FAQ »

Traveler FAQs

 

1.       What if my travel was not booked within Concur? Will I still be able to get a reimbursement?

Yes, but all reimbursements must be made by submitting an expense report in Concur.  However, by not booking through Concur you will lose some of the efficiencies the system provides.

2.       How do I login?

You will login through SSO using your SSO login and password.

3.       Will someone else be able to create my request or expense report?

Yes, an assistant or some other delegate can create expense reports on a traveler's behalf.  The only requirement is that the traveler must set up the delegate as an expense delegate in Concur under their expense settings.  The delegate can create an expense report, but the traveler is required to submit since  that is the required signature.  This can be done via a smartphone, which should decrease the processing time/reimbursement time.

4.       Do I have to give out my login in order for someone to create my report?

No. Once you have assigned them as a delegate your delegate(s) will login with their SSO login and be able to create the report on your behalf.

5.       What if I cancel a ticket?

If you booked through Concur, Shorts Travel Agency will keep track of all of your credits, when applicable.

6.       How will I get help with making or changing a reservation?

Shorts Travel Agency provides a 24/7 helpline.

7.       Is there a mobile app?

Yes.   Concur for mobile is available for Blackberry, iPhone and Android devices.

8.       If I let someone edit my profile, will they see my cc info?

Only the last 4 digits of credit cards will be displayed.

9.       Will I be able to choose my favorite airline?

Yes.

10.   Will I be able to use a personal credit card?

Yes, Concur allows the use of a personal credit card within its system.  The only exception is for state contracted airfare on local funds or state funds and all airfare when purchased with state funds.  The requirement to use a state issued Citibank credit card for the purchase of a state contracted airfare rate is the State's requirement so Concur cannot change that.  Use of a personal credit card instead of the state issued Citibank is not as efficient since those transactions are not automatically uploaded into your expense report nightly. 

11.   Can I import my card charges?

Yes, but your transactions may not feed into Concur like they will if you use the Citibank corporate travel card.  If your financial institution allows you to download your credit card charges to your computer, you may be able to upload them into your expense report.  NOTE:  Concur accepts OFX and QFX file formats.  (These formats are commonly utilized by Quicken and Microsoft Money.)  Concur does not currently accept debit card transactions.  Also, the files must be 500 KB or smaller. 

12.   Will I be able to store frequent flyer card information?

Yes, this is done in the employee profile in Concur.

13.   Will I be able to store airline preferences?

Yes, this is done in the employee profile in Concur.

14.   How do I upload receipts? Will I need a paper copy?

E-receipts will automatically be loaded for you.  Non-electronic receipts can be uploaded by using the mobile app or sending them directly to Concur via email or fax.  The original will only be required for Value Added Tax recovery when traveling to certain foreign countries.

15.   How do I account for expenses I incurred on behalf of another employee who traveled with me?

You will allocate their expenses on your report by utilizing the attendee function in Concur. 

16.   What if I’m a student but traveling because I’m an employee?

You will use Concur just like any other employee. 

17.   Can someone submit my report on my behalf?

No, the traveler’s certification is required.

18.   Can I approve my own requests and expense report?

No

19.   Will someone else be albe to make my travel arrangements for me in Concur?

Yes.  You will assign access in your Travel Profile to as many Assistant/Travel Arrangers as you need.  This can include your assistant or business office personnel that handle travel arrangements for you.  The implementation of Concur should have no effect on who makes your travel arrangements.  The only restriction is they must be a participating members' employee.

20.   Why should I use Concur?

System includes an online travel reservation system that is very similar to typical online travel reservation systems; built in business rules to assist travelers with the multiple travel rules; replaces the current paper intensive process; allows the traveler to do business via their smartphone with Concur's mobile app.  All of which facilitate quicker reimbursements.

21.   Will I have access to make reservations with all airlines, rental cars and hotels?

Yes.  Concur offers the same inventory (Global Distribution System) as all of the airlines, rental cars, hotels and other travel agencies or travel systems offer.  The advantage that Concur offers is they partner with JetBlue and Southwest Airlines as well as some parking lots and private car/taxi services so their inventory is more complete than any others.  It truly is a one stop service which should reduce the time spent finding the best travel arrangements.

22.  Who has to use Concur?

A. Any traveler whose expense will be charged to an account belonging to the following system members, including accounts administered by OSRS:

Texas A&M University System, Texas A&M University, Texas A&M at Galveston, Texas A&M University-Corpus Christi, Prairie View A&M University, Tarleton State University, Texas A&M University-Kingsville, Texas A&M University-Commerce, Texas A&M University-Texarkana, Texas AgriLife Research, Texas AgriLife Extension Service, and Texas Veterinary Medical Diagnostics Laboratory.

B.  Any traveler who is an employee of the following when traveling to a foreign destination including Mexico is required to complete and submit the pre-trip authorization in Concur.  This replaces the current approval paper process and does not matter who is paying the expenses:

Texas A&M University System, Texas A&M University, Texas A&M at Galveston, Texas A&M University-Corpus Christi, Prairie View A&M University, Tarleton State University, Texas A&M University-Kingsville, Texas A&M University-Commerce, Texas A&M University-Texarkana, Texas AgriLife Research, Texas AgriLife Extension Service, and Texas Veterinary Medical Diagnostics Laboratory.

23. Can I book personal trips through Concur?

No, only business trips can be booked through Concur.  If you are combining personal with a business trip, that is ok.

 

 

Travel Agency FAQs

1.   What are the fees associated with the travel agency?

http://www.tamus.edu/offices/travel/shorts-travel/

2.   Why was this agency selected?

Concur required us to contract with a fulfillment agent that integrated with Cliqbooks.  Due to our tight timeline and lack of data to issue a rfp, it was decided to use one of the State of Texas’ contracts.  Shorts Travel Agency was the contracted vendor who met our requirements and their contract offered savings over current rates many of the TAMU System members were paying. 

3.   Do I have to use them?

If the traveler is utillizing Concur's travel reservation system, then you will be required to use Shorts Travel agency.  If you're not utilizing the Concur travel reservation system, then you do not have to use Shorts Travel.  If you are booking online in Concur or you want to maximize efficiency by having the travel agent assisted booking automatically uploaded into Concur, then you will need to use Shorts Travel. 

4.   Can I keep my current travel agent?

No, we can only use one travel agency with Concur.

5.   Can I use the travel agency even if my organization is not participating?

Yes, they are a state contracted vendor.

6.   What are the charges for non-participating system members?

http://www.window.state.tx.us/procurement/prog/stmp/stmp-travel-agency/

7.   Will I be able to call a travel agent directly?

Yes

8.   Is there a fee to cancel a flight?

Not to cancel but yes for an exchange or refund.

9.   Can I exchange or reissue a ticket?

Yes

10.   Do change fees apply?

Yes

11.   What is the fee if booked using an actual agent?

http://www.tamus.edu/offices/travel/shorts-travel/

12.   If I rebook online, what is the charge?

http://www.tamus.edu/offices/travel/shorts-travel/

 

Administration FAQs

1.   What are the fees associated with Concur?

Concur charges a per expense report fee.

2.   How can grants/contracts be charged (legally) for administrative fees?

Fee will be charged to the account if grant allows or to a different default account if not allowed.

3.   When will my account(s) be charged?

At the time the expense report posts in FAMIS or Masterpiece (TEEX only).

4.   What if the funds were encumbered and the trip was never taken?

Encumbrance will need to be released by the fiscal office.

5.   How do I release an encumbrance?

There is a field “status” that will be on the expense report header.  A status of “Partial” will partially liquidate the encumbrance.  A status of “Final” will fully liquidate the encumbrance. 

6.   How will I reconcile my accounts?

Encumbrances and expense reports will post in FAMIS after they are approved and submitted.  Reports will be available to assist with the corporate travel card reconciliations.

7.   What if travel is not booked within Concur?

You will need to manually enter your expense report in Concur.

8.   How do attendees get expenses on their report even if they didn’t pay?

The employee who paid will list the attendees and their expenses on their expense report.

9.   How do we handle “non-state” employees?

Pre-trip authorizations, travel reservations and expense reports can be submitted by an employee on behalf of the non-employee. 

10.   How do we handle student travel?

Pre-trip authorizations, travel reservations and expense reports can be submitted by an employee on behalf of the non-employee. 

11.   How do we handle group travel? (ex: 150 grad students to national conference)

Groups of 10 or more will need to be booked using a Shorts Travel agent, not on-line.

12.   If the expense report includes two different accounts, does the expense report get approval from all account holders?

Yes and it is simultaneous.

 

Other

1.   Who is participating?

Texas A&M University System, Texas A&M University, Texas A&M at Galveston, Texas A&M University - Corpus Christi, Prairie View A&M University, Tarleton State University, Texas A&M University – Kingsville, Texas A&M University – Commerce, Texas A&M University – Texarkana, Texas AgriLife Research, Texas AgriLife Extension Service, Texas Veterinary Medical Diagnostics Laboratory, and Texas Engineering Extension Service