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Concur Getting Started –
Review and Complete User Profile Settings
Process: Before creating any travel requests or expense reports, Concur Travel and
Expense users should review and update their user profile to ensure the accuracy of
the data.
Procedures
Login to SAP Concur • Login to MyUK
• Click the link for Concur Travel and Expense
Management.
• From the Concur homepage, click Profile, then
Profile Settings.
• Complete the following Information:
Personal
Information
• Name: Required
o First and Last Name will be populated from your University HR record.
o Add Middle Name and, if applicable, Suffix to match your
government issued photo ID which you will present to airport security. NOTE: If the name information is incorrect, refer to BPM E- 8 - 8 at the link below:
https://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E- 8 - 8.pdf.
- Company Information – for emergency alerts, enter the following:
o Your department name
o Your email address o Your department number
- Verify Your Email Address: o Click the Verify link. § A code will be sent from Concur to your university email address. § Copy the code from the email message. o Return to your profile and paste the code you received into the Enter Code box, then click OK. o NOTE: Your UK email address has already populated your profile. Verifying your email address allows you to: § Email your receipts to receipts@concur.com § Forward travel plans to plans@concur.com
- Emergency Contact: o Enter the contact information for your emergency contact. o If your emergency contact’s address is different from your own, uncheck “Address same as employee”. o Click Save.
- Travel Preferences – optional, Recommended for Frequent Travelers o Enter air, hotel, and car rental preferences. o If you participate in Frequent Traveler Programs, click Add a Program.
- TSA Secure Flight o Gender and Date of Birth will auto populate. o If you have a TSA Pre-check number, it can be entered.
- International Travel: Passports and Visas – Recommended for International Travelers o Entering passport and visa information in Profile, allows it to be available when booking travel. o Enter passport/visa information and click Save.
- Assistants and Travel Arrangers – optional o Click Add an Assistant to add another user who can act as a proxy for making travel arrangements.
- Request Delegates o Click Add, then begin typing the individual’s name and select their record from the dropdown list. o Check off the functions you would like your expense delegate to perform on your behalf § Typically, this includes prepare, book travel, submit requests, view receipts, receive emails. o Click Save. o NOTE: Expense delegates can prepare, but cannot submit expense reports on behalf of the traveler. It is the responsibility of the traveler to add/delete delegates.
- Request Preferences: Skip
- Request Approver o Your default approver will automatically display.
- Favorite Attendees: optional o Frequent attendees of Group Business Meals can be setup in the system ahead of time. o Click New Attendee, enter required information, click Save
Expense Settings •^ Personal Car
o Register the personal cars that will be used § Click New § Enter the Vehicle ID as one of the following:
- Fed rate = personal car using normal federal mileage rate
- State rate = personal car using state mileage rate
- Reduced fed rate = personal car using the reduced federal mileage rate § Enter the Vehicle Type based on the Vehicle ID chosen in the previous step § Click Save o Repeat the registration if you may need multiple mileage rates based on source of travel funds (i.e. state grant, federal grant, etc). o Check with your business officer if unsure which mileage rates to use.
o Concur for Mobile – Setup the traveler’s mobile phone to capture receipts, submit expense reports, etc. § Create a PIN, and click Set PIN. § Download the Concur application to the traveler’s phone, using the provided link, or by going to the App Store on the traveler’s phone. § Login to Concur via the phone, using the traveler’s UK email and PIN as the password. § Click OK, to allow Concur to send Notifications.
Your Concur Profile
Setup is Complete!
- Questions Contact Customer Service: o Email – concurexpense@uky.edu
o Web Inquiry –
