Concur Travel & Expense (CTE)

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• Concur Basics & CSU Learn Trainings

  Learn general information about the Concur Travel and Expense platform. For content specific questions, see information in specific sections below or refer to the FAQ section.

  CSU Learn Trainings

  Concur (CTE) General Overview(opens in new window) (Self-paced instruction)
  General travel and Concur self-paced overview for new Concur Travel & Expense (CTE) users. Course highlights travel lifecycle and general flow of activity through the CTE platform.

  Concur (CTE) User Lab/Ask an Expert(opens in new window) (Zoom, virtual meeting)
  Hands-on assistance in Concur Travel & Expense (CTE) with preparing travel requests, booking travel, preparing expense reports, or the approval process in CTE platform.

  Concur Micro Learning

  Videos

  Concur Dashboard Introduction

  Per Diem GSA Lookup (domestic)(opens in new window)

  Per Diem DoD Lookup (Alaska, HI, US territories, International)(opens in new window)

  Per Diem Lookup(opens in new window)

• Complete User Profile, Assign Travel Arranger & Delegate (Assistant)

  Prior to using Concur Travel and Expense you must complete your user profile. You can also assign delegates/arrangers who can assist with initiating travel requests, booking travel reservations and compiling expense reports.

  Reference Guide

  Profile Setup (PDF)
  

  Videos

  Profile Setup

  E-Receipt Activation
• Create a Travel Request

  The request module is used to enter trip related details, estimate costs, communicate time away from campus, and document required pre-approval.

  Reference Guide

  Create a Travel Request (PDF)
  

  Videos

  Acting as a Delegate or Travel Arranger

  Creating a Blanket Travel Request for Mileage

  Travel Request for Unfunded/Liability Only Trip
• Book Travel

  Concur can be used to make air, hotel, rail, and rental car reservations for campus travel. Travel arrangements made through CTE are managed by our CSU Travel Management Company (TMC), Christopherson Business Travel (CBT).

  Things to consider while traveling:

  Itemized receipts and proof of payment is required for all expenses >$55
  CBT can be contacted to assist with reservation changes/cancellations, as needed, while in travel status.

  800-285-3603 (5 a.m. to 6 p.m., PST) or csu@cbtravel.com
  800-960-7862 (emergency after hours, use CIT code - P6LV)

  Enterprise reservations should be made within CTE. However, should travel plans change or there is a need to make a last minute reservation these can be done at the counter (in person) or online at enterprise.com. You must have necessary contract codes to access campus rates and liability coverage. If you do not use the campus Enterprise contract then you should consider purchase of additional coverage, however, reimbursement is not guaranteed if not justified as to why the contract with appropriate coverage was not used. Contact the Accounts Payable Office for contract codes at x6426.

  Reference Guide

  Booking Travel Reservations in Concur (PDF)
  

  Videos

  Booking a Car

  Booking a Flight

  Booking a Hotel
• Create an Expense Report

  The expense module is where a user can access their receipt library, travel credit card expenses that feed to their profile (as applicable), and expense reports in progress or previously completed to claim and record costs associated with an approved trip.

  Reference Guide

  Creating an Expense Report (PDF)
  

  Videos

  Adding a Receipt

  Adding a Campus Credit Card Expense to an Expense Report

  Itemizing a Hotel Expense

  Creating Expense Report from Travel Request for Blanket Mileage

  Creating an Expense Report from an International Travel Request
• Approving a Travel Request or Expense Report

  Approvers are automatically designated in the Concur workflow. They will receive notifications as submissions are added to their queue for review. The following resources will highlight some considerations and tips for users performing in this role.

  Reference Guide

  Approving Travel Requests & Expense Reports (PDF)
  

  Videos

  Tips for Approving Travel Request

  Tips for Approving Expense Report

  Delegating an Approver During Absence

  Acting as an Approver Delegate
• Travel Credit Card

  Campus travel credit cards are issued to eligible employee travelers, upon department approval. The credit card can be used for all travel elements and the charges automatically feed into a cardholders CTE profile, to later be attached to a related trip expense report. Attaching to an expense report is how the card activity is reconciled.

  Reference Guide

  Travel Credit Card Basics (PDF)
  

  Videos

  Credit Card Activity & Profile Connection
• Mobile Applications

  The CTE implementation included two mobile applications that can be used by employees.

  Concur app - can be used to capture receipts, classify expenses, and build expense reports using a smartphone or mobile device.

  TripIt app - can be used to manage itineraries with functionality that provides change alerts, neighborhood ratings for hotel locations, and overall itinerary management.

  
  

  Reference Guide

  Connections to Mobile Applications (PDF)
  

  Videos

  Setting Up Concur Mobile App