Users should access Concur through the Employee Self Service tab of the myUK Portal. Users will see a link to “Concur Travel and Expense Management” under Employee Self Service.
Either sign-in method can be used. If using the concursolutions.com link from the email, utilize your linkblue credentials (linkblueID@uky.edu) to logon and the prompt to “Sign in with SSO”. You will be directed to the UK linkblue sign-in page. Once you sign in, your Concur homepage will appear.
If questions arise while processing a Concur General Expense Report or Travel Expense Report, contact concurexpense@uky.edu. Please continue to contact AAA’s help desk at 877-463-0543 for assistance with the Concur Travel booking tool.
Profiles for new employees are automatically added to Concur when the employee is added to HR and has an active work assignment.
1. On-Demand Training Videos and Quick Reference Guides are available for the Travel and Expense Management solution, while Virtual Training is available only for the Online Booking Tool. Each option is outlined below.
On-Demand Videos related to Concur processes and procedures have been uploaded to myUK Learning and can be viewed at any time. To access these videos, login to myUK and go to the Employee Self Service tab. Select myUK Learning and search for the “Concur” videos. The On-Demand videos include demos such as creating a general travel request, travel expense report, procard expense report, and the approver process.
2. Quick Reference Guides for various Concur processes can be found here.
Reporting is provided, in partnership with Institutional Research, Analytics & Decision Support, through Tableau. Please visit here to access available analytics. Tableau access is granted based on departmental approval.
The University of Kentucky Company Code for the Concur Mobile App is 7KCHJ. Instructions for how to set-up the mobile app are available on the Quick Reference Guides for Concur Travel and Expense Management site.
Procard Expense Reports should be submitted once per month unless your report will include a large volume of transactions. Reports can be submitted with an unlimited amount of transactions. Areas with large transaction volumes can submit reports more often, such as weekly or biweekly.
Travel expense reports must be submitted for each overnight trip. Day trips (mileage only) should be be submitted monthly. All travel expense reports must be submitted by the traveler within 60 days from the last day of travel. Do not combine multiple months of day trips for mileage reimbursement on one report.
Please consult your supervisor/business officer on requirements for use of Concur Request. Use of Travel Request is highly encouraged, but not required at this time.
The request or expense report will enter the workflow and be submitted to your supervisor for review. See the Quick Reference Guide for Concur Workflow and Report Tracking to learn more about the workflow and review of your report timeline.
While in the expense report in Concur, the user or approver can review the G/Ls assigned for the expense type in the UK-Detailed Report or Report-Detailed with Summary Data. See the Quick Reference Guide - Concur Printed Expense Reports for more information.
No. Only the report creator can modify the expense type. If an expense type needs to be changed, the report will need to be returned.
Please review the Quick Reference Guide – Which Policy Should Be Used to learn more about Concur Policies for creating expense reports.
Yes, the default cost object can be changed by the user or their delegate under profile settings, Expense Settings, Expense Information. Note that if the employee’s default cost object tied to their employee ID in Human Resources changes, the default cost object in Concur will also be updated. Please review Quick Reference Guide - Update Default Cost Object for more information.
The only acceptable file formats for attachments in Concur are .png, .jpg, .jpeg, .pdf, .tif, or .tiff. Word or Excel documents need to be converted to a .pdf format before attaching to an expense or report in Concur.
Concur has a limit of 5MB per file. If the file is larger, it will need to be saved in sections and uploaded separately.
Delegates can be assigned at any stage of the workflow process in Concur. Delegates act in the capacity of the individual for whom they have been named as a delegate.
See the Quick Reference Guide for more information.
No, only the cardholder/traveler can submit the report, however delegates can prepare the report up to the point of pre-submission.
Procurement cards transactions are uploaded as available expenses for the cardholders. The cardholders will need to add you as a delegate so you can add card transactions to expense reports for allocation.