These FAQs have been rewritten into a general end-user knowledge base format for campus employees.
Getting Started
How do I get started?
Getting started is easy. First, log in to Concur and complete your profile setup. Next, review the training materials available in the SJSU Concur Toolkit. Depending on your needs, you can then create a request or submit an expense report.
How do I configure my Concur profile?
Setting up your Concur profile is one of the most important steps to ensure a smooth travel experience.
Click on the user icon (top right)
Click on Settings
Click on Personal Information
Review:
Name, Birth Date, and Gender
Home and Work Addresses
Email Addresses
Verify your email address
Emergency Contact
Travel Preferences
Frequent Traveler Programs
TSA Pre-Check
Passports and Visas
Assistants and Travel Arrangers
Click Add an Assistant
Identify employees who might book travel on your behalf
Credit Cards (required for hotels)
Click Save
Click on Request Delegates or Expense Delegates
Click Add
Identify employees who might need to act on your behalf.
Assign roles, based on Concur Toolkit: Delegation.
Click Save
Click on Personal Car
Click New
Enter your Make and Model
Choose Mileage Rate Type: 1 Personal Car
Click Save
Delegates
How do delegates work in Concur?
Employees may assign delegates to prepare Travel Requests and Expense Reports on their behalf.
Can a delegate have another delegate?
No, delegates cannot assign delegates. But an employee can setup more than one delegate.
What should I do if my approver forgot to assign a delegate and is out of vacation or leave?
Contact financeconnect+concur@sjsu.edu if there is an urgent business need.
Can department administrators review requests before submission?
Yes. Depending on the department's preferred workflow, a department administrator may prepare transactions on behalf of travelers and/or serve as a reviewer for an approver. Departments should choose the process that best fits their operations.
Approvals
How is approval routing determined?
Approval routing is based on the department assigned to the expense(s).
Can expenses be charged to multiple departments?
Yes. Individual expense lines can be allocated across multiple dept IDs and funding sources.
Can funding change between the Travel Request and Expense Report?
Yes. Funding allocations may be updated as needed.
Is there a different approval workflow for ProCard reports?
No. Both ProCards are routed the same as any expense report in Concur.
How can I view reports I've already approved?
Navigate to Approvals, then click on either Reports or Requests.
Under Requests, change Limit results to All Approved Requests.
OR
Under Reports, click on View then select All Reports you Approved.
Travel Requests
How do I submit a Travel Request for group travel?
A lead employee may submit a request on behalf of a group and identify travelers using the Guest List feature.
How are high-risk international trips reviewed?
High Hazard International travel requests are reviewed through established Risk Management processes.
Booking Travel
Do I have to book flights through Concur?
We recommend using the Concur Booking Tool whenever possible. However, you may book outside the system.
Can I use my Travel Card outside Concur?
Yes, if the expense is for yourself as the Traveler.
How do I handle hotels requiring payment on arrival?
If you have a Travel Card, that is the best option for hotel payments. Otherwise…
For domestic hotels, you can request an instant card to facilitate the hotel payment.
For international hotels, you can request a travel advance during the Request process. Please reach out to financeconnect+concur@sjsu.edu if this is your first time requesting an international travel advance. Account configuration is required.
Expense Reports & Reimbursements
When should I create an Expense Report?
An expense report should be generated as soon as you have an approved request. This will be especially useful when you begin uploading receipts into your Concur account.
Click on Create Expense Report
Click on Create From an Approved Request
Click on the blue button (Create From an Approved Request)
Select an Approved Request
Click on Create Report
How are meals and per diem handled?
Concur calculates eligible travel allowances and per diem based on your itinerary.
Can I claim ground transportation?
Yes. Rideshare, rail, taxi, parking, and similar expenses can be reimbursed.
Hospitality & Business Meals
How do I submit hospitality or group meal expenses?
Use the Hospitality expense type and include attendees and required documentation.
How do I request reimbursement for a business meal?
Submit an Expense Report with attendee information and required documentation.
Why did my Hospitality Form auto-approve?
Hospitality forms do not require supervisor or DOA approval.
How do I attach my Hospitality Justification Form to my Expense Report?
This is a two-step process:
First, download a copy of your Hospitality Justification Form:
Go to Main Menu > Requests > Manage Requests
Open the corresponding Hospitality Justification Form request
Click Print/Share
Click Hospitality Justification Form Printed Report
Click Save as PDF
Second, upload it to your Expense Report:
Go to Main Menu > Expense > Manage Expenses
Click on the corresponding expense report
Click Manage Receipts
Click Manage Attachments
Click Upload Report Level Attachment
Locate and select your PDF
Wait for the attachment to load
Click Close
Travel Cards & ProCards
How do I request a Travel Card or ProCard?
These are considered “Requests” in the Concur system. See Concur Toolkit: New Cards for more information.
How are ProCard expenses routed?
Department ID allocations determine the approval workflow.
Can multiple employees share a ProCard?
No. ProCards are assigned to individual cardholders.
Who should request a ProCard?
Department staff who are responsible for procurement activities in their department.
Who should request a Travel Card?
Travelers who have 5+ trips in a year can request a Travel Card to pay for their own travel expenses.
Department staff can request a Travel Card to pay for non-employee travel expenses, if they host campus visitors throughout the year.
Student & Non-Employee Travel
How do students or non-employees obtain travel authorizations?
Travel requests and expense reports for students and non-employees must be submitted by an SJSU state-side employee.
I can’t find my student or non-employee in Concur.
Students and non-employees must be configured in the CFS system before they are available in Concur. Please submit a request via the Non-Employee & Student Reimbursement/Refund Onboarding Form.
Are receipts required for student or non-employee reimbursements?
Yes. Supporting documentation is required.
Artificial Intelligence
Do I have to use the AI Travel Assistant?
No, it is optional. But it can save time in providing general estimates for travel expenses such as airfare, rental car, and hotel.