ucr concur travel training

Financial System Replacement Program

Concur Travel and Expense

UC Riverside is a global institution. Our faculty, staff, and students are engaged worldwide, pursuing research and teaching activities, studying abroad, internships, service, and more. Established policies and procedures for business travel and entertainment enable the university to comply with federal and state regulations effectively. The travel and expense  policies  and procedures apply to reimbursements from all university funding sources. 

The university will reimburse individuals for reasonable and necessary business expenses; a necessary expense is one for which there exists a clear business purpose and is within university expense policy limitations. The business purpose must support or advance the university's goals, objectives, and mission and adequately describe the expense as a necessary, reasonable, and appropriate business expense.  

We encourage faculty and staff to book travel throu gh Anthony Travel , the UC Riverside-designated travel agency. When booking in Concur Travel, reservations are fulfilled by Anthony Travel, or you can book directly with an Anthony Travel agent. Booking through Anthony Travel allows your department to take advantage of discount pricing available for air, car, and hotel spending.

In addition to booking travel, card requests, travel reimbursements, and travel expense reconciliations are processed through  Concur . This is a streamlined, automated proce ss that assists the employee with expense requirements and speeds up the processing time.

UC Riverside students and guests incurring business expenses on behalf of the university are eligible for reimbursement under the same travel policy applicable to university faculty and staff.  Travel arrangements and reimbursements should be coordinated through a UC Riverside Travel Arranger and reported using an Expense Report via Concur.

Department of Physics & Astronomy

College of Natural & Agricultural Sciences

Impact23 is the primary resource for UCR's revised internal financial systems. Please refer to that page for detailed instructions, including a general page for Concur and an FAQ for Concur .

The UC systemwide travel portal is Connexxus .

Pre-Approval

Log in to concursolutions.com using [email protected] as your username. netid is your UCR netid.

Select "Sign in with: University credentials. " This will take you to the familiar CAS Login screen requesting two factor authentication.

It brings you to a start page that looks like this:

As soon as you know you will be traveling, initiate a travel request. You can do this before you have even booked any travel. Your request for travel must be approved before your travel or else this creates extra paperwork for our staff that will delay your reimbursement.

To initiate a travel request: New (+) > Start a Request

This brings you to a form to fill out:

Complete the form. The following responses are appropriate for our department:

• ORG: (ORG14): College of Natural & Agricultural Sciences
• Accountability Structure: (D01057) Physics and Astronomy Department
• Approver ID: please enter the department's Financial Services Supervisor (Jennifer Reising).

Your past responses are saved and can be automatically populated (using the down arrows on each cell) in the future.

The last part of the form is your Chart of Accounts (COA). A typical COA in our department may look like this:

Another common option is for Fund to be "(19900) General Funds." Your Program and Project is associated with your specific fund, please confirm with your financial analyst.

Next you are asked to fill in expected expenses. You _do not have to put in detailed costs here, _you do not have to do detailed pricing at this stage. Please insert reasonable estimates within an order of magnitude . It should be relatively quick.

Click on the add button to add expected expenses.

For example, here is an estimate for airfare within an order of magnitude .

The numerical values are not assessed during pre-approval within our department.

Click on submit request when you are done adding estimated costs. This sends the request to the department's Financial Services Supervisor. The approvals are usually completed within one business day and are often much sooner.

Please make sure to have the pre-approval completed before the trip.

Edits : if you have to change a pre-approval (e.g. to change the dates of travel), you may  recall  an approved request to edit the header . This will require re-submission and will need to be re-approved by the department's Financial Services Supervisor.

Travel Purchasing

Connexxus (travel.ucop.edu) is the central UC systemwide portal for travel purchasing and planning. You may use the platform to book travel online and automatically enroll in travel insurance.

UCR has some additional instructions about Connexxus here .

Campus Paid Airfare

The department travel coordinator may access Connexxus to book travel that is directly billed to a campus account.

See: Connexxus/Campus Paid Airfare

Booking Your Own Travel

Alternatively, you may book your own travel and submit expense reports on Concur.

Please be aware that any expenses paid for by federal funding is subject to the Fly America Act . This requires the use of a U.S. air carrier when possible. There are some limited exceptions.

If you are booking your own travel, you must separately register your trip for UC travel insurance . This is done through UC Travel Registration (UC Away) . You may register a new trip using the blue + (plus) button at the bottom righ tof the screen:

Refer to the UCOP Travel Risk and Insurance page   for further resources and benefits.

Department of Entomology

College of Natural & Agricultural Sciences

Steps for using Concur

Gain access to Concur

Update your profile

Create a travel request

Book travel

Get and use a T&E card

Report expenses to be reimbursed

Concur how-to videos

Naming your trip in Concur

Naming Conventions in Concur

The video linked above shows you the proper naming conventions for your Concur trip.

Creating a Pre-Trip in Concur

Creating a Pre-Trip 

This video will show you how to create a pre-trip in Concur.

Creating an Expense Report

This video demonstrate how to create an expense report with an approved pre-trip. The video will also explain how to add T&E card charges into the expense report and how to update the expense type to match the appropriate expense.

Trip Status in Concur

The video linked above shows you how to find the status of your submitted trip, whether it's been approved, in Accounting's queue or paid.

Linking Approved Pre-Trip to Expense Report

The video below shows you how to link your expense report to a pre-trip in the event you did not create a pre-trip before starting your expense report

Personal Vehicle Mileage

The video above shows you how to add mileage onto your expense report when using your personal vehicle to travel for University business.

Travel Expenses Prepaid by PI/Dept

This video will show you how to designate an expense that was pre-paid by the Department. 

Adding Long-Term Fleet rentals

Coming Soon...

Allocating Expenses

This video will walk you through the Allocation steps and how-to add more than one fund onto your expense report. 

Reconciling T&E post date to match transaction date

This video will show you how to update the transaction date to match the expense date in Concur when using your T&E Card. Please note this process is important with meal charges as the amount 'max' per day is $79 (Domestic). If you do not itemize the meal charges, and the charges fall in the wrong date the system will not allow you to submit your expense report as it will think you overspent on a specific date.   

Travel Allowance & Per Diem Reduction

This document will show you how to add a Travel Allowance and update your per-diem amounts per day to reflect 'actuals.' Per-Diem is only available while on Foreign travel status or when on a Domestic trip that is 30+ days.

Concur How-To Playlist

Concur How-To Playlist  

(all videos are courtesy of Jeannette Westbrook at BMPN)

Helpful handouts for Concur

• ENTM POLICIES & PROCEDURES
• T&E / PCARD - PAYMENT GUIDELINES
• DECLARATION OF MISSING EVIDENCE
• MOBILE APP GUIDE

Card Payment Matrix

Please refer to this link when you are not sure what can and can't be purchased with the Travel & Entertainment Card (T&E) as well as the ProCard (PCard).

Declaration of Missing Evidence (DME)

Instructions: Use this form if you have lost or missing receipts and are claiming reimbursement

Iphone mobile concur guide       android mobile concur guide, concur has a free mobile app that allows you to upload expenses and work on your expense report while traveling. the app makes taking pictures of your receipts and adding them onto your expense report a breeze. click here for more information. , per the university of california office of the president:, it is the responsibility of the traveler to understand which expenses can be reimbursed according to the university of california business and finance bulletin g-28, policy and regulations governing travel and u.s. government regulations, and to report his or her actual travel expenses in a timely and ethical manner., each campus controller's office provides oversight of which travel expenses are allowable on their campus., g-28 travel policy, frequently used travel policies & guidance.

G-28 Travel Regulations

AB 1887 Travel Prohibition to Certain States Using State Funding Source

Travel Risk and Insurance

Fly America Act

Use of University Vehicles

If you have questions regarding travel for the Entomology department please contact Ashley Rivas in the administration office. 

Ucop travel & entertainment policies.

900-20 Travel – Policy, Regulations, and Procedures

Travel Advances

Travel & Entertainment Corp Charge Card

Vehicle Accident and Damage Reporting

Vehicle Rental and Hotel Accommodations

Use of Privately Owned Automobiles on University Business

Expenditures: Campus Hospitality

Now live! - Impact23 Financial Systems

Visit our Oracle Procurement & Concur Travel webpage found under 'resources' for up to date information on these systems

College of Natural & Agricultural Sciences

Accessing Oracle Procurement

Only pi and 2 lab personnel (lab manager/primary requestor) will be provided access to the new system. linked below are the lms required trainings required for submitting purchase requests. lab personnel are encouraged to take oracle-requestor training.  access will be given once required trainings are completed and request form is submitted with certificates of completion uploaded. , oracle guided learning, oracle guided learning, also known as ogl, is an information and learning interface layered on top of the oracle financials and budget applications. ucr will implement ogl for go-live to provide communications on new or essential information and provide system users with on-demand guidance tailored to meet ucr-specific processes.  oracle users will have access to the following: * step-by-step guides for major processes * help icons defining values and fields * resources and on-demand help within the application, note: walkme* browser extension will need to be downloaded to your computer in order to access the guides..

How to Install WalkMe

If you are on a  device managed by ITS , WalkMe is already installed on your device! Read these Knowledge Base articles if you are having trouble accessing it.

Guidance for other users can be found below:

Note : If you are able to download and install applications on your device without help, this means you have administrative control over your device. You can install WalkMe onto your device yourself using the guidance above.

Oracle how-to videos

Short guided videos have been created to help you navigate through the new Oracle Financials purchasing system.

Impact23 Support

Oracle Guidance

Updating requisition preferences.

• Requisition status definitions
• Restricted Items
• ODP Business Solutions (Office Depot)
• Training slide deck(s)

The attached document will show you how to update your Requisition Preferences in Oracle. Here you will learn how to add your favorite charge accounts and update your Shipping and Delivery location.

Procurement Status

You can view the status of purchase orders in the Manage Orders page. Here's the list of purchase order statuses and their descriptions.

  Restricted Items  

If you are ordering a restricted item, the form for Restricted items must be used.  If the incorrect form is used, it must be canceled and be resubmitted using the correct order form.

Be sure to review the list of restricted items to prevent delays in completing your purchases.

ODP Business Solutions

Odp business solutions® (office depot) and uc riverside have teamed up to provide great savings on shopping at https://www.officedepot.com  odp business solutions is your supplier of choice for all office supplies purchases, and cardholders can now pay via pcard - no billing, no pos , enjoy these great benefits:.

* 360+ most frequently purchased items offered at deep discounts

* ODP brands are also available and ready to ship from this  catalog

* No delivery fees or freight charges unless it is a specialized order

* Many orders can be delivered to campus the next business day (8:30-5:00 pm) if placed online by 3:00 pm.

The following information is required when submitting your requisition in Oracle for BMPN to complete your purchase:

Attached are two slide decks for Oracle Procurement, COA slide deck is not available at this moment. Slide decks are searchable (CTRL + F) and can be used as a quick reference guide when using Oracle.

Oracle Procurement Launches

In July 2023, UC Riverside's eBuy procurement system was replaced with the new Oracle Procurement module as part of the Impact23 program. With the goal of empowering departments and expediting purchases, the Procurement Card (PCard) threshold was increased to $10k for all cardholders. The PCard is the preferred purchasing method for all low-dollar, unrestricted goods and services. 

BMPN Policies 

Orders placed monday-wednesday before 12:00 p.m. are typically processed same day. orders placed after 12:00 p.m. are typically processed next day. orders placed thursdays and fridays are typically not processed until the following monday unless urgent., note:  some situational exceptions apply.

Do not make purchase commitments for items or services with outside vendors without having a PO in place first. This is to protect your lab and the University – always run the requests through Oracle first or talk to the BMPN Purchasing Office.

To purchase items from the campus store, please initiate an Oracle requisition with dollar amount not to exceed.  We will give you a PO to go shop, return back to the admin office with the receipt.  

Order Request Spreadsheet

Attached example of the suggested shared spreadsheet for order requests. this sheet is organized by fund number to keep requests separated by fund and/or project. it has tabs for consumable inventory as well. we hope you work with your designated ordering personnel in your lab to formulate a cloud based shared spreadsheet that will work for your needs. the hope is that order info will be shared throughout your labs, requests will be organized and consolidated into a smaller volume of orders coming in each week, and info on the sheet will be updated regularly and your lab personnel can check info there before needing to reach out to the department for updates. .

Normal purchasing processes (UCR approved Oracle vendors) are to be used FIRST. The vast majority of purchases can (and should) be routed through the BMPN Purchasing Office. Please follow guidelines on the "Oracle Procurement" website for how to shop the Hosted catalog suppliers and Punch-out websites.

Obtaining multiple quotes is encouraged for non-standard items/services. Often vendors offer Higher Education and/or UC discounts. Main Purchasing will ask for quotes from multiple vendors on requisition submittals.

The BMPN Purchasing Office staff use University issued credit cards (Procards) for goods and vendors that cannot be processed with Purchase Orders. Pro-cards are to be used BEFORE using personal funds. Most often Pro-card purchases are used in instances where vendors are not  established in Oracle or cannot agree to PO terms.  Pro-card requests should be routed via Oracle (include links such as Amazon etc.) – not emailed .

Campus has a heavy push to use ProCards more and POs less. ProCard purchases now have $10k threshold.

All purchase requests need to be initiated in Oracle by the end user. We do not process email request for orders. This includes publication charges *a PO should be in place prior to receiving an invoice* as well as Membership fees. 

Please follow these protocols:

• Do your Due Diligence and come with relevant info to reference like a PO number, req number, order date
• Read your emails and look for confirmation of delivery and communicate with your lab personnel
• Contact your building Receiving Room Admin.
• Contact the Transactor that placed your order

If you need to cancel* an order, or need us to return the order back to your queue for you to update, use the group email. 

Email: [email protected] or the transactor listed in your PO.

*Some vendors offer same day shipping, if items shipped before you contact us note that we will need to wait for the item to arrive, and then ship back. Additional fees may apply.*

If you have equipment that is not working correctly and you require a diagnosis and/or repair, you are welcome to reach out to the vendor or the supplier directly if you have their contact information. After coordinating their visit, please submit an Oracle requisition for the service. Note: the requisition will need to be in place before their scheduled visit.

If you are not sure which repair companies to contact, or are not familiar with this process, please submit your request to the BMPN Request For Equipment Repair form on the BMPN website.

For questions, please reach out to [email protected] .

UCR Procurement Guidelines

If the goods and/or services are Federally‐funded, the applicable Federal requirements must be followed in addition to standard state laws (PCC) and UC policy (including, but not limited to BUS‐43). Non‐Federally‐funded goods and services ≥ $100,000 must be purchased in compliance with the California Public Contract Code (PCC) and UC policies. The UC must use its own documented procurement procedures which reflect applicable State laws and regulations, provided that the procurements conform to applicable Federal law and standards. Mixed funds (both Federal and non‐ Federal) are subject to Federal and State requirements, but when in conflict, the more restrictive requirement governs.

The Source Selection & Price Reasonableness From can be found here . 

UCR is moving to a Campus-wide Supplier Strategy This will increase UCRs ability to leverage spend and ability to better negotiate agreements due to consolidated spend. 

What does this mean for you?

• Not all current UCR suppliers and Purchase Orders will be converted into the new Supplier Portal/Oracle Procurement module. • A smaller supplier database is easier to manage and working with a smaller database presents a lower risk to the University. • Improved efficiency in the procure to pay process, ability to develop strong standards with invoice submission and payment methods. • New supplier portal and request process will be implemented in July 2023.

Campus Business Services 

Using the  Service Now  website, please refer to the steps below for placing IDT, ethanol, gas cylinder, and lab coat laundering orders through Receiving Services. 

1. Click "Submit a Request" 2. Select "Work Order System" from the drop-down menu. 3. Choose "Receiving Services Request" 4. Choose from the following services in the "Receiving Service" drop-down menu and add your desired items. Please see additional ordering instructions for each request type:

a. Ethyl alcohol i. Enter Rm, and your building's central delivery location ii. If you need to be added as an alcohol custodian, download and complete the custodian form (provided on the request form) and email to:  [email protected] iii. Send the original hard copy via interdepartmental mail ATTN: Judy Plaxco/Receiving Services

* Note: Only authorized approved custodians may request alcohol purchases:  

• Biochemistry - Dimitri Niks, [email protected] • Microbiology & Plant Pathology – Lab custodians are set up per lab – please contact BMPN Purchasing, [email protected] for more information. • Nematology - Scott Edwards, [email protected]  Alcohol order requests can be submitted to [email protected] and are processed through Campus Business Services.

b. Gas cylinders/Specialty gas cylinders i. Gas cylinders will be delivered directly to your lab, so enter the correct building and room number ii. If you have cylinders to return, list the # of tanks and their building/room locations in the "Additional Information" textbox in the "Delivery" section hoses/apparatus or they will not be picked up iii. Label the tanks that are being returned, and disconnect them from any hoses/apparatus or they will not be picked up

c. IDT request i. If you need to create an IDT account (with UCR pricing built in) ii. After your IDT request has been approved, you will receive an ORD number iii. Enter the last 6 digits of the ORD number in the "Purchase Order Number" field when checking out on the IDT website iv. Submit a new order request for each IDT order you need to submit - you CANNOT reuse ORD number

5. Complete the rest of the sections on the form and submit

a. If the COA won't populate in the respective field, provide in the "Additional Information" textbox at the bottom of the form b. If your PI won't populate in the respective field, enter "Approving Transactor" instead c. Receiving Services is still adding COA/PI data to the program and estimate it will take a few more weeks before these fields are completely updated

d. Lab coat laundering    i. Information needed to submit request: • number of lab coats • type of lab coats • COA ii. Follow on screen instructions

More information can be found directly on Receiving Services' website:   https://cbs.ucr.edu/receiving- services

All UCR business cards must be purchased through UCR’s Digital Print Services. Posters and exam requests can be submitted in PDF format with output specifics noted and require a minimum of 3 business days to print and will be delivered to the BMPN office for pickup. 

All requests should be submitted to the BMPN Printing Request form. 

Coming soon...

The University has exclusive contracts with vendors for office and lab furniture. Please do not purchase any office or lab furniture without discussing your plans first with the BMPN Purchasing Office. If you buy a file cabinet, from Office Depot or some other local vendor, you will NOT be reimbursed. ScotSurplus  is a service unit on campus responsible for selling excess items, except for the 1st and 3rd Tuesdays of every month when they sell to the public. You can view or purchase items for sale by going to the UCR Corparation Yard, but you are encouraged to call, in advance, to ensure availability. You will need to bring an online recharge form with you when you go. Please reach out to [email protected] to request this form.

ScotSurplus does NOT deliver – you will have to make your own arrangements for pick-up/delivery. Purchasing new or used furniture from non-contracted vendors requires approvals from the Campus Fire Marshal, Procurement, EH&S for lab furniture, and possibly a Campus Building Permit for modular furniture systems. Please talk with BMPN Purchasing prior to shopping for furniture.

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Concur sign in security changes: two-factor authentication (2fa) and new password policy ui (signin settings ui).

To enhance the sign in security of all SAP Concur users, two-factor authentication (2FA) will be required on www.concursolutions.com starting October 18, 2023. All users who are using basic authentication (SAP Concur username and password) on web or mobile will need to set up 2FA at that time. Click https://www.concurtraining.com/cnqr/mfa  to learn more.

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