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First-Time Users

Concur can only be accessed by active KU employees to create their Travel Requests and to book Travel. Non-employee student travel requests and bookings are done through SSC and/or department support staff. Concur Expense Reports for reimbursements are NOT done by travelers, but rather by SSC/LSI/IPSR support staff.

This guide provides information on what to do and what to know before using Concur for the first time.

First-Time Checklist - Required Actions

  1. Create a Concur Travel Request (TR) for ALL university-related employee and student out of state and international travel at least 14-day prior to domestic and 30-days prior to international departure.
    • Be sure to have your funding and expense estimated ready to enter in your TR.
    • Ensure your TR is either approved or you have available funding before booking travel in Concur Travel or directly with our travel agency CTP.  
    • Non-employee student travel requests are processed by the SSC via the SSC Travel Request Form or Finance SSC Request in the TDX Finance Service Portal, or by contacting their LSI/IPSR support staff. Their bookings are done by department support staff or SSC/LSI/IPSR travel support staff in Concur using Book for a guest.
  2. Establish your form of payment.  Employee travelers must use a KU/KUCR P-Card issued to them  -OR-  a personal credit card in Concur. Do not use a department or other employee's P-Card.
    • If you do not have a P-Card, employees can obtain a KU/KUCR (Travel or Individual "standard") P-Card, or a 'single trip' Declining Balance P-Card at their supervisor's discretion by completing the following:
      1. Review P-Card Procedure Manual, then click on the Request a New P-Card button to fill out and submit the P-Card Action Request form
        1. Hint: Employees who travel more than once per year should get an Individual standard or Travel P-card rather than a Declining Balance P-card. 
        2. Note: If applying for a Declining Balance P-Card a TR must be approved before applying.
      2. Complete and Pass the P-Card Quiz in Canvas. The requestor will be notified by email with the link to take the quiz.
      3. You can pick up your P-Card after successfully completing the quiz.  
        1. Note: Assuming there are no hold-ups in workflow, the process to get a Travel or Individual p-card takes approximately 10 business days.  Declining Balance P-Cards are generally ready to pick up within 4 business days or less (extra lead time is appreciated due to limited office hours).  
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3. Update your Concur Profile.  After updated, profiles only needed edited if traveler information changes.  Note: Non-employee students do not have Concur Profiles, so their travel is booked as a Guest by department or SSC support staff.

  • Ensure your name matches your photo ID used to check into airport security. If it does not, send an email to fsku@ku.edu and let them know that your name needs updated in your Concur Profile and give them the correct name.
  • Add your mobile number for airline contact purposes.  Hint: It is suggested that Travelers put their Mobile number in the Work number field as it is a better contact number while traveling.
  • Complete the Verify process for your KU email address.
  • Add your SSC support staff or travel processor's email as an additional email in the Email Addresses section so they can always get a copy of your travel itinerary/invoice for documentation purposes. Leave this email as Not Verified.
  • Add your emergency contact info.
  • Add travel preferences and frequent traveler programs if applicable.
  • Add your passport and/or visa, especially if traveling internationally.
  • Add travel arrangers that will help manage your travel as needed.
  • Enter KU/KUCR P-Card issued in your name -or- personal credit card -- multiple cards can be saved to your profile.

4. Activate E-Receipts in your Profile Options page or from the Alerts section on the Concur Home page.

5. Review the Travel Policy & Procedures page for travel policies and guidance as needed.

6. Before booking, visit the Training Library as needed for instructional assistance with booking in Concur Travel.  Or, feel free to contact a CTP agent as needed to book travel if you have your Concur Profile updated.

7. After booking:

  • Turn in P-Card receipts to your SSC/LSI/IPSR support staff as soon as purchases are made.
  • Submit your trip details and expense breakdown, receipts and documentation to your SSC/LSI/IPSR support staff after your return for out-of-pocket reimbursement requests. This needs to be done within at least 60 days of your return to ensure your reimbursement is not submitted as taxable income. 
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Helpful - But Not Required Actions

  1. Travel Expense Reimbursement Request Form (xlsx) can be utilized to help you track, compile, and submit your trip expenses along with your receipts to your department or SSC travel processer.
  2. Download the Concur Mobile App.
    • The ExpenseIt tool within Concur Mobile can be used to take pictures and submit receipts automatically to your Available Expenses for reimbursement processing.
    • You can view your travel itineraries or book travel on the go as needed with the Concur Mobile App.
  3. Connect other mobile travel apps to Concur.
    • Travel apps such as Uber, Lyft, The Parking Spot and Spot Hero that you connect to your Concur Profile will automatically send electronic receipts to your Available Expenses for reimbursement processing.
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