Concur

Blue Logo with the text SAP ConcurConcur is a tool that integrates travel request and expense reporting with a complete travel booking solution for CSU faculty and staff. All CSU campuses are transitioning to Concur to streamline paperwork for travel, shorten approval/review times, and improve audit/payment cycles. Concur also offers the SAP Concur Mobile App to manage expenses and business travel on a mobile device and/or tablet.

Important Note
If you have a current CTC, you MUST exchange that for a new Aztec Travel card to use Concur. Campus Partners will be able to exchange their old CTC card for a new Aztec Travel card every Friday starting on April 5th from 8 a.m. to 4 p.m at the Administration Building (AD-116). Please ensure to bring your Red ID. All existing CTC cards will be shutoff June 30th.

Make sure you reconcile all CTC expenses before replacing your CTC. Once you receive an Aztec Travel Card, you cannot use the prior CTC in Concur.
How to Get an Aztec Travel Card (ATC)

New Travel Process

Review the CSU Travel Policy and the SDSU Travel Policy (PDF), to ensure you are aware of the requirements of the policy. If you do not comply with the policy, you may not be reimbursed for your travel costs.

 The nightly lodging rate for domestic travel based on actual expense incurred may not exceed $275 per night, excluding taxes.

 

As soon as you know you are going to travel, create your new request for the trip. Once you request your trip, the workflow will automatically route to your FAH approver and supervisor for approval. Delegation of approval can only be delegated up in FAH and/or management.  Delegation of booking can be delegated to anyone. Please note approval must be completed within 5 business days. 

Log into Concur (via P2P Sharepoint)

If you're logging into Concur for the first time, be sure to view the following training video for help setting up your profile prior to submitting your first travel request:

Concur Account String Rubric

For use in submitting travel requests and allocation

As Shown in Concur Correlating Oracle Segment
Fund Fund*
Department Org
Program Function
Class Endeavour**
Project Org/Activity Combination

* All Fund numbers will have an extra 0 at the end in Concur. For instance, Fund 1006 would appear as 10060 in Concur.
** Most will use ENDV 0000.

Please note: The Natural Account segment is not shown in Concur as it is driven by Concur in the background based on charge type selections.

 If you are traveling once a year please request an Aztec Travel Card (ATC) as this is the preferred method of payment for travel expenses. For details on obtaining a travel card, please visit the Aztec Travel Card section.

Concur can be used to make air, hotel, and rental car reservations for campus travel. Once the trip is approved through Concur, travelers can easily book their travel from their desktop or mobile device.

 Please be aware that flights cannot be booked via mobile app.

You can expense personal travel expenses or use your Aztec Travel Card.  If using an SDSU credit card, you must use the Aztec Travel Card. Please note receipts are still required for any charges on the Aztec Travel Card.

No meals can be charged on the Aztec Travel Card as they are on a per diem basis.

After travel is finished, you must submit an expense report through Concur. When using Concur you are no longer required to use the Per Diem Worksheet. Please note you have 30 days after the travel end date to submit your expense report. 
For details on how to create and submit your expense report, please visit https://youtu.be/zB1JmiA7yfw and/or CONCUR - How to Create an Expense Report Guide (PDF).

If you are using state funds to pay for your trip, you must utilize Concur to reconcile your trip expenses.  

Mileage

Mileage will need to be added to a new or current expense report in Concur to receive mileage reimbursement. For more information on how to add mileage to your expense report, please review this video : https://youtu.be/R2FZPPAUdzA.

Effective January 1, 2024, the mileage rate reimbursement is 67 cents per mile.

Important Dates

 
Tuesday, April 2, 2024
Campus-wide rollout and soft launch start date.
Friday, April 5, 2024
Campus Partners will be able to exchange their old CTC card for a new Aztec Travel card every Friday starting on April 5th from 8 a.m. to 4 p.m at the Administration Building (AD-116).
Monday, July 1, 2024
Existing travel pre-approvals completed via a T2 for travel on or after July 1 are no longer valid and must be resubmitted via Concur. All expense claims for travel on or after July 1 must be submitted via Concur. Oracle iExpense can only be used to reconcile travel that was completed before July 1.
Monday, September 30, 2024
Last day to reconcile expense reports in the prior Oracle process.

Resources and Support

Concur FAQ

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

Aztec Travel cards can be picked up during the Open Labs which occur every Friday from April 5, 2024- Friday, June 28, 2024. Please bring your Red ID and your CTC.

An ATC is not required to utilize Concur.

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

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

You can obtain real-time information about where your submission is in Concur. For requests, choose the “Request” tab and review the status of each request listed. For expense reports, choose the “Expense” tab and you will see the status noted on the expense reports tile.

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

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 https://youtu.be/nQErw3G9Y7M for more information on how to act as a delegate.

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.

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. 

Cash advance requests are to be requested for special exceptions. Please send an email to [email protected] and they will be able to determine if your request is eligible for cash advance access.

Step One:

  • Contact [email protected] to request access to this function. Once approved, a Travel request is created in Concur. A cash advance request can now be added by the traveler.
  • Once approved, the 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.