Accounts Payable

Your profile within the Concur system securely stores your personal information, some of which is required by the federal Transportation Security Administration (TSA) in order to fly. Ultimately, users are in charge of their Concur Profile. Some information will be pre-loaded from existing system data. However, it is very important that all information is correct.

Video: Updating Your Expense Profile

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Personal Information

Review your name, addresses, phone numbers, and emergency contact information.

Your name should match the government issued ID that you use to travel. If a correction needs to be made, please email HumanResourcesDepartment@utoledo.edu.

Your addresses, phone numbers, and emergency contact are also important as these can help university administrators contact you in the event of an emergency or alert you about any safety concerns while you may be traveling on university business.

It is important to verify your email address in order to receive notifications about the status of your requests or reports and to access some of the features on Concur.

1. 1. From your Profile Settings, locate and click Email Addresses in the left side bar.
   2. Add in the preferred email address and click Verify.
   3. Click OK; a message will appear notifying you that an email has been sent to your inbox.
   4. Enter the Verification Code from the email you received.
   5. Click OK to complete the verification process.

You may add additional email addresses if desired by repeating the process.

Before using the Concur travel application for the first time, users must update their Travel profile. Even if changes are not made, the profile must be saved before the user can book a trip in Travel.

From this page, users can set air travel, hotel, car rental preferences; add other travel program information, passports, visas; setup travel arrangers; and add credit card information to their profile. A credit card is required to use the Concur booking tools.

Additional Resources:

• Updating Your Travel Profile (Video, Tip Sheet)

The Index is a default setting that is determined by the user’s position information (primary assignment). This can only be corrected by Human Resources.

Direct deposit is required in order to be reimbursed. If the ‘Has Direct Deposit Setup’ box is not checked, the user will need to provide your banking information before you submit an expense report.

For Employees:

1. 1. Log into https://myut.utoledo.edu/portal/.
   2. Click on the Employee tab.
   3. Select Concur Reimbursement Direct Deposit link found near the bottom of the third column.
   4. Select Click here to set up an account.
   5. Enter banking information, making sure to correctly indicate whether the information is for a savings or checking account.
   6. Click Continue.

Note: Updates will not be reflected in Concur until the following day.

For Students that are not active employees:

1. 1. Log into https://myut.utoledo.edu/portal/.
   2. Click on the Student tab.
   3. Select Direct Deposit Authorization link.
   4. Select Click here to set up an account.
   5. Enter banking information, making sure to correctly indicate whether the information is for a savings or checking account. Please note that this bank account will also be used for any student refunds that may be processed by the Bursar.
   6. Click Continue.
   7. Email PCardTravelSupport@utoledo.edu to confirm changes and update the user’s profile.

Request and Expense Delegates are shared in the system, meaning that regardless of whether you assign the delegate from the Expense Delegates or Request Delegates page, the delegate will have both Request and Expense permissions for all system entries. Delegates cannot be assigned by index or setup to review entries by specific users within Concur. Any Delegate, Proxy, or Previewer that you wish to assign must be a profiled Concur user.

To add a delegate:

1. From your Profile Settings page, click Expense Delegates (either from the left-hand vertical menu or from the list of options in the middle of the page).
2. Click the Add button.
3. Search for your delegate by name, email address, employee ID, or logon ID. Select your Delegate, and click Add.
4. Check the appropriate permissions you wish to assign to your delegate.
• Can Prepare: Allows user to prepare Travel Requests and Expense Reports on your behalf. Once entered, Travel Requests and Expense Reports will be sent to you for review and submission.
• Can Use Reporting: Allows user to access Concur Intelligence reports on your behalf. This option is only available for managers.
• Can Approve: Allows user to fully approve Travel Requests and Expense Reports on your behalf.
• Can Approve Temporary: Allows user to fully approve Travel Requests and Expense Reports on your behalf for a specific period of time. This should be used when on extended leave.
• Can Preview For Approver: Allows user to review Travel Requests and Expense Reports before you approve. This delegate cannot approve the report or request – instead, the delegate's task is to ensure that the report or request is ready for the approver to review and approve. Please click here for more information.
5. Click the Save button.

To delete a delegate:

1. 1. On the Expense Delegates page, select the check box to the left of the delegate you wish to remove permissions for.
   2. Click the Delete button.

Additional resources:

• Acting as a Delegate (Video, Tip Sheet)
• Emailing Receipts as a Delegate

From this page, users can edit settings for some of the Concur email notifications.

Users can also enable or adjust the Expense Assistant tools, which will automatically assign new expenses to an expense report. This can be setup to occur by month, by trip, or disabled. For most users, enabling the Expense Assistant by month will make reporting of non-travel expenses less cumbersome.

Additional Resources:

• Enabling Expense Assistant (Video, Tip Sheet)
• Working with Expense Assistant (Video, Tip Sheet)

The default approvers are determined by your position information (primary assignment). This can only be corrected by Human Resources. Please contact HRIS@utoledo.edu with any questions.

Notes: Updates made by Human Resources will not be reflected in Concur until the following day. Any previously submitted items must be recalled and resubmitted to correct the workflow.

A Personal Car profile must be created in order to submit a mileage reimbursement.

1. 1. Click New to add a vehicle profile.
   2. Enter the Vehicle ID; this can be determined by the user.
   3. Select the Vehicle Type; options include:
      • IRS Rate – used for all non-grant related travel. Most users will need to use this option.
      • OBM/Grant Rate – may be required for some grants and a second vehicle profile will need to be created to ensure that the proper rates are calculated. Users should consult with Grants Accounting if they are unsure if this rate must be used.
   4. Click Save to complete the vehicle profile.

Note: Users do not need to enter a profile for each vehicle that they may own or drive. Most users will only need to setup a profile for the IRS Rate option. If a user must add a second vehicle profile for the OBM/Grant Rate option, it is recommended that they set the Vehicle ID for each profile to match the selected Vehicle Type as this will help to ensure the correct profile is selected when reporting mileage.

Additional Resources:

• Personal Car Mileage