Concur Travel and Expense Quick Setup Guide

Overview

To leverage Concur's full functionality, we ask all UNC Charlotte employees to take a few actions to ensure the appropriate setup and activation of mobile applications associated with the Concur tool. The actions outlined in this document must be completed by the employee.  

Process

Action 1 – Log in and Access Profile Options  

  1. Log in to Concur at concur.charlotte.edu

  2. Enter your NinerNet SSO credentials 

  3. Select the circle with your initials in the top right-hand corner

  4. Select Profile Settings  

Action 2 – Validate Name, Add Phone Numbers, Gender and Date of Birth

  1. Under Profile Options, select Personal Information 

  2. Validate that the first, middle, and last name populated from Banner matches the name on the government-issued identification you use for travel. If changes are necessary, update the fields.

  3. Scroll to Contact Information and enter your phone numbers. These fields are designated by the [Required] label. However, only one of either a work or home phone number is required in addition to a mobile number. Specify a country calling code for your mobile phone.

  4. Scroll to the TSA Secure Flight section select your gender and enter your date of birth

  5. Select Save

Action 3 – Verify Email  

This verification step is required so that receipts can be emailed to Concur at receipts@concur.com. 

  1. Under Profile Options, select Personal Information

  2. Scroll down to Email Addresses. Your UNC Charlotte email address will be preloaded.

  3. Select Verify 

  4. Log into your UNC Charlotte email account to retrieve the code sent from Concur

  5. Enter the verification code from the email in the Enter Code box and select OK

  6. A pop-up box will confirm that the verification was successful

  7. Select Save 

Action 4 – Add Delegates  

Delegates can be assigned to complete Travel Requests, prepare Travel Expense Reports and prepare purchasing card Expense Reports. Consult with your departmental business team to determine if there are any specific requirements for setting up delegates within the department.

Supervisors or departmental approvers (Cost Object Approvers), can add a delegate to approve on their behalf. There is no limit to the number of delegates that you can set up. See the delegate FAQs for additional information.

  1. Under Profile Options, select Expense Delegates.

  2. Follow the Add/Remove Delegates guide. Request and Expense share delegates. By assigning permissions to a delegate, you are assigning permissions for Request and Expense tasks.

Action 5 – Activate E-Receipts 

Enable e-receipts to automatically receive electronic receipts from participating vendors.

  1. Select the Profile tab at the top of the page to return to Profile Options

  2. Select E-Receipt Activation

  3. Select to enable e-receipts and agree to the terms of activation.  

Action 6 – Download and Install Concur Mobile App

The use of the Concur Mobile App is not required but does make many of the Traveler or approver tasks easier.  

  1. Select the appropriate link below from your iPhone or Android device:

OR

  1. Go to the App Store or Google Play directly on your phone and search “SAP Concur”

    1. Select Sign In

    2. Type CLT49 in the Username, verified email address or SSO code field

    3. Select Next

    4. Enter your SSO credentials

    5. Respond to the Duo multi-factor authentication prompt

If you enter your email address in Step 3, after selecting Next, you’ll need to select UNC Charlotte SSO and then enter your SSO credentials.

Additional Set Up If You Travel 

Action 7 - Travel Preferences (Optional)

  1. Select the Profile tab (if you navigated out of your Profile Settings, to return, select the circle icon with your initials in the top right corner and select Profile Settings)

  2. Select Travel Profile Options 

  3. Enter preferences, travel awards programs, TSA information, passport and Visa information

Action 8 – TripLink Enable Partner Connections

TripLink allows you to enable connections between your frequent traveler accounts and your Concur account. Plans and receipts from business travel bookings with these partners will be added to your Concur account for you.

Trips booked with a TripLink Partner and forwarded to plans@tripit.com will flow into Concur when the users' TripIt and Concur accounts are connected.

  1. After adding Frequent Flyer Programs and numbers from Action 7 

  2. In the Concur TripLink box, select Enable

Action 9 - Travel Arrangers (Optional)

If you will be using Concur to book travel, travel arrangers and assistants can be identified. Your travel arrangers can book travel on your behalf using the credit card information included in your profile. A travel assistant can not access your profile or book travel but is your contact for the travel agency.

Consult with your departmental business team to determine if there are any specific requirements for setting up Travel Arrangers or Assistants within the department.

  1. In Profile Options - Personal Information, scroll down to Assistants and Travel Arrangers 

    Delegates: If a delegate was previously added, the delegate’s name may already be listed in this section with a red line to denote they haven’t been given access to book travel. If you want to grant the delegate access to book travel, select the Update icon and check the box to Book Travel. Otherwise, you can select the Delete icon to remove them.

  2. Select Add Assistant

  3. Start typing the name of the person you want to add who can book your travel and select the person from the results

  4. Select the check box to allow the person book travel on your behalf (Travel Arranger)

    1. To also make them your primary travel contact, select the Is My Primary Contact for Travel checkbox.  If you don’t want them as your primary contact, you can add another assistant after you finish adding the travel arranger

  5. Select Save

Primary Travel Contact: If you want to designate someone else as your primary travel contact, select Add Assistant, search and select that person. Don’t check the can book travel checkbox but instead check the primary travel contact box. Select Save.

Action 10 – Credit Card  (Optional)

By adding your purchasing card or a departmental purchasing card, you or your Travel Arranger will be able to book airfare and make hotel reservations through Concur. Do not add a personal credit card.

  1. In Profile Options - Personal Information, scroll down to the Credit Card Information 

  2. If you have a UNC Charlotte Purchasing Card (used for p-card allowable travel expenses), enter that card information. If a departmental p-card is used to charge your travel arrangements, your Traveler Arranger can access your profile and add that card information later.

  3. Select Save  

Action 11 - TripIt Pro Mobile App (Optional)

The TripItPro mobile app is strongly encouraged for all travelers. 

  1. On the top left dropdown menu, select Profile, click Triplink 

  2. Select Link to TripIt 

  3. Create a TripIt Account using your UNC Charlotte email address. 

  4. Enter a unique password. This password is not associated with your University NinerNet account and is only for TripIt Pro.

  5. You’ll receive an email from TripIt with a verification link. 

  6. Once you’ve verified your account, download the mobile TripIt app

  7. Log in using your UNC Charlotte email address and the password you selected. You will automatically be upgraded to TripItPro

If you already have a TripIt account, sign in and link accounts. 

Additional Support

If you have questions or need further assistance, please refer to the Concur FAQs and Guidance or submit this request form.

 

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