Review some of the most common questions regarding Concur Requests and Expense Reports as they relate to travel and entertainment policies. Raffle and Prizes (Non Cash) - Concur: Request a Disbursements gift card, expense reimbursement, gifts given as an incentive for employee participation in events and surveys; or payment to a vendor for prizes - Oracle. This is usually the first approval required after a document is submitted. a. Request a cash advance from UC San Diego Travel. This article will assist in creating a Procurement Card Update Request in Concur; To process a Procurement Card Update Request on behalf of another UCSD employee, the employee will need to add you as their delegate; To learn how to assign users to act on your behalf, please see the KBA on How to add a Request Delegate and an Expense. Cash advances issued by UC San Diego Travel are limited to exceptional situations, especially for employees who are to use the Travel & Entertainment Card to access cash during authorized trips. Contacts. Follow the steps to log in with your AD or Business Systems credentials and use the new Request User Interface (UI) starting October 2nd. Please consult with your Fiscal Assistant and/or your Fund Manager to determine the best method of procurement for your particular situation. T&E Card transactions appear under the Concur user’s Available Expenses section and must be added to a new or existing expense report before you itemize the expense. Event Name: c. Concur Online Booking: UCSD: Other UC Campuses: Touchless: Booking Air or Rail/Car/Hotel: $6: $10-$10. To Access the Report Timeline of an Expense Report. Tournament & competition requests will be reimbursed to individual members of the student organization depending on their paid [email protected] Service Portal. Doing so will authorize signature authority across all systems. Initial loading fee of $1. This article demonstrates how to log into Concur. ucsd. Use single-sign-on to log in. a. edu . Select Profile at the top-right corner. 2. Code (preferred): copy and paste six-digit code into the field. The form must certify that the student travel qualifies as UC San Diego business-related, and be signed by the student and the faculty member or Principal Investigator (if paid from a federal grant). UCOPSee examples to assist you in determining the business type category your event falls into in Concur. possessions travel; Long-term travel (30 days or more) in the continental U. UCSD Concur: Concur Commitment: TE_(Request ID)_(Employee Name) Lift Requisition Commitments. For more information on creating a Travel Request or an Event Request, please review the appropriate KBAs Per diem is a daily amount to cover meal expenses for UC San Diego employees and guest travelers traveling on official UC San Diego business. 5. In. Licenciaturas y Programas. Find out about policy related to air travel and the special circumstances that may make a UC San Diego business traveler eligible for reimbursement for fares booked outside of policy. Embassy Suites San Diego La Jolla. The University reimburses its employees' travel expenses (i. Doubletree by Hilton San Diego Mission Valley. Select the link for Get Help & Request Service. View the Alerts at the top of the page. Doing so will authorize signature authority across all systems. Yes. 11. Thank You - We Hear You • 9 Academic Affairs Sessions with 100+ attendees. If you are an employee and are already set up to receive direct deposit (ACH) through the Payroll system, you do not need to also enroll in the Disbursements. Concur Travel & Expense; Oracle Financials Cloud; AP On-Line; Business Analytics Hub; Campus Space Management (Tririga) CAMS; Ecotime Campus; EmployeeLink;. 1. To create a Travel Request, log into Concur using your Single Sign-On. In the Request Header tab, in Request Type, select Travel Request. Reduce Per Diem for meals that are provided by conferences, etc. Delegates can also email receipts on behalf of another employee to receipts@expenseit. Budget & Finance: Budget, finance,. Departmental Exchange servers. Most employees will need two UCSD accounts - Active Directory and Single Sign On - in order to access UC and campus systems. UC San Diego employees can use Concur to receive UC-negotiated rates for personal travel. It automatically applies UC-negotiated prices with airlines, hotels, and car rental companies. Notice: UC San Diego travel policy, as published in Blink, is decisive. The T&E charge in. 2. Please reference our Knowledge Base Articles in Services & Support for guidance on how to manage card requests, travel, events, and employee reimbursements in Concur. Use tax is not captured in Concur so you won't see any use tax calculated in Concur. This report helps users find card transactions that are both assigned or unassigned to a Concur expense report. Background: Concur is the official booking source for all UC San Diego employee and guest business travel. Employees and affiliates will automatically have access to Oracle with the PO Requisitioner $0 role. Visa Gift Card. Per Diem is a daily amount to cover Meal and Lodging expenses for UC San Diego employees traveling on official UC San Diego business; Per Diem applies to the following travel situations: Foreign travel; Alaska, Hawaii, or U. g. Scroll down to Available Receipts at the bottom of the page 3. Airfare not booked in Concur is subject to. Please email paymentservices@ucsd. Watch the Concur: Delegates Training video. edu) For issues with gaining access to UC San Diego resources or any other questions, please contact Temporary Employment Services at [email protected] polices at UCSD are complex and there are several methods of acquiring goods and services. ucsd. Find out about UC San Diego's partner travel agencies' services and contact information. UC Irvine. If UC San Diego Catering is unable to service your request, they will provide you a Declined Service form. Note: By virtue of their titles, chancellor and VC, Concur claims are automatically routed for review by the UC San Diego Travel director on behalf of the controller. Also if you are a Delegate, please ensure to act as a Delegate for your user before starting these steps. UCSD Equipment ; 163001 . )To access the dashboard: Navigate to bah. Log into Concur using your Single Sign-On. Concur FAQ. Learn how to update your personal email address on UC Path (Support Portal). An Active Directory (AD) account provides access to: ITS academic computer labs. In Access Request, select the link for Oracle and Concur Role Requests 5. Note: Files saved in the receipt bank will be available for. Select the box next to A Delegate for another user who has. Select Profile Settings. edu a. Estudiantes de Primer Año. La Jolla, CA 92093 (858). Follow the steps to log in. 1. Logistics. 12. Fiscal Close. 6. 1. 1. Effective 07/01/22. The link to Concur is If you have trouble accessing the site, you can troubleshoot your issues using KB0032034: How to Log Into Concur Faculty and. We will add information here about the impacts on grants and. This report helps users find card transactions that are both assigned or unassigned to a Concur expense report. This page is designed for employees, who are new to Concur, to quickly find resources and guides on the Concur application. This exception needs prior. This is set up by the department once you have completed employment forms. You can be given a Concur Approver Role, however, this will not assign cardholder's to you or route requests to you. 3. 4. Video: Delegates (click above image) Script: Delegates The Request and Expense modules share Delegates, by assigning permissions to a Delegate in one area, you are assigning permissions for both Request and Expense. ) Bookings also include automatic registration in. Payment options for human subjects may be requested through Concur. Reservations can not be charged to the University or the Travel &. Search for your value in one of three ways. 5 cents per mile. UC San Diego. 2. Concur is a secure platform for booking university business travel. Travel insurance is not included with personal bookings. Request Type: Event Request. Health Employees: For UCSD Health employees looking to request Financial Unit Signature Authorization for invoices for Oracle, Concur and/or Premier systems, please complete the request on the Health Supply Chain service portal. 6. Set your push preferences and other Duo options. Sign in using the method you selected when you were first invited to Payment CompassSteps to Take. Expand All. 3. If the problem persists and it is a Medical Center project, contact HC Disbursements at hcdisb@health. ) All personal bookings require a personal form of payment. Enter dates and add UCSD address in the Reference Point field. Expenses submitted after 45 days may be treated as taxable and reported on the employee's W-2. Check the box next to your desired transaction to select it. When you purchase equipment, accessories, or fabrications for your department, you must use specific Expenditure Types. 1. Helpful Links once your Health AD login is active (Pulse. Knowledge Base - Information Technology. Yes. Download the SAP Concur for Mobile app onto your phone, tablet, or other mobile device 2. Call the UC San Diego Finance Help Line from Tuesdays to Thursdays, 10:00am - 12:00pm & 1:00pm - 3:00pm. Ensure to provide the Project number Video: How to Create a Travel Request in Concur (Click above Image) 1. More Specifically: Concur (Access or Role Inquiries) If you are not a UCSD employee or a sponsored affiliate, a faculty or staff member at UC San Diego needs to process your reimbursement. Select the approved Travel Request, and click on the Create Expense Report button on the upper right corner; this action will populate CoA information from the Travel Request to the Travel Expense Report. Ecotime is a flexible payroll reporting tool that automates complicated pay calculations, provides agility in implementing wage and hour changes and strengthens compliance. Initial loading fee of $1. ; The Report Key can be used in Oracle to. All UC San Diego employees have access to Concur. Clearing of the credit memo is done monthly after the month-end ledger closing. 3. Review some of the most common questions regarding Concur Requests and Expense Reports as they relate to travel and entertainment policies. Method 1: To start from Concur Requests:. a. Rao. Students: If you have separate student and employee accounts, you may need to register each account for two-step login. 1. 3. Confirm that all travel bookings are following policy; Concur Travel, the Travel module in Concur, is UC San Diego's direct booking tool for University travel. UCSD prepays airfare booked in Concur and purchases will automatically display in the employee's Available Expenses. The T&E charge in. The PO Requisitioner is the individual who submits the shopping carts for approval in Oracle Procurement. 4. The Financial Unit Approvers are chosen via the Approver field on the Report Header when creating a Concur document. The receipt must show the form of payment used, name of passenger (s), dates and routes of travel, airfare class, and amount paid. Knowledge Base - Information Technology. Call UC San Diego Health 858-657-7000. UC San Diego has streamlined the process for. 8. appisano@ucsd. Use. 3. Advancement Support for Engagement, Stewardship, and Philanthropy systems and initiatives. While the department chart string is required for the expense report in Concur, please note that a different COA is required for the Cashier Deposit Form - see Step 5 below. Concur identifies the employee payee under Payment Type: Payment to Employee as the user submitting the Expense Report, or the user that the delegate is acting on behalf of. To support the university’s Carbon Neutrality goals, IPPS encourages all staff, faculty, and students to adopt sustainable travel practices. Career Connection is a free, comprehensive career development program for UC San Diego staff. This page is designed to assist with the Concur tool, for policy guidance see the meetings and entertainment overview. When creating the expense for the Concur Expense Report, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost. Please use the campus links listed below to access the Travel Portal: UC Berkeley. Concur Expense Types for Non-Event Employee ReimbursementsThe Concur Travel and Expense Management Application is the campus standard for expense reimbursement processing that: Streamlines the Travel/Entertainment/Business expense reimbursement process. Doubletree by Hilton San Diego Del Mar. More information on personal bookings in Concur can be found. Fill out all of the necessary trip information, required fields are. If you still have questions after reading the Knowledge Base Articles, please submit a Service & Support case and the IPPS Travel & Expense team will be happy to. To keep in step with industry trends and in conjunction with the Oracle and Concur Travel & Expense initiative, the Travel Card is changing to a corporate bill model, rebranded as the Travel & Entertainment (T&E) Card. Per diem is a daily amount to cover meal expenses for UC San Diego employees and guest travelers traveling on official UC San Diego business. 2. 4. UCSD Concur: Concur Commitment: TE_(Request ID)_(Employee Name) Lift Requisition Commitments. 6. g. As you plan for adjusting budgets, continue to use UC San Diego's Composite Benefit Rates. Sheri Hartman, PhD. As the university determines whether changes to benefit rates are required or allowable (for instance, to include things like childcare for Postdoctoral Scholars), those rates will be updated. 2. Select the Request module, then select New Request. Either the employee or an employee's delegate can perform the following process to have non-event expenses reimbursed. Log in to Concur and select a Request or Expense Report. Select Budget & Finance. Select Expense Preferences. Comunidad y Cultura. Expense Report Type. For Faculty and Students: Contact Alyssa Trasvina, Helen Fluetsch, and Ashley Feil via anthworks@ucsd. To. Concur Expense Types: Meetings & Entertainment (Events) Search Blink Search Faculty/StaffClaim Per Diem (Travel Allowances) based on input of travel dates on a Travel Expense Report. Please reference our Knowledge Base Articles in Services & Support for guidance on how to manage card requests, travel, events, and employee reimbursements in Concur. To provide a lecture on XYZ to UC San Diego medical students: B-1, WB, J-1: Yes: To install and train on research equipment for PI Smith’s lab:1. Privately owned motorcycles are not authorized for use on UC San Diego business. Programmatic activities: In connection with student programs, community support or on-the-job meals. com 2. Scroll down to Available Receipts at the bottom of the page 3. Note: Additional information about the Procurement Card, including processing information, can be found on the overview page. 2. possessions travel. If the Request is not pending approval or is already approved, select the Request. 4. 1. Select your desired Expense Report from the Report Library. You can make purchases at the UC San Diego Bookstore in several ways. 11. Contact your Department Security Administrator (DSA) or the ITS Service Desk , (858) 246-4357 or ext. Oracle, Concur, Services & Support), which. UCLA. Recursos en Español. Sponsored affiliates should work with their department's DSA to establish access, provided they have access to Oracle. 4. ucsd. Special Entertainment Approver: This role refers to the individual who is delegated approval authority for University-Sponsored Special Entertainment. Select Can Book Travel for Me. 1. The amount of the reimbursement will not exceed six (6) months of the lease or $25,000,whichever is less, including any penalty paid to terminate the lease. Reduce Per Diem for meals that are provided by conferences, etc. Travel: Concur Travel module is UC San Diego's direct booking tool where users can access UC-negotiated rates. edu is UC San Diego's official booking site for all business travel, including employees and guests. UCSD Gift Cards (Awards/Recognition), for a Gift Card for an Employee or Non-Employee b. concur. You will need all of the non-UCSD employee traveler’s personal information so you can get the ticket in their name In an effort to streamline processes and eliminate the need for departments to request checks for hotel prepayment, IPPS Travel and Concur offer the ability to book local hotels and bill to UC San Diego. UC Riverside. S. Select your initials on the upper right corner of page. For UCSD Health employees looking to request Financial Unit Signature Authorization for invoices for Oracle, Concur and/or Premier systems, please complete the request on the Health Supply Chain service portal. 3. In the Request Header tab, in Request Type, select Travel Request. The link to Concur is If you have trouble accessing the site, you can troubleshoot your issues using KB0032034: How to Log Into Concur; Faculty and staff must login to Concur with their UC San Diego credentials and designate their Delegates, there are no exceptionsAll UC San Diego employees have access to Concur. UC San Diego's Procurement Card is a Visa card for faculty and staff who have buying responsibilities. In. When completing the access request form, be sure to select all the Financial Unit (s) that you are an approver for. Provides tools for expense pre-authorization. f. Last Updated: August 28, 2023 11:41:18 AM PDT. For frequently asked questions regarding pre-trip activity and paying for travel and entertainment expenses, see: Concur Travel. S. UC San Diego. Dependent care provider fees or childcare costs that exceed the cost of normal childcare. In 2020 UC San Diego launched a new Financial Information System (FIS) that continues to unveil financial business processes and reporting needs for the general ledger, expense and revenue management, and budget governance through Oracle Financials Cloud, Concur, and Oracle Planning and Budgeting. Next. In Request Type, select Card & Payment Products Request, this will update the form to the Card & Payment Products form. Elevated roles are typically for IT Services & Campus Central Office staff only. Hotels available for this program: Best Western Premier Hotel Del Mar. Cognos Analytics is UCSD's Business Intelligence tool. a. com receipts@concur. Select Upload Receipt Image and attach file. 1. Event Name: c. System Live Date: July 1, 2020. Log into Concur using your Single Sign-On. Searching by text may give you UCSD and UCOP values as shown in this example above- ensure that the value selected does not contain (-OP) c. UC San Diego UC San Diego. Encrypted Wi-Fi (WPA2-E/ UCSD-PROTECTED) Virtual Private Network (VPN) Canvas. Information on the AP & Concur accrual process for fiscal close. 1. Financial Unit Approval is required on every single Concur document. Learn how to be more sustainable and reduce your travel related carbon footprint. Budget & Finance. , Concur freezes up, OFC slow, etc. edu is UC San Diego's official booking site for all business travel, including employees and guests. In Request Type, select Card & Payment Products Request. Log into Concur using your Single Sign-On, see KB0032034: How to Log Into Concur for more guidance on this procedure. 4. b. All UC San Diego staff employees are eligible to join Career Connection. Request Alerts can be found above can be found above the name of the Request. Find training and resources available for using Concur Travel & Expense. Last Updated: August 28, 2023 11:41:18 AM PDT. 4. Use Concur for booking travel and managing expenses, including travel expense, meeting & entertainment expense, and procurement card purchases. 1. BI & Financial Reporting. The following sections of this page detail specific tasks that most employees will need to perform in the application. Note: If above and beyond regular dependent care costs, as temporary during travel period, and directly result from travel to a conference for a federal award. Find out about policy related to air travel and the special circumstances that may make a UC San Diego business traveler eligible for reimbursement for fares booked outside of policy. As part of the protocol and informed consent process, the IRB reviews all aspects of compensation and. Under the supervision of the Director of Administrative Operations, the Executive Vice Chair (EVC) and the Division Chief, the Executive Assistant to the EVC. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf. Background: Concur is the official booking source for all UC San Diego employee and guest business travel. While the latest versions of most internet. Chart of Accounts Panorama is designed to help you explore the UCSD Chart of Accounts and hierarchies. 3. Below Requests, Select New Request. 4. Eliminates out-of-pocket expenses! This is the date that the expense report was created in Concur. Fill out all of the necessary trip information, required fields are. Eligibility for payment/reimbursement of actual travel expenses depends on: Clear documentation of the visit’s purpose. 2. 3. Select the link for Get Help & Request Service. If desired, you may also add this person. Helpful articles. Oracle roles are needed by departmental users to transact and view reports: How to Determine the Oracle & Concur Standard. 18 cents per mile. 2. If an individual pays for the. Welcome to Concur. Video: Delegates (click above image) Script: Delegates The Request and Expense modules share Delegates, by assigning permissions to a Delegate in one area, you are assigning permissions for both Request and Expense. Determine the circumstances of travel. 4. 4. Not all visits involve UC San Diego paying/reimbursing travel expenses, however in some cases it is an essential component of the visit. 5 hrs Recommended Participants: Travel Arrangers, Delegates, Travelers and Financial Managers Course Overview: The course will include an in-depth explanation of topics. This page will provide a guide on chart string validation on Concur Requests and Expense Reports. Delegation must be set up for others to submit reimbursements on your behalf. possessions travel; Long-term travel (30 days or more) in the continental U. Give feedback. Review some of the most common questions regarding Concur Requests and Expense Reports as they relate to travel and entertainment policies. 7. If this is your first time logging into Concur, you will be asked to select UC Office of the President or UC San Diego, select UC San Diego 3. Determine the number of miles traveled. 3. , reimbursing a non-employee traveler who resides overseas) and be aware that sending a wire has inherent risk and is costly. IT Services at UC San Diego leads the university’s technology to ensure your success. When creating the expense for the Concur Expense Report, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost. This is the type of expense report. Expense Report Alerts can be found above the name of the Expense Report. 6. 4. All travelers should Enroll in UC Trip Insurance. Employees have access to UC-negotiated rates within this single platform; Concur requires a completed Profile in order for you to make travel arrangements; scroll through each Concur Profile section to. Concur commitments are created when a Travel Request or Event Request with a Project value and future travel/event date(s) is approved in Concur This is an external commitment created by an action from a Concur user/delegate. 3. Facilitate approval process with accurate and complete claims. This article demonstrates how to log into Concur. 1. Travel expenses are non-taxable and based on trip type. UC San Diego Students, Faculty and Staff. , select an applicable meal T&E charge, and click. In Travel Settings, select Assistants/Arrangers. Finance. Travel & Entertainment Card. Concur is a secure platform for booking university business travel. A Travel Request is not needed for Mileage-Only reimbursements, start by creating an Expense Report. For more info on access and roles to access modules like AR, PPM, and GL, refer to this article: How to Request Oracle and Concur Roles. Review the Status of the Request. Once you've downloaded the app, you'll enjoy the rich functionality of the SAP Concur solution you already use from the comfort of your own phone. 4. While the latest versions of most internet browsers will work for Concur, Google Chrome is the recommended browser for utilizing Concur. The preferred method of purchase should be via Oracle Procurement, Concur directly to the vendor, or. edu. 2. Watch the Concur: Delegates Training video. Alaska, Hawaii, or U. Pick up the rental vehicle, and retain your receipt. Last Updated: March 13, 2023 9:58:00 AM PDT. You will need all of the non-UCSD employee traveler’s personal information so you can get the ticket in their name Use Concur Travel for booking travel and the Travel & Entertainment (T&E) Card as the preferred payment method. 4. The source for UC San. 5. 3. Long-term travel (30 days or more) in the continental U. 2. UC San Diego pays sales tax on taxable purchases directly to California vendors and out-of-state vendors registered in California to collect sales tax. Event Location: e. If you accidentally select UC Office of the President, clear your browser history, repeat Step #1, and select UC San Diego. Hospitality contracts are for hotels, venues, or restaurants that are requesting a signature containing terms and conditions. To create a Travel Request, log into Concur using your Single Sign-On. UCSD prepays airfare booked in Concur, avoiding the out-of-pocket expense, and purchases will automatically display in the. It provides information and tools to assist you in achieving greater job satisfaction, current job enhancement and lateral or upward. 6. Select the Requests module, the list of Active Requests will display, to change the view, select View then select the desired Request. $25,000 for property. Note: Payment must be paid by UC San Diego and not by the individual employee. This report helps users find card transactions that are both assigned or unassigned to a Concur expense report. This page is designed for employees, who are new to Concur, to quickly find resources and guides on the Concur application. If a claim is routed to the Travel Team for review, the timeframe does not include time awaiting review but if the claim requires additional action in order to. Skip to page content. List of Tools/ Applications. Scroll down to Available Receipts at the bottom of the page. ASUCLA. Event Date: d. 1. ucsd. If you accidentally select UC Office of the President, clear your browser history, repeat. A Card & Payment Products form will update and display In. Fiscal Closing 2022–2023:. In Requests, select Create New Request.