Yes. If someone has multiple approver roles (they can have two of the three but not all three) (the three being Travel Admin, Supervisor, and Cost Center) they will only need to approve once. The system will approve all workflow steps assigned to them at the same time.

Yes, there will be a separate queue for Concur questions. Use help@umaryland.edu and enter CONCUR in the subject line. Including a screen shot is very helpful.

Yes. They can be the same person. When a travel admin creates travel forms as a delegate for an employee, the form routes to the employee to review/approve and submit. This does not count as approving for compliance to USM travel policy. The compliance approval step is inherited in the travel administrative creation of the travel forms. Travel Administrators and Traveler Delegates are different roles in Concur. The Travel Administrator is a workflow approval step and that person should be reviewing Travel Requests and Expense Reimbursements to make sure they stay within UMB, USM, and State of Maryland travel and expense reimbursement policy. A Traveler Delegate is someone who can just prepare forms (request or expense) for another traveler.

A delegate is someone who acts on behalf of someone else. A person can be a Traveler delegate or an Approver delegate.  The traveler would need to set the Traveler delegate up so they could prepare on their behalf and then the delegate would login to Concur, select “Act on Behalf Of” and select the traveler. The approver (Travel Admin, Supervisor or Cost Center Approver) would need to set the Approver delegate up so they could approve on their behalf and then the delegate would login to Concur, select “Act on Behalf Of” and select the approver.

For non-employees, a user authorization form must be submitted to establish their profile. On the form, their travel delegate must be indicated. For an employee traveler, the employee needs to set up their delegates in their profile.

Yes. Up to 99 delegates may be assigned.

If you are a Traveler delegate and you want to receive email notifications, you must have the checkbox selected to receive emails. Additionally, when the traveler assigns you as a delegate, the checkbox for the delegate to receive emails must be checked. The traveler will also receive emails, but they can turn off email notifications if they do not want to receive emails. 

A Travel Admin does not have access to a traveler’s profile settings unless the Travel Admin is also assigned as a Traveler delegate. It is the traveler delegate assignment that gives access to profile settings.

We are in the process of evaluating the delivered reports and designing new reports to be able to identify data that would be helpful to travel administrators. This type of report should be part of that collection.

The traveler does not have to assign the Primary travel admin. The traveler can assign any employee to submit requests/expenses for them. It can be a travel admin. It does not have to be the Primary travel admin. In fact, it can just be an admin assistant who doesn’t have any other travel approval role.

Delegation for preparing Requests/Expense Reports and completing approvals are different delegations. The Dean may delegate to someone to prepare on their behalf and someone else to approve on their behalf.

A Traveler delegate is able to update profile settings for others such as doctors and faculty.

Anyone can prepare a Concur access form for someone else. A department may want to designate one person who prepares the Concur access forms for others to make sure that the appropriate form is used. The access form is then routed to the person gaining access as well as the department head or administrator for approval.

Authorization forms for the Primary Cost Center Approver can be done at any time. The authorization form for the Primary Travel Admin or Travel Admin delegates (User Authorization form) needs to be done after the instructor led training courses have been completed since the role will not be granted unless the 4 course curriculum for a travel admin has been completed.

Yes you will need role request forms for both departments because there will be two department heads that will need to approve your access.

The Concur User Authorization forms are located on the User Authorization Forms Home Page. You will need to sign in with your UMID. 

The year indicated in the naming convention for travel and business forms is the calendar year. 

The naming convention has been set by the Office of the Controller in order to expedite the processing of the forms that require their approval.

All employees will have their user accounts created based on an integration from HRMS. Many fields on the Profile Settings for the employee user accounts will be populated. You will not be able to update/add any additional fields or assign delegates until April 10th (or earlier if your school/division is in the pilot group).

All travel administrators must take the 4 instructor led course curriculum in order to get access as a travel admin in Concur.

Yes- in order to enter a travel request for another person, that person must first assign you as their delegate in their profile settings. Just having the role of Travel Admin does not allow you to enter a travel request.

No. Expense Types and Trip Types are mapped to the appropriate expense object codes. If an object code is incorrect, then the wrong expense type or trip type was used. Deleting or adding an Expense Type or changing the trip type on the header can only be done by the traveler or traveler’s delegate.

Yes. There will be times when an expense was not anticipated and it can be included on the report (with receipt and explanation) even if it’s not on the travel request. Of course, the department has the discretion on whether to approve any expense that was not pre-approved on the request. 

It is the calendar year.

If a request is not APPROVED 1 day BEFORE the trip start date then the trip is out of compliance with policy. Unlike the legacy system, a backdated request cannot be completed. The expense report can be completed and it will be routed to the CBFO to determine if the reason why the request wasn’t completed timely justifies reimbursement. The traveler is at risk for not being reimbursed if the request is not approved prior to the trip.

The only requirement to use the travel agency (via booking on-line or with a travel agent) is when Airfare will be paid by UMB.

There is no warning about the use of the Travel Clearing Account. However, there is a screen under the Request Details or Report Details link named Allocation Summary that clearly displays the funding source. All preparers and approvers have access to this screen and at the very least the Cost Center Approver should be looking at it to see where the expenses are being charged.

After the request has been approved there can be no changes. However, the funding sources can be changed on the expense report so the expenses posted in the financial system can be accurate.

The rate for parking at the airport is set to the DAILY rate for that airport. UMB will not reimburse the rate of the HOURLY parking lot. However, the traveler may choose to park in the hourly lot but will only be reimbursed at the daily rate. If the rates increase at the airport then the reimbursement rate will also increase.

Yes, the approvals will start over. However, if the initiator forgot to ATTACH something, then any of the approvers can attach a document and it will not need to start over in the approval process.

The traveler delegate will prepare and submit the request for the non-employee traveler. The non-employee will not log in to Concur. If the traveler wants a copy, the travel delegate can print/email the request form using the Print/Share report. 

When a traveler delegate creates a travel request for an employee, instead of submitting it, they will “notify employee” and the request will route to the traveler, so he/she can submit it.

If the expense is related to the travel, then it should be part of the request, but including a conference fee (for example) is not a requirement. If the hotel or car rental is paid via Pcard, then that is required to be on the request.

The request should include the conference fee and be completed before paying the conference fee. We don't want to pay for a conference and then find out that there were not enough funds for the trip.  In addition, the request form is required to be retained with the Pcard documentation.  A fully approved request form prior to the Pcard purchase confirms that the expense was properly approved.

The booking fees charged by TLC will be expensed to the project/SOAPF per the Request if payment is by TMC Card, or expensed to the project/SOAPF per the Expense Report if reimbursed to the traveler when the traveler has chosen Payment Method “Out of Pocket” on the expense report.

At the time of creating the request, the traveler should provide screen shots of what the airfare would be if it was booked on the dates/times required for the business portion of the trip as well as the airfare on the dates including personal travel. If the airfare including personal travel exceeds the airfare for just business travel then the traveler is responsible for paying the full amount of the airfare and then seeking reimbursement for the cost associated with just the business trip. If the travel including the personal dates is lower than the business portion then the trip may be charged to the UMB credit card or paid for with a personal credit card for reimbursement. It is essential to obtain the fare comparison at the time of booking because airfare changes daily and retroactive costs cannot be obtained.

We added a new category of “Other Employee”.

Residents and Post Doc Fellows should be Other Employees and GRAs should be Student Employees.

The “Booking Exception”" request is used when there is a legitimate reason why the airfare cannot be booked in Concur.  Ex- there is a cohort of travelers from several universities travelling to a site and in order to get discounted travel the travelers must all use another university’s travel agent.

Yes. The map used is actually a Google Map so different routes can be chosen.

You can add multiple funding sources using the Allocate function on the expense types. You can allocate by dollar amounts and percentages. Only one funding source can be entered on the header and that will be applied to any expense type that has not been allocated.

There is no requirement to attend virtually. That question is placed on the conference registration expense type as a reminder that there may be an alternative to incurring additional travel costs and encouraging our sustainability initiatives.

The question related to whether a conference is offered virtually on the "Conference/Workshop Fess/Registration” expense type is an optional question that can be required by a departmental business process. It was added to assist those departments who may have budget constraints or sustainability goals to assist in evaluating whether travel expenses should be incurred.