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To stop receiving automated email reminders, follow these steps to determine when and how to close a request in Concur.
You can apply the same treatment to requests you no longer wish to see in the active areas of your Concur homepage or Manage Requests page.
When to Close a Request
Completed & Processed Reports: It is appropriate to close a request once the related card statement or expense report has been completed, approved, and processed. A status showing as "Sent for Payment" indicates that payment has been processed. While the status on your screen or in reminder emails may not explicitly display "Approved," the request is effectively complete as long as it does not say "Processing Payment".
Hospitality Requests Paid via ProCard: Because Hospitality justification forms are attached as a PDF to ProCard reconciliation reports rather than linked directly in the system, Concur cannot detect that they were matched up. This can trigger ongoing email alerts regarding approved requests pending an expense report. In these cases, once the ProCard statement has been processed, closing the request will stop further notification emails.
How to Close an Approved Request in Concur
Open the approved request in Concur from Manage Requests.
Click the Close Request button to deactivate it.
Note: Closing a request prevents it from being attached to any future expense reports. However, you can still view closed requests at any time by going to your main Requests page and adjusting the View dropdown menu.
(Note: Approved Travel Requests automatically close on day 61 after the travel end date.)
How to Delete an Unsubmitted Request
Navigate to Requests > Manage Requests in the left navigation menu.
Select and open the unsubmitted request.
Click the Delete Request button to remove it.
Recall or Cancel a Submitted Request
Open the pending request from Manage Requests.
Click Recall to withdraw the request for edits, or select Cancel Request to cancel it.
If you wish to adjust other email preferences, go to Profile > Profile Settings. You can modify notification preferences under:
System Settings
Request Settings > Request Preferences
Expense Settings > Expense Preferences
Please note that mandatory system reminders cannot be opted out of, but closing completed requests will resolve unwanted alerts.
The "Recall" feature in Concur allows you to retrieve a report or request that has already been submitted but is still pending approval. By recalling it, you move the item back to your queue, which changes its status to "Sent Back to User" and unlocks it for necessary modifications.
Procedure: How to Recall and Resubmit
Navigate to the Item: Go to the specific Travel Request or Expense Report that is currently pending approval.
Recall the Item: Locate and click the Recall button, typically found on the request or report summary screen.
Confirm the Action: If the system prompts for confirmation, proceed to pull the item back into your queue.
Make Necessary Edits: Once the status is updated to "Sent Back to User," perform the required edits (e.g., updating dates, adding missing expenses, or correcting attendees).
Resubmit: After saving your changes, review the report/request and click Submit to restart the approval workflow with the updated information.
When to Use the Recall Feature (Common Scenarios)
Recalling is a standard administrative step used to resolve bottlenecks or errors without needing to start a request from scratch. Common scenarios include:
Correction of Approval Routing: If a report was routed to the wrong supervisor (e.g., due to retirement, a change in reporting lines, or an expired approval window), recalling allows the system to re-evaluate the HR data and route the report to the correct individual.
Updating Trip Details: If you need to include additional activity or expenses that were omitted—such as extending a rental car duration or adjusting travel end dates—you must recall the report to add these items before the final approval.
Rectifying Hospitality/Attendee Data: If you find that the attendee count or group size in a hospitality/Catering expense is incorrect, recalling allows you to edit these fields before the financial/DOA review.
Content and Structure Issues: In instances where a report is "stuck" due to errors in approval structure or cost object discrepancies, a delegate or the user can recall the report to make content adjustments, ensuring the approval flow can proceed once resubmitted.
Important Note: Recalling is only effective while the item is still in the "Pending Approval" state. If the report or request has already been fully approved or posted, you will not be able to recall it and will need to follow your department's specific policy for expense transfers or adjustments.