Concur Guidelines

See Concur User Guide (PDF) for complete information.

1. Before travel – students must complete the Travel Certification Form (PDF) and submit it to their faculty sponsor.
2. Student hotel rooms and airfare can be prepaid by the University. Department staff will need to submit a requisition to Procurement via CSUBuy. This process can take several weeks.
3. If students prepay their own expenses, they will need to work with their faculty sponsor, who will prepare their reimbursement in Concur. The faculty sponsor will need to email [email protected] to tell them they will be arranging travel for a student. Include the student's name, address, SSU ID, SSU email, and phone number.  Once the response is received, the faculty sponsor goes into Concur and creates a travel request for the student.
4. Within 30 days of returning from travel, the student will need to submit receipts and travel information to their faculty sponsor, who will enter their reimbursement request via CONCUR. 

Additional details for the below steps can be found on the CSYou Concur page.

1. Set up Concur Profile.
2. Submit a Concur travel request
   1. A Concur travel request must be submitted for all university business travel (conference, research, etc) a minimum of 30 days prior to the event. This applies to ALL university business travel, regardless of whether the travel occurs during non-paid or non-teaching days, and even if you are not requesting any reimbursement.
   2. If funding has not been approved, the travel request must be submitted as "Liability Only/ Unfunded"(see user guide) with 0 expenses.
   3. You may purchase airfare within Concur using the university "ghost credit card", which means you will not be paying for it. To purchase airfare with the ghost card, you must first submit a travel request through Concur. Once the travel request is approved by Financial Services, you will receive an email notifying you that you may go back to Concur and purchase your airfare. At this time, only airfare can be purchased using the ghost card.
   4. Note that an approved travel request only means you are approved to travel. To ensure compliance with university and state policies, a careful review of expenses will be made once the Travel Expense Report is submitted (See next step).
3. Submit Concur Travel Expenses Report for reimbursement
   1. If you are asking for travel reimbursement, you will need to go into Concur two separate times for each travel event – once to request approval to travel, and once to request reimbursement.  If you are not being reimbursed, you would go in once to request approval to travel.
   2. If you previously submitted an unfunded request and have received funding, you can add expense reports to your approved unfunded request.
   3. Travel Expense Reports must be submitted within 60 days after travel.  If you did not receive your travel award in time to meet the 60-day requirement, you can request an exception from the AVP for Administration and Finance (David Crozier; [email protected]).

See Concur User Guide (PDF) for complete information.

1. Before travel – Volunteer employees and interview candidates must complete the Travel Certification Form, and submit it to the faculty sponsor.
2. Guest travelers must complete and submit a 204 Vendor Data Form through the secure upload link.
3. Once Accounts Payable processes the 204 Vendor form, the faculty sponsor emails [email protected] the supplier name, and requests Concur access.
4. After a reply is received from AP, the faculty sponsor goes into Concur and proceeds with creating a request.
5. Once the faculty sponsor receives an approved request, they can proceed with creating an expense report. An approved request must be linked to the expense report.