eTravel Training

1. eTravel Training eTravel/Concur By: Leah Bartelt

2. First Things First Access eTravel by logging into the Single Sign On (SSO) screen You will need your UIN & password Once logged in you will see a new button for “eTravel/Concur” Click eTravel/Concur to access the program

3. Create an AR(Authorization Request) A Travel Request is now called an Authorization Request or AR Click on the Expense tab Choose New Authorization Request Fill in the required fields (red lined) and hit save The next screen is where you will choose categories to estimate your expenses.

4. Create an AR(Authorization Request) Account # will begin with the system member code (04) , dept code, then account #

5. Create an AR(Estimate Expenses on AR) Click “New Category” Choose 1 of 4 categories: Lodging, Meals, Transportation or Other Estimate and enter an amount per category. You can change the account number if you will be using multiple accounts. (one account per category)

6. Create an AR(Estimate Expenses on AR) Enter an Amount You can change the account here.

7. Create an AR(Estimate Expenses on AR) Click Save Click Submit

8. Create an AR(Where did it go?) Now that you have submitted your AR it will go to your Primary Manager for approval. It will only need to be approved by your Primary Mgr. Once approved, it will sit in your Active Work queue until you have completed your trip and submit an Expense Report for reimbursement.

9. Create an AR(Active Work Queue)

10. Create an AR(Important) You MUST complete an AR prior to booking travel or submitting an expense form!

11. Book Travel(Using Concur to book travel) Once your AR is approved you may book travel using Concur’s travel tool. It works much like travelocity, expedia and orbitz Enter your trip itinerary to book airfare, reserve hotel and reserve rental vehicles. All rental vehicles used in state and departing from headquarters should still be booked through Joyce Daniels in our transportation department.

12. Book Travel(Using Concur to book travel) Departure and Arrival airport locations Do you want a rental car? Find a Hotel?

13. Book Travel(Choosing Airfare) The first search will bring up airfare choices. The green “reserve” box shows that it is in compliance. Remember, green means go ☺

14. Book Travel(Choosing Airfare) If you choose a yellow “reserve” box then you will be asked to justify choosing a flight outside of compliance

15. Book Travel(Choosing Airfare) This box will pop up if you choose to reserve a yellow flight. You will choose a reason for booking the non-compliant flight and add a note if applicable.

16. Book Travel(Choosing Car Rental) Choosing your car rental is very similar to booking your airfare. The green reserve box shows that you’ve chosen a compliant vehicle.

17. Book Travel(Booking a Hotel) When choosing a hotel, input the location and the next screen will show you the maximum allowances for your destination. Click next to choose your hotel.

18. Book Travel(Booking a Hotel) Notice the maximum allowed at the top of your list again. Green diamonds are in compliance.

19. Finalizing Reservations(How to pay) Follow the prompts once choosing your travel details. ALL airfare booked through the system will be automatically routed to the University CBA card and billed to the University. You will need to use your credit card information to reserve hotel rooms and rental cars.

20. Q&A(exceptions) What about conference hotels? Continue booking them as you have in the past – outside the system. Concur does not have access to conference rates. Do I have to use the system to book my travel? No, you can book on your own as you have in the past. Receipts are still required as have been before.

21. Expense Reports(Where to begin) Go to your “Concur” tab on your main page Scroll down to your “Active Work” queue Find the trip you want reimbursed under your “Authorization Requests” Click the icon on the far right under “Expense Report?”

22. Expense Reports(What is required) Complete the header – verify and enter the correct account number. (The required fields are marked with red.) Continue to the next page. Make sure you’ve scanned and uploaded all your receipts to your computer. (meal receipts are not required)

23. Expense Reports(What is required) Create a new expense for every field you are claiming. (list meals separately by day) Use the mileage calculator for miles driven or upload your point to point as a receipt and attach it to your mileage claim. Hotel claims should be itemized by lodging rate and by hotel tax for each day.

24. Expense Reports(Example) Notice each claim: Hotel, Registration, Airfare – each has an icon associated with the claim

25. Expense Reports(Example) Comment box and header information can be found under details. Hover over any of the icons to see what each means. The green circle with a check mark means that a receipt is attached.

26. Expense Reports(Submission) Once you’ve gotten all your claims added and the required receipts attached, you are ready to click the submit button. You’ll find it at the top right of your expense report. If you are creating one for another traveler then you will see the “notify employee” button. It will then route to the appropriate account owners for approval before arriving in Business Services for processing.

27. Support(contacts) Leah Bartelt – Travel Specialist bartelt@tarleton.edu or extension 9434 Marenda Horton – Mgr Accounts Payable mhorton@tarleton.edu or extension 9928 eTravel/Concur - Tarleton State University