UC Riverside is transitioning to a new travel and expense system with updated technology that makes it easier for travelers to manage payments and receive refunds.
The campus officially deployed the Concur Travel and Expense System on Monday, July 25 after eight months of planning. It is the first of several updates to aging financial administrative software systems as part of the multi-year Impact23 initiative that will see more improvements over the next year.
Here’s what to expect:
What is the Concur travel and expense system?
Concur is a secure cloud-based university business travel booking platform aimed at increasing efficiency for travelers, cardholders and departmental representatives. It integrates invoice, travel and expense management into one system. It replaces the current iTravel system. Employees will be able to use it to book and manage payments for airlines, hotels, rental cars and other travel-related expenses. This is the first phase of moving to Concur for travel expenses. The second phase, planned for 2023, will include business meetings, entertainment and other reimbursements.
How to get started with Concur
Once the traveler role is assigned by the employee’s departmental systems access administrator, employees can log into Concur with their NetID and create a profile that allows use of Concur. Concur allows employees to get pre-trip approval and estimate expenses in advance. Travelers also have access to the new corporate Travel & Leisure card. Expenses charged to the Travel Card are paid directly by the university; however, the traveler (or their designated travel organizer) must reconcile the expenses with an expense report within 30 days after the end date of the trip.
How to book a trip
Employees can use Concur’s online platform to compare and select dates and prices for flights, hotels, trains and rental cars. UCR has also contracted with Anthony Travel to serve as its designated travel agency to assist UCR travelers. Anthony Travel has dedicated UC travel agents to book trips or assist travelers online or by phone 24 hours a day, seven days a week. Travelers can also book fares on a corporate card held by Anthony Travel.
What is the refund process?
According to Concur, UCR will be billed directly during the booking process, reducing out-of-pocket costs for travelers.
UCR’s travel card program will move from a personal liability program to a corporate liability program. Travelers must apply for and receive approval from their departments to be issued a Visa credit card to pay for approved travel and business expenses. The University will pay the fees automatically, but the cardholder is responsible for the monthly expense reconciliation through an expense report.
What are some of the new features available to UCR travelers?
Concur allows travelers to manage bills and add expenses on the go. Concur’s mobile app offers travelers the ability to book air, hotel and car rentals, manage their itinerary, check flight status and more. Users can take pictures to attach receipts and record other expenses incurred during the trip. Travel booked through Concur will record the trip with UC’s travel insurance program, UC Away.
Why is UCR changing from iTravel to Concur?
iTravel is an older in-house developed software system that is becoming obsolete. Concur is a cloud-based software company that is widely used by many organizations, including other UC campuses.
What if I already have trips booked on iTravel?
The iTravel system and trips booked through it will continue to be supported during a transition period with the aim of phasing it out by 1 September. All campus commuters must transfer to Concur by that date.
How will student travel be booked?
Only career or contract employees with department approval may book travel and be issued travel and entertainment cards. Staff can book travel and arrange accommodation for students.
Will there be training and other resources available for the transition?
Several training courses will be available as part of the Concur launch. A 20-minute travel card course is required before applying for a travel card.
Resources include:
• Concur Training & Resources: Register for training, view tutorials and watch videos
• Travel Planner Sessions: Department travel planners can sign up for a 15-minute session with a UC Riverside Accounts Payable Travel Advisor to get hands-on Concur support
• Office Hours: Informal session to cover the most frequently asked questions about Concur, followed by an open Q&A
• Impact23 Community of Practice (Travel Channel): Learn from and gather feedback from peers
• For travel-related policy questions, technical or accessibility issues, and questions about the T&E Card, email travelfeedback@ucr.edu.
For more information, visit the Impact23 Concur Travel and Expense page.
