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Accounting Services

Concur Travel & Expense Management


Concur Open

Having trouble with Concur? Get up-to-the-minute service availability and performance information for Concur by clicking here.

Need Training?

Contact Marie Cuningham at (559) 278-2911 or mariec@csufresno.edu for more information.

From “My Homepage,” go to “Campus Systems” and click the SAP Concur tile to access the Concur system.

All transportation arrangements booked through Concur is billed directly to the State's Direct Bill account. University guests and employees traveling on university business may take advantage of direct billing. 

  • A Business Travel Account (BTA) authorization form must be on file for every employee and guest traveler before using the Concur booking tool. Find the form in My Fresno State > Forms Portfolio> Employee> Business Traveler Account
    What is a BTA Cost Center Code?
  • Concur is not for personal travel
  • Personal credit cards cannot be used to purchase airfare, rail or car rentals through Concur
  • The Direct Bill account does not include hotel reservations. A personal credit card must be used to hold a reserved room until check-in.
  • You can apply for a Fresno State US Bank personal liability travel card by submitting a completed application. This card can only be used for allowable reimbursable expenditures and must never be used for any other purchases. Click here to apply.
  • Special conference room rates and reservations must be made directly with the negotiated hotel(s)
  • Campus departments are highly encouraged to purchase airfare for guest travelers through Concur. A BTA form must be on file before making guest reservations
  • Obtain prior approval for student group travel before contacting a Concur agent.

The booking fees for using Concur's online booking tool and CALTravelStore reservations have increased effective April 5, 2015. The new rates are as follows:

Services and Fees
Service/Description Online Transaction Fee Agent Assisted Fee
Air/Rail/Car/Hotel Reservation* $7.00 $12.00
Hotel and/or Car Only Reservation $5.00 $12.00
After Hours (Per Call) N/A $16.00


 *Flat fee for booking any combination of domestic or international air, rail, car and hotel.

No online transaction fees for changes, voids, cancellations, or exchanges; however, if an online transaction requires agent assistance for post-ticketing changes, the original online transaction fee will be adjusted to an agent-assisted transaction fee, not a total of both fees.

After-hours calls that result in a new reservation will only be charged the after-hours fee. Travelers will not incur both a transaction fee and an after-hours fee.

Profile Settings

Request


Expense

New  – Quick Reference Guide for Next Gen Expense Report coming soon! 

Concur Mobile App


Getting Started 

Concur is used for employee travel booking, pre-approval for international travel, travel expense reimbursements and reporting for auditing purposes.

Company Code is RC269

Only state employees will be able to access Concur at this time.

The Concur booking tool is not required. The request and expense modules will be required for all state employees as of February 1, 2017.

Yes. You can log in to Concur from any computer and also through the Concur mobile app.

Access to Concur is available through your Fresno State Portal. Once you sign in to your portal, click the Concur Travel link. 

Complete a Business Travel Account (BTA) form in Forms Portfolio, and send it to Accounting Services. You will receive the form back with an assigned Cost Center code. Then you’ll be able to make reservations.

No. The current travel policies for state travel have not changed.

No. The Concur Expense System is for employee reimbursement purposes only. Continue to submit your travel supplier invoices on a Direct Pay Form.

There is a mobile registration page in your profile settings. Download the Concur app and enter the company code and your Fresno State user ID and password. For your security, you will be prompted to enter your Fresno State ID and password each time you log into the Concur mobile app.

No. You do not need a PIN code for the Concur app, but you will need the Company Code which is located in your Profile Settings in the Concur Mobile Registration tab.

Your faculty will have to assign you as their “Expense Delegate” in their profile settings. 

A Travel Arranger can make travel arrangements for employees in the booking tool. The request or expense delegates are given permission to create requests or expense reports on behalf of other employees.

No. To submit your out-of-pocket expenses for reimbursement, use the Concur Expense Report. The Concur Travel  Request is used to obtain pre-approval for travel, particularly international travel. The request is also used to request a travel advance for those individuals who have been pre-approved by the Accounting Supervisor. If your department requires the travel application for travel pre-approval, the Concur Travel Request may be used in the same manner.

Concur will automatically route your request electronically for approval based on the funding selected. Make sure to verify that your approvers are correct at the time of creating a new travel request. If the approvers listed in the Concur Workflow are incorrect, contact the travel desk immediately.

Contact your Department Travel Coordinator to confirm if your manager has delegated someone in your office to approve travel requests and expense reports on his/her behalf.

Click the requests tab, find the name of your request, and review the status column.

Yes. When all expenses have been entered in your expense report, select one of the expenses in the expense summary and click the “Allocate” button. You can allocate the one expense you selected, or click the cancel button to allocate a group of expenses or selected expenses.

Receipts can be uploaded from your mobile device or scanned into your computer to be attached.

Deduct the cost of the alcoholic beverage from the claim amount.

Reimbursement turnaround time, on average, is within ten business days.

If you have only been allowed a certain amount, enter expenses up to that approved amount.