Concur
Travel and Expense Management Solutions
Concur is Riverside Community College District鈥檚 web-based, integrated travel and expense management solution that centralizes and consolidates the travel request, booking, and out-of-pocket expense reimbursement.
With employees and students traveling for a wide range of academic and professional development purposes, the Concur automated solution will help simplify and expedite the travel process, provide cost savings, increase efficiency, reduce reimbursement times, and eliminate paper. Concur was selected through a collaborative (District and College) proposal process and approved by the 女优appD Board of Trustees. All travel is governed by 女优appD Board Policy 6900.
Logging into Concur
To log in to Concur, go to the District鈥檚 single sign-on portal at .
Use your email address and email password as your login credentials. Once logged in,
click on the SAP Concur Travel and Expense icon.
Training Materials
Concur User鈥檚 FAQ鈥檚
Q: How do I access Concur?
- Login into the Microsoft Applications
- Click on the widget next to the 鈥淢y Apps鈥�.
- If you do not see the Concur icon then click on 鈥淎ll apps鈥� to find the Concur icon.
If you encounter technical issues, please contact the 女优appD Help Desk: helpdesk@rccd.edu
Q: Concur vs IERR vs Galaxy. How do I know if it goes into Concur?鈥赌�
- ALL travel-related events, such as conferences/workshops, that require payment should be entered into Concur. You do NOT need a Galaxy requisition for travel-related expenses.
Q: Do I need a travel request even if there is no cost?鈥�鈥赌�
- If you are physically attending a workshop or conference, you must complete a travel request even if there is no cost associated. A travel request is also your authorization to travel on behalf of the District and ensures the District is aware of your travel if you are injured. Once the request has been fully approved and the travel has ended, close it
Q: Do I need a travel request even if a third party covers all expenses?
- Yes, a travel request must be completed with a zero amount and a list paid by an outside agency. This is for management and travel risk tracking.
Q: What documents do I need to attach to my request?
- Flyer/Agenda, Conference registration fee, Airfare estimate, Hotel estimate, and transportation estimate.
Q: Can I use Concur for student travel?鈥赌�
- Yes, Concur can be used for student travel. A 鈥渘on-employee travel expense鈥� type is available to denote student-related travel expenses.
Q: Can I book airfare for students?
- Yes, see section xxx of the Concur Manual.
Q: What documents do I need to upload for student travel?
- The same as for a traveler request, with the exception of including a list of students, associated field trip request forms, and a schedule of game events (for Athletics).
Q: Can we use Concur for group travel?鈥赌�
- Yes, if the ONLY expense is registration and each individual will not be reimbursed for travel expenses such as meals or mileage.
Q: My Concur Request is being routed to the wrong approver; how do I change or update the approver?
- Email concurquestions@ (rcc.edu, norcocolleg.edu, mvc.edu, or rccd.edu).
Q: Travel is approved but there has been an addition to the travel (add-on). Can I modify my request?鈥�
- If your travel request is not yet fully approved, you can recall the request, modify it, and then resubmit it for approval. You must create an 鈥渁dd-on鈥� to your original travel request if it is already fully approved.
Q: Can I use more than one budget string on my travel request?鈥赌�
- 鈥痀es, follow the steps to 鈥渁llocate budget鈥� found in the Concur manual.
Q: Can I use the 女优appD Foundation Accounts for Concur travel?
- Yes, follow the steps found on page 55 of the Concur manual.
Q: If I underestimated the cost of my request, how can I add more money to my Concur travel request?
- If your travel request is not yet fully approved, you can recall the request, modify it, and then resubmit it for approval. You must create an 鈥渁dd-on鈥� to your original travel request if it is already fully approved.
Q: My travel request has been underestimated due to price changes. What is the maximum amount I can go over without processing an add-on?
- Your travel request can go over 10% or 200 dollars, whichever is greater.
Q: What is the process of out-of-state travel?
- In addition to submitting your Concur Travel Request, connect with the respective offices of the president/chancellor鈥檚 office to ensure your request is placed on the Board agenda for approval. NOTE: The Board MUST approve your out-of-state travel before traveling. Please allow sufficient time for processing.
Q: How do I get my鈥疊ank of America card?鈥�
- Once your travel request has been fully approved, you will email purchasingtravel@rccd.edu asking for a Bank of America card. In the email, provide the travel request number, your name, your cell phone number, and whether this is a reload or a first-time requesting a card. See page 40 in the Concur Manuel for instructions.鈥�鈥�
Q: How long will it take for me to receive my鈥疊ank of America card?鈥赌�
- It takes about 7-10 days for your Bank of America card to be available for pick up at your Cashier鈥檚 office.鈥赌疶he Cashier鈥檚 office will notify you via email when your card is available for pick up.
Q: How long does it take for my funds to appear on my Bank of America card?鈥�
- It takes approximately 2-3 days for the funds to appear on the Bank of America card once requested.鈥�鈥�
Q: Is the Bank of America good for a one-time use?
- No, once the Bank of America card has been issued to you, then it is yours to keep and use for future travel.
Q: I canceled my travel and no longer need the Bank of America card. What should I do with it?
- You can keep the card for future travel.
Q: Can I use my Bank of America card to buy gas?
- Yes, you may purchase gas using the Bank of America card under the following conditions:
- You are renting a vehicle or using a college vehicle.
- You have included the gas expense in your original travel request as an 鈥渙ther travel request.鈥�
Q: Can I use my Bank of America card to buy gas for my personal car?
- No, if you drive your personal vehicle for business purposes, then you will get mileage reimbursement. Mileage will need to be included as an Expected Expense in your original travel request
Q: I am using 鈥淏ook with Concur鈥� to create my travel request. Can I still use the Bank of America Card for my other expenses?
- Yes! You can always request the Bank of America card regardless of the booking type you choose.
Q: Is there a way to set up a credit card so that I can get credit for the money spent put on my account so I can use it in the future?
- Bank of America does not have a reward/credit system. These are district public funds and cannot be used on personal rewards.
Q: When should I make someone my delegate?鈥�
- If you are an administrator and would like to have your assistant act on your behalf to create your travel request, book your travel, and create and submit your expense reports, consider making someone your delegate.鈥�
Q: I was made a delegate for someone else. How do I act as their delegate?鈥�
- Log in to Concur. At the top, right-hand portion of your screen, click the down area near the word 鈥減rofile.鈥� Then, enter the name of the individual you will be acting as and select from the list. This will open that individual鈥檚 profile for you to work under.鈥�
Q: I am a delegate trying to book my manager鈥檚 travel and can't see the book link.鈥�
- Your manager must update what you can access as their delegate.鈥�
Q: I am a delegate and need to submit a Missing Receipt Affidavit. Why can't I locate and submit the form on the traveler鈥檚 behalf?
- By design, the SAP Concur system only allows the end user to fill out the legal declaration form. Like any legal declaration, only the person claiming something can create the form. Proxies, delegates, or anyone acting as the user cannot use or make this declaration.
Q: How do I book a Concur travel using my AS Budget Trust Accounts?
- Please see Section VII of the Concur Manual.
Q: The approval listed on the Trust Cards are not updated, do I need to update the Trust Card prior to initiating my Concur Request?
- Yes, for specific questions, please email concurquestions@ (mvc.edu; norcollege.edu, rcc.edu, or rccd.edu) as appropriate.
Q: Can we use multiple AS budget accounts?
- Yes, list the budget accounts in the comments sections on the request header. See page 55 of the Concur Manual.
Q: Can I use the general fund budget and an AS account?
- Yes, but please allocate the expenses appropriately.
Q: Do I need to fill out the AS Field Trip Packet?
- Yes, the AS process has not changed.
Q: If I am going on a field trip or college trip less than 500 miles 鈥� do I need submit a Concur Request?
- Yes, Concur will be required for all travel, including local field trips. You can find more information in the AS Field Trip Packet.
Q: My travel request/mileage report/expense report is routing to the wrong person for approval.鈥�
- Email concurquestions@ (mvc.edu; norcollege.edu, rcc.edu, or rccd.edu) as appropriate and include information about the error message you are receiving and the necessary corrections.
Q: I'm going on vacation; can someone approve on my behalf?鈥赌�
- Yes!鈥� You can have someone as your temporary delegate approve it on your behalf.
Q: How long does the approval process take?鈥赌�
- The process varies, but on average, approvals are completed between 2 鈥� 3 days.
Q: How do I know if my travel request or expense report is approved?鈥赌�
- Log into Concur and click on requests at the top of your screen. All of your open travel requests will display along with their approval status.
Q: When can I book my travel?鈥赌�
- A link to 鈥淏ook Travel鈥� will appear once your travel request is fully approved. Follow the link to book your travel segment.
Q: How do I decide if I should book in Concur?鈥�
- Before entering the travel request, explore the rates available to you through the Travel Store for your airfare or hotel. Are these rates better than what you can obtain going outside of Concur?
- For example, is the conference rate for the hotel less expensive than what you found in Concur?鈥� Are the flight departure and arrival times what you need? If you feel you will benefit from using the Travel Store for air, hotel, and/or car rental, then you should select 鈥淏ook in Concur.鈥� If you do not wish to use the Travel Store for any of your travel fares, then you should choose 鈥淏ook outside of Concur鈥�.鈥�
Q: Do I have to use the online booking tool in Concur for all travel arrangements?
- No. Although it is highly recommended, the online booking tool in Concur is optional. The Concur booking tool includes state-contracted discounts for airfare, lodging, and rental cars, as well as an inventory of travel arrangements available through public websites like Expedia or Travelocity.
Q: I have encountered an emergency and can no longer attend the conference. What do I do with my airfare? Can I transfer my airfare to a colleague?
- A: Contact the Cal Travel Store immediately, if you booked your airfare through the Cal Travel Store and let them know you will not be able to use the airfare ticket. Typically, the airfare ticket is non-refundable and non-transferable therefore the airfare ticket assigned to you will be available for future.
- Information on Unused Tickets can be found on your Concur Travel site:
Q: How do my conference vendors get paid?鈥赌�
- Once your travel request is fully approved, you will need to email purchasingtravel@rccd.edu to request a Bank of America card. This is a pre-loaded credit card you will use to pay all of your conference/trip expenses.
Q: What if the vendor does not accept鈥疊ank of America as a form of payment?鈥赌�
- The District has other credit cards available to issue payments. Email purchasingtravel@rccd.edu and let them know the vendor does not accept Bank of America for payment.
Q: What if the vendor does not accept credit card payments at all?鈥�
- You can request a paper check to pay this vendor. To do so, email purchasingtravel@rccd.edu a completed 鈥淒irect Pay Request鈥� form. Let them know the vendor does not accept credit card payments and that you are requesting a check.
Q: When should I request a Cash Advance?鈥赌�
- The Bank of America card is now available, and a cash advance should only be requested after consultation with the purchasing department. In some cases, a vendor might only accept cash. If this is the case, consult with purchasing to identify a recommended course of action.
Q: How do I pay for my UBER using the Bank of America card?
- Login into your UBER app and click on your Wallet. Scroll down and under Payment Methods add the Bank of America credit card information.
Q: Do I need to create an expense report even if I am not expecting a reimbursement?鈥�
- Yes, you need to create an expense report for every travel request you submit. The expense report is needed to 鈥渃lose the loop鈥� and finalize the trip.
Q: I have attended my travel and collected all the receipts 鈥� hotel folio, meals, airfare, parking, etc. but I cannot find my Concur Request on my Concur site. How can I find my requests so I can proceed in submitting my expense report?
- Under your Manage Requests you will view all of your 鈥淎ctive Requests鈥� and click the drop-down arrow and click on 鈥淎ll Requests鈥�.
Q: My expense report was approved, what now?鈥赌�
- Accounts payable will process your expense report and will reimburse you for any out-of-pocket travel expenses you may have paid.
Q: How will I receive my reimbursement?鈥赌�
- A check will be sent to your home mailing address.
Q: What do I do if I am missing a receipt?
- You will need to submit a Missing Receipt Affidavit via Concur. Check the box on which
you are missing the receipt for and under Manage Receipts click 鈥淢issing Receipt Declaration鈥�:
Q: My total expenses exceed the travel request approved by more than 10% and I cannot submit the expense report. What do I do?
- You will need to create an 鈥渁dd-on鈥� to your travel request. Please contact your Concur trainer for guidance.
Q: Where do you see the Bank of America card charges? 
- You will see your card charges in your Concur queue. You can click on 鈥淎vailable Expenses鈥� to view your charges.
Q: How do I report personal expenses such as alcohol?
- On the expense report, enter two-line items. There should be one line for the original amount indicated on the receipt (including the alcohol) and another line for the payback amount identified as "Out of Pocket" on the Payment Type. The payback amount must be entered as a negative number. Payments for reimbursement/deposits are made at the Cashiers Office and receipts must be attached to Concur expense reports.
- When reimbursing/depositing the personal expense at the Cashier's Office, be sure to provide a budget account reference, such as 11-DXX-1000-0-1501-0000-5220, and a Concur Request ID: 3ABC Conference XYZ on the cashier's miscellaneous receipt. If paying with a check, please write the check payable to 女优appD.
Q: Are receipt photos accepted as a backup document.
- Yes, receipt photos are accepted as a backup document for Expense Reports as long as they are legible.
Q: Should I upload a copy of a mapping service website (e.g., Mapquest) to Expense Reports for mileage reimbursements?
- Concur has a built-in Mileage Calculator (Google Maps) that calculates mileage based on addresses entered. Click on the 鈥淢ileage Calculator鈥� icon to compute the mileage.
Q: I have submitted my expense report, and I have no other receipts to submit; why is it showing on my Manage Request view?
- If there is a remaining balance, it will continue to appear on your Manage Requests platform. If all expense reports are completed, then CLOSE the report, but no future expense reports can be processed. Note: 女优appD cannot reverse a CLOSED travel request.
Q: Why am I receiving the 鈥渃ontact purchasingtravel@rccd.edu to request a vendor ID鈥� error message?鈥赌�鈥�
- This means you have never received a reimbursement check from the District and need a vendor ID number to be added to your profile. Email purchasingtravel@rccd.edu and ask them to create a vendor ID for you in Concur. They will update your profile and notify you when this has been accomplished.鈥� Then, go into your travel request and make some small changes (such as adding a period in a comment field), and save the request. This will clear the error message, allowing you to submit your travel request.鈥�鈥�
-
Moreno Valley College: concurquestions@mvc.edu
-
Norco College: concurquestions@norcocollege.edu
-
女优app: concurquestions@rcc.edu
-
女优appD Office: concurquestions@rccd.edu