Resources FAQ

Yes, Open Lab sessions are on Fridays, from 10 a.m .to 11 a.m. via Zoom.
  Here is the Zoom link: https://sdsu.zoom.us/j/84800430517

Yes, a delegate can create requests and expense reports on a traveler's behalf. The delegate can create the reports, but the traveler must submit the request or expense report. Please visit Concur Travel: Acting as a Delegate (Youtube) for more information on how to act as a delegate.

In person training is available for groups of 10 or more. Please complete the request form: Concur Travel and Expense - Additional Department Training

Once you have been fully onboarded with SDSU Human Resources (HR), they will send the information to Concur. Updates typically occur every 1-2 days so it is recommended to check back in 24-48 hours if you are unable to access. Ensure that you are accessing Concur through the secure Sharepoint Link: https://sdsuedu.sharepoint.com/sites/procuretopay

An ATC is not required to utilize Concur.

If it is your first time logging into Concur, be sure to view the training video for help in setting up your profile.

Concur can be used for SDSU Staff and Faculty travel. Use of the Concur booking tool cannot be used for student, Research Foundation employee, or non-employee travel. Please utilize the previous T2 and TEC process for these individuals.

Travelers have 30 days after the travel end date to submit an expense report.

Our estimation is that reimbursements will be paid out within 2-3 weeks of accounts payable receiving the submitted and approved expense report.

In short, yes. Per the Non-PO Policy (link), "If conference registration is paid by a PCC, it must be included in the traveler’s Concur expense report and marked as university paid to ensure data is captured accurately."

Please refer to the following websites:

GSA Domestic Per Diem Rates: for lodging and meals and incidental expenses incurred while on official travel within the continental United States (CONUS).

Foreign Per Diem Rates: for lodging and meals and incidental expenses incurred while on official international travel, outside the CONUS.

Defense Travel Management Office: for Hawaii/Alaska rates.

Yes, you can add multiple account strings to then apply to a travel Expense Report in Concur. Please visit Concur Travel: Allocation in Concur (Youtube) for more information on how to allocate expenses.

Yes, this would be considered a day trip. The traveler would indicate the same day as their travel start and end dates. A comment box will be available to describe the number of hours or details about the trip purpose if needed. 

Blanket Travel Request is for travel within San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX. Below is the international blanket process. Please watch the Blanket Travel Request (Youtube) for more information on blanket travel in San Diego County and Imperial County.

Step 1

Traveler fills out a Travel Registry for their first international blanket trip. (Travel Registry must be completed for each individual trip to ensure SDSU knows when an employee is out of the country).

Step 2

Traveler submits a Concur blanket request for 1 year. (Blanket requests can only cover San Diego County, Imperial County, Baja California - MX, and Oaxaca - MX; and Concur blankets can only cover mileage and parking expenses.) Please watch the Blanket Travel Request (Youtube) for more information on blanket travel in San Diego County and Imperial County.

Individual Concur Travel Requests need to be completed if other expenses will be incurred.

Step 3

Traveler emails Risk Management ([email protected]) with a copy of the approved Travel Registry and Concur Request to request insurance for 1 year to the requested destination. (It is the responsibility of the traveler to ensure they repeat steps 1-3 once their insurance has expired)

Taxes are not included as part of your domestic nightly rate per diem; please ensure to note the tax amount in the tax field for the itemizations. For International lodging per diem, taxes are included in the allowance limit so you may enter the night rate and tax amount as a single nightly sum for the itemizations.

You can access Enterprise via Concur, enter payment method (ATC or personal credit card), and reserve the car. The receipt will be generated once payment is completed. Direct Bill is not available when booking through Concur. Please continue to the Enterprise Link on the P2P Sharepoint page at https://sdsuedu.sharepoint.com/sites/procuretopay/SitePages/Enterprise-Business-Travel.aspx for direct bill capability.

If you have used the Ghost Card for airfare within Concur, changes will automatically be charged or credited to that account and will appear as an additional expense to be reconciled. In order to change a flight, there are two possible ways depending on the airline. 1. Some airlines will allow you to change directly within Concur. To do so, go to the HOME dropdown in the top left corner of the homepage and select Travel. From there, go to the Trip Library tab. Search for the reservation and note the Action options at the end of the row. It may say Cancel or Cancel | Change. If the change option is available, you may select there to alter the flight time. 2. If you do not see the change option here, this means changes with the flight will need to be done with the Travel Agency associated with the CSU and Concur. Please call the number listed on the Concur homepage under Online Travel Technical (Online Support: 888-535-0179) for assistance.

The vendor charge is typically a low dollar amount charged for the use of the Ghost Card with the Concur booking tool. This will need to be reconciled like any other available expense by adding it to an expense report for submission, but this charge does not require a receipt.

For budgetary restrictions, it may be communicated to your traveler that a certain amount of spend is authorized for reimbursement. The traveler should begin by only including the reimbursements that fall within the communicated amount. If there is an amount still above the limit, a reduction can take place. Please see the video on how to reduce at Concur Travel: Error Resolution: Reducing Reimbursement (YouTube).

If a report is submitted (Request/Expense) it can be recalled by the traveler/sent back by the processor (AP travel team member) as long as it is not fully approved by the processor (AP travel team member) once it is fully approved, it can not be recalled.

Please visit Concur Travel: Error Resolution: Reactivating a Request (Youtube) for more information on how to manage these type of email notifications.

Please visit Concur Travel: Error Resolution: Reducing Reimbursement (Youtube) for more information.

Please visit Concur Travel: Error Resolution: No request Attached to the Report (Youtube) for more information on how to manage these type of email notifications.

Please visit Concur Travel: Error Resolution: Expense Report Email Notifications (Youtube) for more information on how to manage these type of email notifications.

If no expenses and reimbursements will be expensed to a state-side account, you may go into the request and select to close it in the top right corner of the request page.This will not delete the request but will archive it for record keeping purposes. No expense report will be able to be created from the request and the system alerts should cease.

Please direct your questions related to Concur by submitting a ServiceNow - Procure-to-Pay Request (SSO)

Requests will time out automatically 60 days after the last date of the trip. To prevent this from occuring, create a report from the approved request within this time period. If it has closed and you still have expenses to reconcile, create a copy of the request, changing the end date to allow time for approvals and for the expense report to be created. The How to Reactivate a Request video and How to Submit an Expense Report video may be viewed at Concur Travel: Error Resolution: Reactivating a Request (YouTube) and Concur Travel: Creating and Submitting an Expense Report (YouTube).

Please ensure that you have logged into your profile on the desktop version and verified your email address in profile settings.

There are several reasons why your report's account string may be causing an error: 1. The report string does not match the request string. 2. One of the fields is incorrect or incomplete. 3. There is an invalid allocated string. 4. One of the expenses on the report is matched to an old request. 5. The account string combination has not been set up yet in Concur. If you believe your account string to be correct and it matches the one on the request header, please reach out to Campus Care by submitting a ServiceNow - Procure-to-Pay Request (SSO).

The budget approver is connected directly to the account string selected at the header level when the request was first created. If you see the wrong approver for the fund you intend to charge, please double check your account string. If you see the correct string but wrong approver, double check the spend authority or personnel on your FAH list for the ORG/FUND combo. More info about updating the FAH can be found on the SDSU SharePoint page Oracle FAH Process

Supervisors cannot be changed except trhough updates with HR. Both the traveler and their supervisor must be updated with HR for the change to take effect. The update will not occur instantaneously and may take 2-3 days to reflect in Concur.

Status can be determined by the traveler and/or delegate by looking at the report timeline of the submitted report. Should a check mark appear next to the AP processing step of the timeline, payment will most likely be issued on the next occurring check run day. If there is still a clock icon next to any of the steps on the timeline, this means it is still under review with the corresponding individual.

Traveler: The traveler is approving their travel requests and expenses for the following items.

 
• The travel is necessary to conduct official university business,
 
• Work/class coverage,
 
• Compliance with CSU and campus policies, procedures, collective bargaining agreements, and applicable state and federal laws,
 
• Travel expenses are ordinary, reasonable, and not extravagant.
 

Supervisor of Record: The supervisor of record is approving travel requests and expenses for the following items.

 
• Time off campus,
 
• Work/class coverage verification,
 
• The travel is necessary to conduct official university business,
 
• May approve funding depending on funding source and/or departmental budget practice.
 

FAH: The FAH of record is approving travel requests and expenses for the following items.

 
• Funding is available for the requested amount,
 
• Compliance with CSU and campus policies, procedures, collective bargaining agreements, and applicable state and federal laws,
 
• Travel expenses are ordinary, reasonable, and not extravagant.
 

The PCC may be used for conference registration and non-employee travel expenses. It may not be utilized for airfare, hotels, and other travel expenses on an employees behalf.

The ATC is only for personal use and cannot be used to purchase on behalf of, or for others.

If you choose to opt into all notifications, you will receive an alert when the status of your expense report changes to "Sent for Payment." This indicates that payment is in process; however, please note that you will not receive an additional notification once the reimbursement is issued as check or electronic payment.

The group meal can be listed as a travel expense other (i.e., "other expense type"). A receipt and an HJ form must be attached to the line. The traveler must exclude the meal listed on their per diem to avoid overlapping reimbursement.

Cash advance requests are to be requested for special exceptions. Please submit a ServiceNow - Procure-to-Pay Request (SSO) and they will be able to determine if your request is eligible for cash advance access.

Exceeding the hotel limit for domestic travel ($333) will cause a policy violation and the overage will be deducted from the remaining reimbursement on the report OR will need to be repaid to the University. In the case of an exception approved by P2P Director, the reimbursement may include the overage but only with proper documentation which shows undeniable evidence the lowest cost option was obtained. International hotel limits are established by location and may vary. Overages for international hotels MUST be repaid using reimbursement or the abatement process and no exceptions are available.

  Overview: Cash advances that are requested can be issued up to a max of 80% of the per-diem for the trip and 80% of out of pocket expenditures (if utilized)(Example: Hotel, flights, etc. that were not University paid). Cash advances should not be utilized in lieu of using the ATC and/or Ghost Cards and should only be used if no other payment vehicle exists as a viable option.

Step One:

 
• Submit a ServiceNow - Procure-to-Pay Request (SSO) to request access to this function. Once approved, the traveler can now add a cash advance request to their request and submit the travel request.
 
• Cash advances should be requested 60 days in advance of travel.
 
• The approved Cash Advance request will be disbursed to the traveler 30 days before travel.

Step Two:

 
• Traveler is required to create an expense report within 30 days of travel end date.
 
• If any portion of the cash advance was not utilized during travel, it must be returned to the University. The traveler submits a check payable to the University and a completed Abatement Form directly to the Bursar's office.
 
• Once a receipt is received from the Bursar's office, the traveler uploads the receipt to the line item in Concur. The expense report, among other expensed items, is submitted to AP and the cash advance is reconciled.
 

The ghost card is a non-physical card which exists on all traveler profiles and is used to charge flights through the Concur booking tool. The ghost card does not bill directly to the department but must be reconciled against the account string specified in the request/report header through the expense report process. The ghost card allows employees to book flights without coming out of pocket. It cannot be used for hotels or rental cars at this time.