Concur Travel & Expense Instructions for Pathology Faculty

Concur Travel & ExpenseInstructions for Pathology Faculty - Coming October 15th!

Concur: Why? • Automate and standardize manual travel and expense reporting Everything you do now by signature will be done by a mouse click • Automate approval processes → faster reimbursement! • Automate travel booking Information you enter once (frequent flyer numbers, contacts, etc) is stored for future trips • Leverage entire UM travel purchasing to reduce costs • Cost savings to business travelers • Cost savings for personal travel for UM employees

Concur: How to use it • Step 1: Set up your Expense Profile (one time) • Step 2: Set up your Travel Profile (one time) • Step 3: Enable eReceipts (one time) • Step 4: Book your travel* • Step 5: Travel • Step 6: Prepare your Expense Report** • Step 7: Submit your Expense Report *Can be done by your Travel Arranger **Will be done by your Expense Delegates: Liz Schuiling, Holly Eliot, Lynn McCain, or your grant administrator

Step 1: Set up your Expense Profile (one time) • For instructions, link to: https://maislinc.umich.edu/mais/html/index.html Select Modify a Concur Expense Profile • Default shortcode: Use 275530 for CME. If most of your travel is on a grant, define that shortcode as your default. If you use many different shortcodes, do not define a default one. • Expense Delegates (many): Liz Schuiling, Holly Eliot, Lynn McCain and your grant administrator. If you have a P-card, name your reconciler also. Click all boxes except “Can Approve Temporary”. • Default Approver: Marty Lawlor

Step 2: Set up your Travel Profile (one time) • For instructions, link to: https://maislinc.umich.edu/mais/html/index.html Select Modify a Concur Travel Profile • Enter all contact and travel information as prompted • Travel Arranger(s) if you wish: Your Administrative Assistant and her back-up. Your Travel Arrangers will need to enter their own Profiles first.

Step 3: Enable eReceipts (one time) • For instructions, link to: https://maislinc.umich.edu/mais/html/index.html Select Enable eReceipts in Concur • Click E-Receipt Activation, “I Accept”

Step 4: Book your travel* • For instructions, link to: https://maislinc.umich.edu/mais/html/index.html Select Book a Travel Reservation in Concur • If you register in advance of the conference, you may turn in that receipt early for immediate reimbursement *Can be done by your Travel Arranger

Step 5: Traveling • Collect conference flyer and receipts (plane, hotel, taxi, etc) • Meals and incidentals are now per diem. Per diem rates are available at www.gsa.gov. Receipts are not needed for individual meals, but are still needed for hosting events. • If you host a meal for others while on a trip, keep receipt, list of attendees, and rationale for hosting event.

Step 6: Prepare Your Expense Report** • Give receipts and conference flyer to Liz Schuiling if travel was on CME, or to your grant administrator if travel was on a grant • If you hosted meals while traveling, give list of attendees and reason for event to Liz or your grant administrator • Explain any exceptions to UM guidelines • Travel reports must now be submitted within 45 days after your return, or no reimbursement will be allowed! **Will be prepared by your Expense Delegate: Liz Schuiling, Holly Eliot, Lynn McCain or your grant administrator

Step 7: Submit your Expense Report • When you are notified by e-mail that an expense report prepared by your Expense Delegate is ready for submission, click on the link in the e-mail. • For instructions, link to: https://maislinc.umich.edu/mais/html/index.html Select : Submit a Concur Expense Report Prepared by your Delegate • Your report will go to your Expense Approver • After approval, you will receive reimbursement by direct deposit within a few weeks

Concur: It’s that easy! • Questions?

Concur Travel & Expense Instructions for Pathology Faculty