Travel Expenses

Workflow for Reconciling Expenses in Concur

See the traditional flow chart for more details including text for accessibility.

Background

Purpose

The primary purpose of these materials is to provide a transparent, user-friendly guide for SJSU campus employees to navigate the Concur expense reconciliation process. The resources are designed to help users evaluate critical decision points (such as expense ownership and non-employee travel) and highlight essential information required to support compliance with systemwide CSU policy. These are reference aids and do not function as institutional policy documents; they exist solely to help the campus community correctly interpret and apply existing CSU regulations within the Concur platform.

Audience

The target audience consists of:

• Campus Users: Faculty, staff, and employees who book travel or reconcile expenses in Concur.

• Support Roles: Department administrators, travel arrangers, and delegates who assist others with travel-related activities.

• Approving Officials: Managers and DOA approvers who review and approve requests and expense reports.

Context

These materials were developed as part of the university-wide initiative to modernize travel and expense management through the SAP Concur platform.

• Policy Alignment: The resources are intended to interpret and support compliance with CSU Payment Card Policy, which allows for the use of Procurement Cards (ProCards) for eligible travel-related expenses—a shift from previous campus-specific legacy practices.

• Development: The infographics were created as part of a collaborative effort involving Finance and Business Services (FABS) to ensure campus users have on-demand access to clear, accurate guidance during the transition.