Project 394: Concur
UNC Charlotte has selected SAP Concur as its new software program for managing pre-travel approval and travel business and entertainment expense reimbursements. Concur will streamline university travel and expense processes and ensure policy compliance, making it easier for faculty and staff to manage expenses.
Concur will also be used to reconcile non-travel purchases made on the university’s purchasing cards (p-cards), so there will be no need for two separate systems. Bank of America will continue to provide p-cards, and individuals’ assigned p-cards will not change.
Faculty and staff will begin using Concur on Thursday, August 8, 2024. This new system will provide many advantages over the current paper process, including ease of use, efficient automation, real-time travel activity reporting and analytics, and so much more!
Get ready for a more streamlined and exciting way of managing travel and expense reimbursements!
timeline
- October 31, 2023: Project Kickoff
- November 2023 – January 2024, Design Phase: Completed work with the vendor and made decisions on the overall system functionality and design.
- February – July 2024, Testing and Configuration Phase: Continued configuration and Banner integration and testing in the pre-production environment.
- August 8, 2024: Go Live! Concur is available to Charlotte faculty and staff.
- Plan ahead for the transition to Concur!
- Travel Requests will need to be entered in Concur for travel occurring on or after August 8. The reimbursement will follow.
- Purchasing card transactions occurring after August 7 will be posted to Concur.
- Non-employees and students (except graduate assistants) will not be added to Concur and will continue to use paper travel forms outside of Concur. Links to the forms will be announced and added here.
- Plan ahead for the transition to Concur!
- August 8, 2024, Training Phase begins: Provide initial training for University employees.
Track the progress of IT Project #394 on the OneIT dashboard!
KNOWLEDGE BASE
FAQs
- How will I access Concur?
- What will Concur be used for?
- Who will be able to use Concur?
- What type of Concur training will be available?
- What terminology changes should I be aware of when using Concur?
Guidance
- Concur Travel and Expense Quick Setup Guide
- Creating a Request to Travel
- Emailing Receipts to Concur
- Creating a Travel Expense Report
- Downloading and Signing In to the Concur Mobile App
Please visit the Knowledge Base for a complete list of Concur Guidance and FAQs.
TRAINING & TOWN HALLS
Training Details
Initial training will begin on Thursday, August 8, 2024. Users are encouraged to attend a session when they need to complete a task in Concur for better retention. Registration is available in the Learning and Development Portal. There are five different training courses available plus open mic sessions.
- Concur for Delegates (slide deck as of 8/12/24 + recording)
- Concur for Travelers (slide deck as of 8/12/24 + recording)
- Concur for Purchasing Card Expense Report (Non-travel) (slide deck as of 8/12/24 + recording)
- Concur Booking Tool for Travelers (recording of live walk through)
- Concur Booking Tool for Travel Arrangers (recording of live walk through)
Please refer to the training article for all training opportunities.
Town Hall Dates
Four Town Halls were held June-July 2024.
- Concur information “sneak peek” recording
- Travel Request demo video (also included in the 7/16 deck & recording)
- Concur information “sneak peek” slide deck (7/16/2024)
- Concur information session slide deck (6/20/2024)
- Concur information session recording (6/20/2024)
Announcements
- Niner Insider (August 8, 2024): Concur Launches
- Niner Insider (August 5, 2024): Concur Booking Tool Training
- Niner Insider (August 1, 2024): Concur preparation and training reminders
- Niner Insider (July 29, 2024): Concur training reminder
- Reminder email to business officers, fund administrators and admin chat (July 31, 2024)
- Niner Insider (July 25, 2024): Concur training announcement
- Financial Services Training Article (July 25, 2024)
- Niner Insider (July 18, 2024): Prepare for launch of Concur
- Preparation email to business officers (July 12, 2024)
- Niner Insider (July 15, 2024): Concur preparation information
- Financial Services Update Article (July 12, 2024)
- Emailed preparation information to business officers (July 12, 2024)
- Niner Insider (July 8, 2024): July Town Hall Reminder
- Niner Insider (June 24, 2024): July Town Hall Announcement
- Reminder email to business officers, fund administrators and admin chat (June 27, 2024)
- Niner Insider (June 13, 2024): Travel Management Partnership and Town Hall Reminder
- Financial Services Travel Management Partnership Article (June 12, 2024)
- Niner Insider (June 3, 2024): June Town Hall Reminder
- Niner Insider (May 20, 2024): Project Update and Town Hall Reminder
- Reminder and update email to business officers, fund administrators and admin chat (May 30, 2024)
- Financial Services Update Article (May 17, 2024)
- Financial Services Town Hall Article (May 17, 2024)
- Niner Insider (May 2, 2024): Concur Announcement
- Academic Affairs Digest (April 29, 2024): Concur Announcement
- Financial Services Article (April 25, 2024)
- Other touch points
- Faculty & Staff Advisory Committee (August 8, 2024)
- Email to business officers: Concur PATH preparation for department approvers (July 31, 2024)
- Dean and department chair meetings (July 29 & Aug. 2, 2024)
- Cabinet (July 16, 2024)
- Deans & department chairs email (July 15, 2024)
- Business Affairs Staff meeting (July 9, 2024)
- Concur Advisory Group (inaugural meeting July 9, 2024)
- Enrollment Management (May 30, 2024)
- University Budget Office (May 29, 2024)
- Business Affairs Town Hall (May 21, 2024)
- College business officers (May 13, 2024)
- Admin Forum (April 16, 2024)
- Academic Affairs leadership (March 1, 2024)
- Faculty & Staff Advisory Committee (February 22, 2024)
- Cabinet (February 20, 2024)
- Business Update Forums (February 7 & April 18, 2024)
RESOURCES
- Core process guidance and FAQs are available in the Knowledge Base.
contact us
- If you have questions about Concur or need assistance, submit this request form.