SAP Concur Quick Start Guide. For Travelers

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1 Introduction SAP Concur Quick Start Guide For Travelers This guide is intended for travelers who use SAP Concur to support official travel. It is only a short summary of the information available via SAP Concur User Guides and Demonstrations available directly from SAP Concur. If you are using an online version of this Guide, selecting the links in it will take you directly to other resources. If not, you can copy-paste the full URL into your web browser. Those URLs are at the very end of this Guide. Note: For best results, use the Chrome browser to access SAP Concur. Getting Started 1. Log onto and run the DTMO s decision tool (aka, Travel Bot ). One of two results is possible: a. Your trip profile allows you to use SAP Concur. The tool automatically logs you onto SAP Concur and opens the home screen. For more information about that screen, see the SAP Concur Supplement: Home Page Features. b. The tool advises you to use DTS instead. *Note: If you need to access a travel document after initial creation, log into SAP Concur directly, without going through the decision tool. 2. If prompted, or per Component directives, review and update your profile. See the SAP Concur Supplement: Profile Updates. 3. If you are working as a traveler s Proxy or Delegate (travel clerk or NDEA), see the SAP Concur Supplement: Proxies & Delegates. Step 1: Select Reservations 1. In the left column of the SAP Concur home screen, enter your itinerary data and identify the reservations you need (see Figure 1). The system automatically provides reservation search results for all requested reservation types. Important Note: Unless you don t need to make any reservations, never start by selecting Start a Request. 1

2 Step 1: Select Reservations Only select if you need a rental car or hotel Additional options appear when you select a hotel Figure 1: Itinerary Data Entry Fields Note: The following icons may mark various reservation options: a. Option is within policy without justification. b. Option is within policy, but requires justification. c. More information available. 2. On successive screens review availability and make reservations for: a. Commercial flights (includes flight, fare, and seat selection) See Figure 2 b. Rental cars See Figure 3 c. Hotels (includes room selection) See Figure 4 2

3 Step 1: Select Reservations Note differences between fare types Figure 2: Flight & Fare Selection Icons identify lower-cost vs. highercost cars Figure 3: Rental Car Selection 3

4 Step 1: Select Reservations Notes tell you if hotel is a DoD Preferred hotel, is a FedRooms participant, is FEMA-approved, or provides e-receipts Icons identify rooms within vs. rooms over per diem Figure 4 Hotel & Room Selection 3. After you ve made all reservations, review them. 4. Select Next>> to create a request (authorization). The Trip Booking Information screen (Figure 5) opens. It allows you to edit the Trip Name and enter a Trip Description of your choosing. Figure 5 Create Request 4

5 Step 2: Create Request Advancing past the Trip Booking screen allows you to review and confirm your reservations. Doing so automatically creates a trip request and displays the administrative details of the trip (Figure 6). Segments and Expenses tabs Figure 6 Trip Administrative Details Note: This screen also contains tools (Figure 7) you can use to send more money to the GTCC vendor to pay your credit card account. Complete the information if necessary for instance, if you charged any meals to the card, you can add the total cost of those meals here. Figure 6 Trip Administrative Details You must enter a TDY Purpose (Figure 6, red highlight), then select the Segments tab (Figure 6, blue highlight). The Segments screen (Figure 7) opens. Figure 7 Allocate Reservation Expenses Select any Allocate button. The Request List screen (Figure 8) opens. It allows you to associate all your reservation expenses to a line of accounting (LOA). 5

6 Step 2: Create Request Figure 8 Allocate Reservation Expenses Check all the boxes, then select Allocate Selected Expenses. The Allocations screen (Figure 9) opens. Figure 9 Allocate Expenses Check one or more LOAs and a method of allocation, then Save. When the screen that shows your trip administrative details updates (Figure 6), select the Expenses tab (Figure 6, blue highlight) to add the rest of your expenses (Figure 10). At this point, the only expenses in your request are your reservation expenses. Figure 10 Allocated Trip Expenses Select + New Expense and enter some key information (such as the date and expense amount) to add other estimated trip expenses from a list (see Figure 11). Expenses you add at this point should automatically allocate to the appropriate LOA. Important note: You must always add M&IE as an expense and select the appropriate TDY Location. 6

7 Step 2: Create Request Always add M&IE and always select the proper TDY location. Figure 11 Add Trip Expenses Select Submit Request to finish your request and send it to your Request Approver. Note: You must submit the request within 24 hours. This is a travel industry requirement to ensure reservations are not held for unduly long periods of time. It is analogous to DTS cancelling all your reservations if you don t submit within 24 hours. Step 3: Create Expense After your trip, you must submit an expense report (also, simply expense or report ) to receive payment for your travel. Here s how: 1. Log onto SAP Concur. When the SAP Concur home screen opens, select Requests at the top of the screen. On the list that appears, find the trip you want to create the expense report for and select Expense on the right (see Figure 12). Figure 12 Create Report 7

8 Step 3: Create Expense 2. Next you must confirm, correct, or provide information for several administrative aspects of your trip. You ll see screens that ask you to: a. Confirm or correct key information about the trip (e.g., travel dates) and traveler (e.g., Component affiliation), and to identify whether you want to send additional funds to the GTCC vendor. b. Import the itinerary and GTCC transactions you want to use with this trip. c. Review the selected itinerary. d. Update your per diem allowances by selecting any meals that were available or provided (see Figure 13). Figure 13 Available and Provided Meals Indicators 3. Accomplishing all of the above lands you on the expenses screen (see Figure 14). Figure 14 The Expense List 8

9 Step 3: Create Expense This screen shows errors ( exceptions ) at the top, attached expenses on the bottom left, and a work area on the bottom right. You ll notice many icons that provide information about the displayed expenses. Blue icons are generally positive or informative (e.g., receipt attached). Cautionary icons are red, yellow, or orange: a. = A major error that prevents you from submitting the report. b. = A minor error that requires your attention and possible action. You can submit the report, but depending on the nature of the error, your Expense Approver may not be able to approve it. c. = A GTCC transaction that is available for import. Note about GTCC transactions: SAP Concur displays all expenses you charged to your GTCC as Available Expenses until you either attach them to an expense report or delete them. If you used your GTCC for official travel in the local area or on a TDY you arranged in DTS, you can t include those expenses in an SAP Concur expense report, so if you want to remove them from the selectable list, you must delete them. You must always be very careful to only attach GTCC transactions that are tied to trips you arranged using SAP Concur to your expense report. Note about reimbursements: All expenses ask for a Payment Type. If you select GTCC, the reimbursement goes to the GTCC vendor. If you select Other Payment Method, the reimbursement goes to your personal bank account. Note about lost receipts: Should you ever lose an irreplaceable receipt, select Receipts at the top of the Expenses Screen (Figure 14) to see the Receipts drop-down menu (Figure 15). Select Missing Receipt Affidavit, check all the receipts you lost, and select Accept & Create. SAP Concur takes care of the rest. Figure 15 The Expense List Note about expenses: Sap Concur recognizes two types of expenses: 1. Stand-alone expense: One payment for one purchase. This is the typical expense type. 2. Grouped expense: One payment for several purchases. For example, a hotel bill, can include many types of purchases room cost, tax, parking fees, meals, housekeeping charges, in-room movies, and so on. Not all of these expenses are reimbursable. 9

10 Step 3: Create Expense 4. Select the > icon (see Figure 14, red highlight) to see an itemized list of purchases included in a grouped expense. If the > icon does not initially display, select the expense, then select Itemize in the lower right corner of the screen. Note: To help prevent overpayments, make sure you check the Personal Expense box for all non-reimbursable items that appear in a grouped expense. Nonreimbursable expenses include, but aren t limited to, the meals and in-room movies examples mentioned above. 5. Select a red or yellow icon to open a screen that will help you identify and troubleshoot the problem. Some you can easily fix (e.g., receipt not attached), but some you can t fix without help (e.g., no funds in the budget). For the latter, you must contact a specialist (e.g., a Budget Administrator) for help. 6. When you re ready, select Submit Report to route it to the Expense Approver. Important Note: Be very sure you only submit accurate expense reports. The current version of SAP Concur does not allow you to create multiple reports against the same request or to make any changes to an expense report after approval. You can recall and change an unapproved expense report, or the approver can return it to you before approval, but once approved, an expense report is final. Additional Resources The items on this list provide the URLs for the additional information mentioned elsewhere in this Guide. You ll find it useful when viewing the Guide in hard copy. 1. SAP Concur User Guides and Demonstrations 2. DTMO s SAP Concur vs. DTS decision tool (aka, Travel Bot ) 3. SAP Concur Supplement: Home Page Features 4. SAP Concur direct link 5. SAP Concur Supplement: Profile Updates 6. SAP Concur Supplement: Proxies & Delegates 10