Concur FAQ

General Concur

  1. What is Concur? What can I do in Concur?
    Concur is a Travel Management system that allows you to create / process Travel Requests, make on-line travel arrangements with the PPPL contracted travel agency, and create / process Expense Reports to record travel expenses.

  2. Do I have to use Concur?
    All PPPL related travels (regardless of funding source) must be processed in Concur.  Concur’s features with built-in PPPL rules, accompanying mobile apps, and e-receipts offer many conveniences  that may make traveling and getting reimbursed easier.   

  3. Will Concur provide compliance feedback?
    It can.  They system is set up to provide cautions in the request, booking, and expense process when there is a policy or compliance issue, or something that the traveler should be aware of.

Concur Travel Request

  1. Can a Delegate create and submit a Travel Request for all travelers?Delegates may create Travel Requests but cannot submit them for PPPL employee travelers.  Concur requires employee travelers to review and submit their own Travel Requests. However, Delegates can create Travel Requests for non-employee travelers and submit the requests on their behalf.

  2. I would like to extend the business trip with some personal days.  What days of my trip will be considered business and what days will be considered personal?
    Refer to this document for specific scenario of your travel plans to identify your business vs. personal days.

Concur Travel

  1. What do I do if I do not want to use Concur Travel to make my travel arrangements?
    You can contact Graycar Travel and make your travel reservations through them.

  2. Why is there a flag when I try to book Basic Economy airfare? 
    Various of airlines now offer a new type of low fare selection called Basic Economy Fares.  While generally less expensive than standard economy fares, these fares are highly restrictive and will likely not meet the needs to PPPL business travel.  The Travel Office does not recommend purchasing these fares due to the significant restrictions that may be impactful to PPPL business travel. 

    Basic Economy Fares are easily identified in the flight search results by looking for the yellow warning icon.  If the flight you need contains a yellow warning icon, other fare options for that flight may be available.  

  3. What is the App Center? 
    Concur’s App Center allows travelers to link their favorite apps and services to Concur.  When you link a service such as Uber, Marriott, United with Concur, your spending in these apps will feed into your expenses in Concur, creating an e-receipt*.  Access the App Center tab in Concur after you log in or from the Concur mobile app (tap the menu in the upper-left corner, and then tap Connect to Apps).
    *Certain expense types require itemized receipts and the app generated e-receipt may not be sufficient.

Concur Expense Report

  1. Can a Delegate create and submit an Expense Report for all travelers?
    Delegates may create Expense Reports but cannot submit them for PPPL employee travelers.  Concur requires employee travelers to review and submit their own Travel Requests. However, Delegates can create Travel Requests for non-employee travelers and submit the expense report on their behalf (with written certification from the traveler acknowledging the expenses claimed are true and accurate).

  2. Will my Expense Report get routed to the cost center approver for approval?
    With the new travel system, PPPL tries to streamline the approval process for all users. When submitting an Expense Report, it will be routed directly to the Accounting Division for review and processing, except when:

    1. The total cost of the trip exceeds the approved amount on the Travel Request; or,

    2. A specific travel expense (i.e. airfare, train, lodging, etc.) exceeds the approved amount on the Travel Request; or,

    3. The dates of travel differs from the dates indicated on the Travel Request.

  3. How do I record an expense that was direct-billed or prepaid by PPPL?
    Enter the expense in Concur with a payment type of “Company Paid”, or “UATP: PPPL Prepaid Air/Train” if the expense is an airfare, travel agency fee, or train fare. 

  4. My expense report was returned to me.  What do I do?
    If the dollar amount on your expense report changes or if additional information is required during the review or approval process, your report will be returned to you so that you can provide the additional information and re-attest to its accuracy.  When the report is returned to you, a comment on the report will explain why it’s being returned. Review the report and resubmit it when you’re satisfied that it’s correct. 

  5. Can I see the status of my expense report in Concur?
    Yes, you or your delegate can see the status of your expense report in a few different ways:

    1. Go to the Expense tab in Concur and click Report Library.  The report and payment status are in this view.

    2. Go to the Expense tab and click on the expense report and click Details, and then Audit Trail or Approval Flow.