status window appears ??? click "Close." If you cannot submit, a message will describe the error or alert that needs correction. Common issues include unallocated expenses (must total 100%) or missing receipts.

From the SAP Concur home page, in the Required Approvals section of My Tasks, click "Expense Reports" to see reports pending your approval. Select a report to review. You have three options: (1) Click "Approve" to approve the report. (2) Click "Approve & Forward" to approve and send to an additional reviewer ??? enter the User-Added Approver and optional comment. (3) Click "Send Back to Employee" to return the report ??? you must enter a comment explaining why you're returning it.

On the SAP Concur home page, in the Quick Task Bar, select "Open Reports." In the Active Reports section, your report will appear with a "Returned" status and the approver's comment below the amount. Click the returned report tile to open it. Make the requested changes based on the approver's comment. Once corrected, click "Submit Report" to resubmit for approval.

Login to Concur Expense, click the Profile Icon (top right) > Profile Settings > Expense Delegates. Click "Add" to enter a new delegate. Check the boxes for their permissions: Can Prepare, Can Submit Reports, Can Submit Requests, Can View Receipts, Can Use Reporting, Receives Emails, Can Approve Temporary (for approvers ??? designate a substitute approver while out of office with Start and End dates), Can Preview For Approver, and Receives Approvals Email. To delete a delegate, put a check mark next to their name and click "Delete."

Select Profile > "Act as Another User." Confirm "A Delegate for another user who has granted you this permission" is selected. Enter all or part of the user's name, select them from the list, and click "Switch." You now act as their delegate with whatever rights they granted you (preparing/submitting reports OR approving reports). To email receipts on their behalf, both email addresses must be verified ??? send to receipts@concur.com with ONLY their email in the Subject line. To return to your own tasks: select "Acting as <user name>" > "Act as Another User" > select "Myself" > click "Switch."

All human subject payments must comply with HSPP, University HR policies, Federal tax law, and University purchasing/payment policies. The PI must document payment arrangements in the IRB application, and the IRB must approve them before the study begins and before any participant is paid. Payment recognizes the subject's time, loss of wages, or inconvenience ??? it cannot be offered as undue influence. Payment schedules must be clearly documented in the study application and IRB-approved informed consent. For continued participation, payments should be given on a reasonable prorated basis to avoid the appearance of coercion.

Four methods are available: (1) Direct Payment (deposit or check) ??? use for Rutgers employees and nonresident aliens; no cost. (2) ClinCard ??? currently only available to RBHS units; $3.95 initial card + $1.15 per load. (3) Gift Card (Visa at $2.00/card + shipping, or merchant cards like Target/Amazon at no cost) ??? use when SSN is obtained. (4) Cash ??? last resort only; NOT authorized for disbursements exceeding $300 per calendar year. For confidential/anonymous studies with an IRB waiver of signed consent, incentive payments should NOT be via check ??? use cash, gift cards, or tangible goods instead.

ALL payments for research participation are taxable income by IRS regardless of amount. Participants must be informed through the IRB-approved consent form. If total payments are $600 or less per calendar year, it's not necessary to determine tax status. However, if ANY single payment exceeds $75, OR the PI anticipates multiple payments totaling more than $300 per calendar year, the subject's tax status must be reviewed BEFORE enrollment to ensure their visa category allows receiving University income. Payments to nonresident aliens exceeding $100 per calendar year must be processed through the Glacier Tax Portal. Account codes: 54160 (Services Human Subjects ??? US Resident), 55230 (Professional Services ??? non-resident).

Unless using ClinCard (which maintains automatic logs), all human subject payment distributions must be documented. Documentation must include: human subject identifier (Name, IRB number), amount disbursed, date of disbursement, acknowledgment of participation and receipt of funds (participant's signature), acknowledgment of distribution (signature of responsible administrator/PI), and the participant's relationship to the University. For cash payments of $300 or less (including gift cards purchased with advanced cash), use a log documenting the $300 annual limit. Personal identifiable information (health info, SSNs, sensitive study names) should NOT be submitted to Accounts Payable. Gift cards are treated like cash and subject to cash handling policy ??? keep them in a lockbox and limit direct access.