Thanks for joining me in; Cloud Application Implementation for Travel Services!

“It has become appallingly obvious that our technology has exceeded our humanity.”

Albert Einstein

To Log on to SAP Concur:

1. In the User Name field, enter your user name.
2. In the Password field, enter your password.
3. Click Sign In.

NOTES:

• Log on to SAP Concur following your company’s logon instructions.
• Your password is case sensitive.
• If you are not sure how to log on, check with your company’s administrator.

Exploring the Sign In Page

Section	Description
Forgot your user name?	This section will let the system send your user name in the email address that was set-up in your profile. Note: If you do not see the email in your inbox, please check your spam or junk folder. If you do not receive any email, please contact your company administrator.
Forgot your password?	This section will let the system send the following in the email address that was set-up in your profile: Your password hint (if you provided a password hint) –          or – Link to reset your password Notes: If you do not see the email in your inbox, please check your spam or junk folder. If you do not receive any email, please contact your company administrator.
Change language	This section allows you to change the language of your SAP Concur Account to your native language. [Example: Deutsch, Italiano, etc.] NOTE: SAP Concur is now available in 22 languages.
Service Status	This section provides you an up-to-the-minute service availability and performance information. This will be helpful if you encounter a sudden system issue. [Example: Slow response, etc.].

Exploring the Home Page

The home page contains the following sections.

NOTE: To return to the home page from any other page, click the SAP Concur logo on the top left of the screen.

Expense only

If your company uses Expense only, you will see these sections.

Section	Description
Quick Task Bar	This section provides Quick Tasks (links) so you can: ·         Start a new report, request, cash advance, payment request, etc. ·         Open reports and requests ·         Manage available expenses ·         Upload Receipts
My Tasks	This section shows your available expenses, open reports, and approvals requiring attention.

Expense and Travel

If your company uses Expense and Travel, you will see these sections.

Section	Description
Trip Search	This section provides the tools you need to book a trip with any or all of these: Flight: Use to book a flight. You can also book hotel and reserve a car at the same time. Car, Hotel, Limo, or Rail: Use to book hotels, reserve rental cars, etc. if not including them while booking a flight (Flight tab).
Alerts	This section displays informational alerts about Travel features.
Company Notes	Content is provided by your company administrator.
My Trips	This section lists your upcoming trips.
My Tasks	This section lists Required Approvals, Available Expenses, and Open Reports.
Facts & Stats	Helpful travel tools.

Updating Your Expense Profile

Use the profile options to set or change your personal preferences. They include:

• Approvers
• Favorite Attendees
• Bank information
• Cars:
  • Company
  • Personal
• E-Receipts
• Expense Delegates
• Expense Preferences:
  • Email notifications
  • Prompts

NOTE: Depending on your company’s configuration, some of these options might not be available to you. Contact your SAP Concur administrator for more information.

Delegates

If you are acting as an Expense delegate for another employee (delegator):

• Any changes you make on this page affect only the delegator and do not change your personal information.
• You cannot access all profile options for your delegator, such as bank information.

To access the profile information:

1. Click Profile > Profile Settings. The Profile Options page appears.
2. Click the appropriate option from the left-side menu.

Creating a New Expense Report

To create a report:

1. Select from the following:

• On the home page, on the Quick Task Bar, place your mouse pointer over New, and then click Start a Report.
  – or –
• On the home page, in the My Tasks section, click Open Reports, and then click the Create New Report

– or –

• Click the Expense Tab, then click Manage Expenses (on the sub-menu), and then click the Create New Report

2. Complete all required fields (marked with red bars) and the optional fields customized by your company, as needed. (The fields that appear on this page are defined by your company).
3. Click Next. Available Cash Advances are displayed in a popup window (assign advances or click Next). Depending on your company’s configuration, you might see a Travel Allowances popup window, click Yes or No to include travel allowance expenses.
4. At this point, you will likely either:

• Add company card transactions to your expense report.
• Add an out-of-pocket expense to your expense report.

Adding Card Transactions to an Expense Report

You can add card transactions to an expense report in these ways:

• From the open expense report.
• From the Credit Card Charges page (Expense > View Transactions on the sub-menu).
• From the Available Expenses section (you might need to scroll down) (Expense > Manage Expenses on the sub-menu).

From the open expense report

To add card transactions within the open report:

1. From the Available Expenses section on the left side of the screen, select the check box(es) for the appropriate expenses.

NOTE: Depending on your company’s configuration, you might need to click Import Expenses > Available Expenses or From File.

2. Select the transaction(s) that you want to assign to the current expense report.
3. Click Move (in the Available Expenses section). The expense is moved and appears on the left side of the page, with any applicable icons, such as company card or exception.

• If you select To Current Report, the selected transactions are attached to the report.
• If you select To New Report, the Create a New Expense Report page appears. Enter the report information as usual.

From the Credit Card Charges page

To assign one or more transactions to an expense report:

1. Click the Expense Tab > View Transactions on the sub-menu.
2. Select a check box next to each appropriate transaction.
   TIP: Select the uppermost check box to select all transactions.
3. Select an expense report from the Add Charges To dropdown list.
4. Click Add Selected.

From the Available Expenses section

You can access the Available Expenses section in these ways:

• On the home page, on the Quick Task Bar, click the Available Expenses
• On the home page, in the My Tasks section, click the Available Expenses
• On the menu, click Expenses > Manage Expenses on the sub-menu. The Available Expenses section appears (you might need to scroll down).

To assign the transaction to a report:

1. Select a check box next to each appropriate transaction.
   TIP: Select the uppermost check box to select all transactions.
2. Click Move.
3. Select the name of the appropriate report or To New Report.

• If you select an existing report, the report opens, and the selected transactions are attached to the report.
• If you select To New Report, the Create a New Expense Report page appears. Enter the report information as usual.

Adding an Out-of-Pocket Expense to an Expense Report

To add an expense to a report:

1. From the open report, click New Expense. (If there are no other expenses on the report, you might not need to click New Expense.)
2. On the New Expense tab, click the appropriate expense type. The page refreshes, displaying the required and optional fields for the selected expense type.
   NOTE: Your company defines the fields that are available on this screen.
3. Complete the required and optional fields as directed by your company.

Click one of the following:

• Save
• Itemize (to itemize the expense)
• Allocate (to allocate the expense)
• Attach Receipts (to upload and attach receipt images)
• Cancel (to exit without saving this expense)

Itemizing Expenses

Use the Itemize feature to account for receipts that include both business and personal expenses or to ensure that each of your expenses is accounted for correctly. For example, assume that you have an expense from a local store where you had some copies made and you purchased some binders. You can create an expense for the full amount and then itemize the expense, creating two itemizations: one for the amount spent on the copies (perhaps using the expense type for duplicating) and one for the amount of the binders (perhaps using the expense type for office supplies).

To itemize an expense:

1. Create the expense as usual, and then click Itemize (instead of Save).

• The expense appears on the left side of the page, along with the message Adding New Itemization.
• The name of the New Expense tab changes to New Itemization.

2. On the New Itemization tab, select the expense type that applies to the first itemization. The page refreshes, displaying the required and optional fields for the selected expense type.
3. Complete the fields as directed by your company.
4. Click Save.

• The newly created itemization appears on the left side of the page, below the expense.
• The total amount, the itemized amount, and the remaining amount appear on the right side of the page.

5. For each additional itemization, on the Itemization tab, select the appropriate expense type and complete the appropriate fields. NOTE: You can also copy itemizations to save time with similar entries.

• Once you have itemized the Total Amount of the charge, the Itemization tab is replaced by the New Expense

Printing and Submitting an Expense Report

To preview and print the expense report

1. On the expense report page, click Print / Email, and then select one of the options from the dropdown list. Your company determines the options that are available. Available options include:

• Fax Receipt Cover Page: Prints a PDF file with a unique barcode a report summary and a checklist for the required expense receipts.
• Detailed Report: Prints a report that includes all report-level information as well as a summary of the report.
• Receipt Report: Prints a list of expenses that require receipts along with the unique receipt bar code and the report-level and summary information.

2. Review the details, and then click Print.

 

To submit your expense report

1. On the expense report page, click Submit Report. The Final Review window appears.
2. Review the information for accuracy. You can Print, Attach Receipt Images, or View Receipts.
3. Click Accept & Submit.

If you cannot successfully submit the report, a message appears describing the report error or exception. Correct the error, or if you require help to complete the task, contact your SAP Concur administrator.

Correcting and Resubmitting an Expense Report

Your Expense approver might send a report back to you if an error is found. The approver will include a comment explaining why the report was returned to you.

To identify and correct expense reports requiring resubmission:

1. To open the report, on the home page, in the Quick Task Bar, click the Open Reports In the Active Reports section of the page, the report appears with Returned on the report tile. The approver’s comment appears below the amount.

 

2. Click the report tile to open the report.
3. Make the requested changes.
4. Click Submit Report.

Adding Attendees to a Business Meal

Use the favorites field (the type-ahead field to the right of the Favorites button in the Attendees area):

With the report open, to add an individual attendee to

an expense:

1. In the field with the text Search Recently Used,

type several letters of the first or last name.

A list of attendees appears.

2. Select the appropriate attendee.

 

To search for an attendee who is not in your favorites list:

1. Click Add. The dropdown menu opens.
2. Select Advanced Search.
3. Select the appropriate tab for the search specifications.
4. Select the Attendee Type from the dropdown list.
5. Enter the appropriate information in the criteria fields.
6. Click Search.

The search results appear.

7. Select the check box to the left of the appropriate attendee(s).
8. Click Add to Expense.

 

If you cannot locate the appropriate attendee in your favorites or by using search and if your company allows you to add attendees:

1. Click Add.
2. Select New Attendee from the dropdown menu.
3. Complete the required information.
4. Click Save. If you need to add multiple new attendees, click Save & Add Another.

Allocating Expenses

The Allocations feature allows you to allocate expenses to projects or departments, which will be charged for those expenses. You can allocate a single expense or multiple expenses.

NOTE: To find out if your company uses this feature, contact your SAP Concur administrator.

To allocate:

1. With the report open, to create or edit a single expense, click Allocate at the bottom of the Expense

To allocate multiple expenses, select the appropriate expenses on the left side of the page, and then:

1. Click Allocate the selected expenses on the right side of the page.

– or –

1. Click Details > Allocations.

The Allocations for Report window appears. The total expense amount, the amount allocated, and the amount remaining appear in the Allocations section.

2. From the Allocate By dropdown list, select Percentage or Amount.

Your company determines if the allocation fields are text fields or lists. Select from the lists or type the appropriate information in the fields.

NOTE: Your company might provide default information in some of the fields, such as your company name. If you change the default information, a red triangle appears in the upper left corner of the field.

3. Add as many allocations as necessary.

You can adjust the amounts and percentages. The total amount must be allocated 100%, otherwise an audit rule is flagged, and you will not be able to submit the report.

4. Click Save.
5. For the confirmation message, click OK.
6. Click Done. The allocation icon appears with the expense.

• If the expense is 100% allocated (fully allocated), the icon appears with the expense.
• If the expense is not 100% allocated (partially allocated), the icon appears with the expense.

Converting Foreign Currency Transactions

To account for an expense incurred in another currency:

1. With the report open, click New Expense, and then enter the appropriate information in the required and optional fields (required fields are indicated with a red bar).

For the Amount field:

1. Select the “spend” currency from the list to the right of the Amount The Rate field appears.
2. Type the rate.

Expense calculates the amount in your reimbursement currency.

1. You can convert the currency by multiplying by a particular rate or dividing by a different rate. You might need to switch between multiplication of the rate to division of the rate, depending on the type of rate you received. To do so, click the symbol above the rate field.

2. Complete the remaining fields as appropriate.

Adding Quick Expenses

To add an expense to a report:

1. With the report open, click Quick Expenses. A quick-entry grid appears (a dialog box might appear asking you to save the changes).
2. In the Expense Currency list, select the appropriate currency.

For each row (expense):

1. Enter the date (or use the calendar) the expense was incurred.
2. Select the appropriate expense type.
3. Enter the business purpose.
4. Enter the City, if necessary.
5. Enter the amount. You can change the Expense Currency using the dropdown menu.

3. To copy a row, click the blue plus icon at the right side of the row.
4. To delete a row, click the red X icon at the right side of the row.
5. To add more rows, click Add Row.
6. Click Save.

The expenses appear on the report. Some expenses require additional information, such as attendees or allocations. Open any of these quick-entry expenses and make the appropriate changes.

Copying an Expense

To copy an expense:

1. With the expense report open, select the expense you want to copy.
2. Click Copy.

Then the new expense is added to the Expenses list:

• The original expense date is advanced by a day.
• All allocations, attendees, expense-level comments, and value added tax (VAT) details from the original expense are copied to the new expense.
• Credit card information, e-receipts, mobile entry information, and travel segments (associated with travel itineraries) from the original expense are not copied to the new expense.
  NOTE: This type of information is generally associated with only one expense, so it is not copied to the new expense.
• If the Payment Type of the original expense is a credit card, then the Payment Type of the new expense is editable using the dropdown list.

Entering Personal Car Mileage

Depending on your company policy, you might have to track your car mileage in order to be reimbursed. You might be using your personal car for business purposes or you might be using a company car. Your company determines the information you are required to provide (mileage, odometer readings, and so on) as well as the reimbursement rates.

To create a car mileage expense:

1. With the expense report open, on the New Expense tab, select the mileage expense type.
   NOTE: Your company determines the name of the expense type. It might be called Car, Company Car, Personal Car Mileage, or something similar.

Depending on your company’s configuration, one of the following will happen:

• The page refreshes with the required and optional fields displayed, including the Mileage Calculator link if your company has implemented Google Maps Mileage feature.
  – or –
• The Google Mileage Calculator window automatically displays, and you can enter your point-to-point routes.

2. Complete all required and optional fields as directed by your company. For a personal car, you might enter the total business miles traveled. For a company car, you might be required to enter the beginning and ending odometer readings. When done, Expense calculates the reimbursement amount based on the miles and the reimbursement rate set by your company.
3. Click Save.

Itemizing Nightly Lodging Expenses

A hotel bill typically contains a variety of expenses including room fees, taxes, parking, meals, valet, telephone charges, and personal items. You must itemize these expenses so that they can be reimbursed correctly. Lodging Itemization allows you to quickly itemize recurring room rates and taxes. You can then itemize the remaining charges on your hotel bill, and adjust for any rate changes during your stay

To create a lodging expense:

1. With the expense report open, on the Expense tab, select the lodging expense type. The page refreshes, displaying the required and optional fields for the selected expense type.
   NOTE: Your company determines the name of the expense type. It might be called Lodging, Hotel, or something similar.
2. Complete the fields as directed by your company.
3. Click Itemize. The expense appears on the left side of the page; the Nightly Lodging Expenses tab appears on the right side of the page.
4. Use the calendar to select the check-in date. The number of nights appears automatically.
5. Enter the Room Rate, Room Tax, and Additional Charges.
6. Click Save Itemizations.

If there is a remaining amount to be itemized (other charges, for example, for incidentals or room service), the remaining amount is displayed in the Remaining field on the right side of the New Itemization pane. Continue to itemize the amounts until the balance is $0.00.

Acting as a Delegate

If you have been assigned to work as a delegate, your delegator will define which tasks you can complete, such as preparing reports, submitting reports, etc.

To work as a delegate:

1. Click Profile > Act on behalf of another user.
2. Select the appropriate user’s name.
3. Click Start Session.
   NOTE: Notice that the Profile menu now displays Acting as and shows the name you just selected.
4. You are now officially working on behalf of that person. Complete the normal processes of creating reports, printing, etc.

To select a different user, follow the same steps but select a different name.

To return to your own tasks, click Acting as, and then click Done acting for others.
NOTE: Notice that the Profile menu now appears.

Reviewing and Approving an Expense Report

To approve a report “as is”:

1. On the home page, in the Required Approvals section of My Tasks, click Expense Reports. The Reports Pending your Approval page lists the awaiting reports. Select the report you want to open.
2. Review the report details, and then click Approve.

Sending Back an Expense Report

To return the entire expense report to the employee for correction:

1. On the home page, in the Required Approvals section of My Tasks, click Expense Reports. The Reports Pending your Approval page lists the awaiting reports. Select the report you want to open.
2. Click Send Back to Employee. The Send Back Report window appears.
3. Enter a Comment for the employee, explaining why you are returning the report.
4. Click OK.

Adding an Additional Review Step

Depending on your company’s configuration, you might also see an Approve & Forward button on an expense report. This allows you to send the report to another approver.

To approve and forward a report:

1. On the home page, in the Required Approvals section of My Tasks, click Expense Reports. The Reports Pending your Approval page lists the awaiting reports. Select the report you want to open.
2. Review the report, and then click Approve & Forward. Enter the User-Added Approver, and add a comment, as needed.
3. Click Approve & Forward to approve the expense report and send to the next approver.

 

Updating Your Travel Profile

Before you use SAP Concur’s travel application for the first time, update your Travel profile. Even if you make no changes, you must save your profile before you can book a trip in Travel.

Notes:

• Some companies have custom fields on this page. Check with your agency or Travel administrator if you need information on custom profile fields.
• Depending on your company’s configuration, some of these options may not be available to you. Check with your SAP Concur administrator.
• Depending on your company’s configuration, this area in Profile may appear even if your company does not use SAP Concur Travel.

Use the Travel profile options to set or change your personal Travel preferences and settings. They include:

• Assistant or travel arranger
• Credit card
• Email options
• E-Receipts
• Language
• Password
• Personal preferences (name, address, emergency contact, credit card)
• Regional preferences (number format, date format, language)
• Register for SAP Concur for Mobile
• Travel preferences (air, hotel, car rental, rail preferences)
• Travel vacation reassignment
  and
• Other preferences and settings (default home page, calendar, emails, accessibility mode)

Travel Arranger

If you are a travel arranger and you want to change the profile of one of your users:

1. Click Profile.
2. In the Administer for another user field, type the first few letters of the user’s name.
3. Select the appropriate user from the search results.
4. Click Apply.

Access

To access your profile information:

1. Click Profile > Profile Settings.

The Profile Options page appears.

2. Select the appropriate option under Profile Options, or from the links on the left side of the page.

 

Booking a Flight

From the SAP Concur home page, use the Flight  tab to book a flight by itself or with car rental and/or hotel reservations. To book car and hotel reservations without a flight, use the Hotel  and Car  Search tabs, respectively.

Note: If your company is configured to use rail, then the Flight  tab may show Air / Rail .

You can access the Flight  tab (or Air / Rail ) by doing the following:

• On the SAP Concur home page, on the menu, click Travel.
• On the SAP Concur home page, on the menu, click the SAP Concur logo.

The Flight  tab (or Air / Rail  tab) is on the left side of the page.

Step 1: Start the Search

1. Depending on your company’s configuration, you might be able to select a rule class. If so, select the appropriate rule class.
2. Select one of the following types of flight options:

• Round Trip
• One Way
• Multi City

3. In the Departure City and Arrival City fields, enter the cities for your travel. When you enter a city, airport name, or airport code, SAP Concur will automatically search for a match.

Note: Use the Find an airport and Select multiple airports links as needed.

4. Click in the Departure and Return date fields, and then select the appropriate dates from the calendar. Use the remaining fields in this section to define the appropriate time range.
5. Click the  arrow to the right of the time window to see a graphical display of nonstop flights available for the routing and date you have selected. This allows you to adjust your search criteria, if necessary, to see/reserve nonstop flights.

Notes:

• The graphical display is based on flight schedule data. It will not show any rail options, nor can it take refundability or class of service preferences into account.
• Each green bar represents 30 minutes of time. Place your mouse pointer over a green bar to see all the flights available for that time slot.
• If you change locations or dates, click refresh graph for more data.

6. If you need a car, click the Pick-up / Drop-off car at airport check box.

• Depending on your company’s configuration, you might be able to automatically reserve a car, allowing you to bypass viewing the car search results. When you select this option, additional fields appear. Select a vendor and car type; the car is automatically added to your reservation.
• If you need an off-airport car or have other special requests, you can skip this step and add a car later from your itinerary.

7. If you need a hotel, click the Find a Hotel check box.

Additional fields appear.

• Choose to search near an Airport, Address, Company Location, or Reference Point / Zip Code, and then enter the appropriate information in the available fields.
• If you are staying at more than one hotel during your trip or do not need a hotel for the entire length of your stay, you can skip this step and add a hotel later from your itinerary.

Note: Before booking, canceling, or changing your hotel reservation, verify the hotel’s cancellation policy. Hotel cancellation policies have recently become much stricter. Fees will likely apply.

8. Depending on your company’s configuration, you might be able to specify an airline. If so, the Specify airline check box appears.

Note: You can only search one vendor at a time, and this will override the preferred airline searches normally done for all the frequent flyer number carriers.

If you click the Specify airline check box, a list of carriers appears that are color coded:

• The first (yellow) will be their frequent flyer carriers.
• The second (gray/khaki) are the most requested airlines.
• The remaining airlines are in alphabetical order.

9. Depending on your company’s configuration, you might be able to book for a companion. If so, select from the Number of adults

Note: If a companion is selected, the payment screen provides the option to use the credit card from the companion’s profile.

10. Depending on your company’s configuration, you might be able to select the appropriate class of service.
11. For Search flights by, select either Price or Schedule. (Depending on your company’s configuration, you may not have these options, or you may have an additional option: Multi-Fare.)
12. To search only for refundable flights, click the Refundable only air fares check box.
13. If necessary, uncheck the Flight w/ no double connections check box.
14. Click Search.

The flight search results appear

Step 2: Select a flight

On the Flight Search results page:

1. If you selected to Search by Price on the previous page, then the Shop by Fares tab is initially active.
2. If you selected to Search by Schedule on the previous page, then the Depart tab is initially active.

In the following example, Search by Price was selected on the previous page.

3. On the Shop by Fares tab, to view additional details for the flights, click the Show all details dropdown arrow.
4. To select a flight, click the fare button.
5. On the Review and Reserve Flight page, review the flight details for your trip.
6. On the Review and Reserve Flight page, you can do the following:

• Review your flight details
• Enter your traveler information
• Select your frequent flyer programs
• Select your seat assignment
• Review the price summary
• Select your method of payment

Note: Depending on your airfare provider, you can click the View seats map link to select your seat on the flight. Select the appropriate Available seat from the Seat Map.

7. Click Reserve Flight and Continue.

Step 3: Select a rental car

If you requested a car on the Flight tab (or Air / Rail) Search, the rental car search results appear. For information about booking a rental car, see Booking a Car in this document.

Step 4: Select a hotel

If you requested a hotel on the Flight tab (or Air / Rail) Search, the hotel search results appear. For information about booking a hotel, see Booking a Hotel in this document.

Step 5: Review the Travel Details page (itinerary)

1. On the Travel Details page, review and change your itinerary, if necessary.
2. In the Trip Overview section:
3. Review the information for accuracy.
4. In the I want to section, print or email your itinerary as appropriate.
5. In the Add to your Itinerary section, add a car, hotel, Wi-Fi, etc., as needed.

Travelers given the option to change a flight will be able to select a different date or time for the trip but must stay on the same airline.

Note: Changing a flight can result in fare changes. If this option is available to you, please make sure to check with your travel agency on fare differences.

1. Click Cancel all Air, as needed.
2. Review the remaining sections and make the appropriate changes.
3. Review the Total Estimated Cost
4. Click Next.
5. The Trip Booking Information page appears.
6. The Trip Booking Information page appears.

Step 6: Review the booking information

Use the Trip Booking Information page to enter additional information about your trip.

1. Enter or modify your Trip Name.

This is how the trip will appear on your itinerary and in the automated email from SAP Concur.

2. Enter a Trip Description (optional).
3. Indicate if there is anyone else who should receive the initial confirmation email. Enter as many recipients as needed, separated by commas.

If you book the trip, you will automatically receive the email. If you book the trip as an arranger, you will also receive the email.

4. Choose your preferred email format, either plain text or HTML.

Note that some companies do not offer travelers this option and always send plain-text email.

5. Depending on your company’s configuration, you might be able to choose whether you would like to receive directions or maps to the hotel.

This information will be part of the initial email from SAP Concur.

6. Depending on your company’s configuration, your company might require billing information. If so, make sure to complete this information if requested.

Note: Your company might offer its travelers the option to hold a trip. Travel will always display the length of time this trip can be held on this page. Pay close attention to the date and time displayed; if the trip is not submitted, approved, and ticketed by the date and time displayed, in most cases it will be automatically cancelled.

7. Click Next.

SAP Concur displays your itinerary on the Trip Confirmation page. This itinerary will include any messages about ticketing policies.

Step 7: Purchase the ticket

1. Click Confirm Booking to send your request to your travel agent and to your manager for approval.

Depending on your company’s configuration, the Pre-populating Your Expense Report page appears. You can add transportation expenses for your trip to and from the airport.

2. Click Finish.

The Finished! screen shows your confirmation number and information to contact the travel agent.

3. Click Return to Travel Center.

Booking a Car

Step 1: Search for your Car

If you require a car but not airfare, from the SAP Concur home page, request the car using the Car  tab instead of the Flight  (or Air / Rail ) tab.

1. Enter your pick-up and drop-off dates and times.
2. In the Pick-up car at section, select either:

• Airport Terminal, and then type the city or the Airport code.
• Off-Airport, and then enter (or search for) the location.

Depending on your company’s configuration, you may be able to have a car delivered to or picked up from your company location.

3. Select the Return car to another location check box, as needed.

If you want to return the car to another location, additional fields will appear. Select either Airport Terminal or Off-Airport, and then enter the appropriate location.

4. To see additional search preferences, click More Search Options.
5. Select the Car Type.

Tip: Hold the Ctrl key to select more than one type.

6. Select all your preferences, and then click Search.

The rental car search results appear.

Step 2: Filter the results

There are two sets of filters: The matrix at the top of the page, and the Change Car Search area on the left side of the page.

To filter your results using the Change Car Search area

1. On the left side of the page, use the show and hide
2. Select the Use my default credit card check box, if needed.

This is the credit card that you set up as your default in your profile. Uncheck the check box if this is not the card you want to use.

3. In the Change Car Search area:

• Change your pick-up and drop-off dates and times, and your pick-up and drop-off locations.
• Click More Search Options to select additional options such as a car type, and vendors.

4. Click Search.

The new search results display.

To filter your results using the Matrix at the top of the page

1. Use the grid to filter the results.

• Your company might display only its preferred vendors in the left column.
• The shaded column, if any, displays the type of car defined in your company’s travel policy.
• To see a particular size of car, click the cell with the car size. The search results below will reflect that choice.
• To see cars for a particular vendor, click the cell for that vendor. The search results below will reflect that choice.
• To see cars of a particular size and a particular vendor, click the appropriate cell. The search results below will reflect that choice.

Step 3: Sort the results

If you want to sort your results, click the Sorted by dropdown arrow, and then select the appropriate option.

Step 4: Review the results

1. Review the price and options.
2. Click the picture of the car (if available) to see a larger picture as well as passenger and luggage capacity.
3. Click Location details for more information about the available options.

Step 5: Select the rental car

1. Click the Total cost

Note that the color of the Total cost button reflects policy compliance.

The Review and Reserve Car page appears.

2. Review the details for accuracy.
3. Select a rental car program, as needed.
4. Select a method of payment, if necessary.
5. Click Reserve Car and Continue.

If you requested the car using the Flight  (or Air / Rail ) tab, and you elected to reserve a hotel room, Travel will display those search result pages.

Booking a Hotel

Step 1: Search for your the Hotel

1. If you require a hotel but not airfare, from the SAP Concur home page, click the Hotel
2. Enter the Check-in and Check-out Dates (or click in the fields to use the calendar).
3. Enter the search radius.

SAP Concur will always show company preferred hotels within a larger radius, usually 30 miles or kilometers.

4. Choose to search near an Airport, Address, Company Location, or Reference point / Zip Code, and then enter the appropriate information in the available fields.
5. If you will be using more than one hotel on your trip, select the Add Another Hotel check box.

Additional fields will appear. The Check-in Date field for the second hotel is automatically populated with the check-out date of the first hotel. Change the date as necessary.

6. Click Search.

The hotel search results appear.

Step 2: Change and filter your search

1. In the Change search area:

• Change your check-in and check-out dates, and your hotel location.
• Click Search.

Travel displays the new results.

2. Use the slider in the Price area to narrow your search.
3. In the Hotel chain area, select the appropriate hotels.
4. In the Hotel Amenities area, select the appropriate options.

Step 3: Review the hotel map

1. Review the hotel map.
2. Click any blue icon to see specific hotel information. Use your mouse to zoom, and move the map, as needed.

The red icon indicates your reference point, and the blue icon shows your company’s preferred hotels.

Step 4: Sort the search results (as needed)

• Below the map, use the Hotel Name Search and Sorted By fields to sort the results.

Step 5: Review the results

A picture as well as the name, address, rating stars, and price range appears.

1. Click the picture to see more images.
2. Click Hotel details to see contact information, street address, cancellation policy, and information about the facility.
3. Click View Rooms to see:

• The available room options and rates
• Other amenities per room/rate
• Rules and cancellation policy

Step 6: Select the hotel room

1. Click the Cost button next to the room that you want to reserve.

The Review and Reserve Hotel page appears. Navigate through the page and:

• Review or modify the room preferences.
• Verify or modify the guest and program information.
• Review the price summary.
• Select a method of payment, if available, as defined by your company’s configuration.
• Review and accept the rate details and cancellation policy.

2. Select the I agree to the hotel’s rate rules, restrictions, and cancellation policy check box.
3. Click Reserve Hotel and Continue.

Your Travel Details page (itinerary) displays.

Creating an Expense Report Based on a Completed Trip

If you use SAP Concur Expense, from the Upcoming Trips tab, you can create an expense report based on a trip.

To create an expense report based on a completed trip:

1. On the SAP Concur home page, on the Quick Task Bar, click the New task, and then click Start a Report.

OR

On the menu, click Expense > Manage Expenses (on the sub-menu). Under Active Reports, click the Create New Report tile.

2. Complete all required fields (indicated with a red bar) and the optional field as directed by your company. (The fields that appear on this page are defined by your company). Some products might go directly to the expense reporting page.
3. Click Next.

The expense report page appears. At this point you can add your out-of-pocket expenses and your company card transactions.

Note the following:

• The Expense link appears when the actual expense is incurred
• For hotel and car segments, the expense is incurred at check-out or when the car is returned, so the Expense link will not appear until the trip is completed (the last date of the trip).
• For an air expense, an Expense link might appear, depending on your company’s configuration.

If the Expense configuration allows air to be expensed when it is paid for (generally well in advance of the actual trip), then the link appears once the air has been ticketed.

If the Expense configuration does not allow for pre-trip air reimbursement, then the link appears after the trip is completed (the last date of the trip).

Planning Your Business Travel

Approval

You must obtain the necessary approval prior to traveling on a business trip using CONCUR,   the company online  travel tool.   A travel request must  be created and approved by management prior to travel.    All domestic travel must be approved in advance by your department manager and international travel approved by division vice president in addition to domestic travel approvers.

Scheduling

Once your travel request is approved, you must book travel arrangements through CONCUR, either with support of an authorized ASSOCIATES agent or via the self-book option. Failure to book through Concur may result in expenses not being approved

It’s important that you keep your travel profile up to date with the most current information as this will be helpful in scheduling your travel.  The travel profile form is available in the FORMZ database.

You should schedule travel as far in advance as reasonable in order to obtain the lowest logical fare.  Plan to arrive at your destination at a reasonable time prior to your scheduled business and leave on the next reasonable flight after the conclusion of your business.  For example, Sunday arrival would be expected for business that begins on Monday morning.

Personal Travel

If you wish to add personal travel to a business trip, you must complete the Request to Add Personal Travel form and receive prior approval from Corporate Services.  This form is available on the FORMZ database.

Extension of a business trip for personal reasons is allowed only for original destinations. This includes any side trips before or after authorized ASSOCIATES business trips.  Adding personal travel to a business trip is restricted to local staff only.  Japan staff may not request.

On rare occasions, ASSOCIATES may request the following if approved by your DD/SMG:

·         Add a business trip to your personal travel plans.  In this case, ASSOCIATES will reimburse you for expenses incurred as a result.  For example, if a previously purchased personal ticket needs to be changed to accommodate business, ASSOCIATES will pay the change fee and additional fare.

·         Change or cancel your prearranged personal travel plans.  In this case ASSOCIATES will reimburse you for expenses incurred for cancelled travel.  You must provide proof of prior expenses (airfare purchased, etc.) and have approved vacation time submitted prior to knowledge of the business trip in order to be reimbursed for any changes.

International Travel 

Passports

If you are or may be required to travel internationally, ASSOCIATES will reimburse you, with manager approval, for the expense to obtain a passport.  To obtain approval, you must complete and submit a “Passport Visa Reimbursement Form” available  in FORMZ.  Instructions on obtaining your passport are also provided.

You should keep your passport valid and up to date.  Many countries require 3-6 months of validity left on a passport to allow entrance.  Consider renewing your passport at least 9 months prior to the expiration date.  It normally takes 4-6 weeks to receive your new passport, so please plan accordingly.

In all cases, you must obtain the passport and then apply for reimbursement.  ASSOCIATES does not reimburse for expedited fees unless approved by Corporate Services.