Concur Terminology (Glossary)

Assign, change, or split the account keys for an expense.

See Allocating Expenses for details.

An area within the travel request or expense report that indicates whose approval is needed and in what order (the first approval step is at the top of the list). Names that are faded - or "grayed out" - cannot be changed.

Concur automatically adds certain approval steps to the workflow, and automatically skips the steps that don't apply to the individual travel request or expense report. The approver's name will automatically fill in, or the step skipped, once the prior approval step is done.

See Approvals for details. 

Used to attach images to individual expenses in an expense report. It is a document repository in Concur to which you can email or upload images – think of it as your own file folder in Concur to store images of your receipts and other documents.

See Attaching Receipts and Other Documents for details.

A trip is billable when UCAR pays for the trip's expenses initially even though another entity will ultimately be paying for all or part of the trip. UCAR will invoice the entity for the amount due.

An app that provides access to Concur from your mobile device.

With Concur Mobile you can:

• View your travel itineraries (if booked in Concur or through Cain Travel)
• View your travel requests
• Create and submit your expense reports
• Review and approve expense reports (if you are an approver)

You can also use Concur Mobile to take pictures of your receipts. 

See Concur Mobile App for details.

Someone who can act on behalf of another in Concur. There are two types of delegates:

• Prepare Delegates can create and submit travel requests, book travel, and create expense reports on the employee's behalf. (They cannot submit expense reports on the employee's behalf.)
• Approve Delegates can approve travel requests and expense reports on the approver's behalf. (An Approve Delegate must already be a supervisor, division/account key approver, or P-Card Approving Official to be able to be an Approve Delegate.)

Note: An Approve Delegate can approve everything in the approver's Concur queue. Delegate approval can't be limited in the system to a specific account key.

Each employee manages their own delegations – see Identifying Delegates for details.

E-receipts are electronic versions of your receipts delivered directly into Concur for you. Only Concur partners, such as select hotels and rental car agencies, offer them. When booking travel in Concur, look for the “e-receipt enabled” tag to identify the suppliers that offer e-receipts.

See Activating E-Receipts for details.

Used to track expenses for an event across account keys. Event codes are maintained in UCAR's Visitor & Event Application.

See Event Codes in the Visitor & Event Application for details.

A way to create travel requests simultaneously for multiple travelers that are going on the same trip.

See Event Requests for details.

Used in Concur to group expenses by type and then enter information, attach documents, and obtain approvals for those expenses.

See:

• Payment Requests
• P-Card Reconciliation
• Expensing Travel and Requesting Reimbursement

Certifies the expense report is accurate, appropriate, and not reimbursable by another source. It also sends the expense report on for review by the designated approver(s). Expense reports are fully editable until submission.

See Submitting Expense Reports for details.

Travel that is 300 miles or less round trip and without an overnight stay. Does not require a travel request. Reconciled on a Payment Request expense report.

See Payment Requests for details.

A No Cost trip is official business travel that is paid for by another entity. Even though UCAR funds are not expected to pay for any of the trip's expenses, a travel request is required.

See Billable and No-Cost Travel for details.

A type of expense report in Concur used to request reimbursement for non-travel expenses up to $500. Additionally, it is used to expense travel-related expenses for which a travel request is not required.

See Payment Requests for details.

Can review travel requests and/or expense reports for an approver. The Preview Delegate can either send back the request/report to the employee, or notify the approver that she or he has reviewed it. The approver will still need to approve the travel requests and/or expense reports.

Each employee manages their own delegations – see Identifying Delegates for details.

Acronym for Participant Support Costs. PSCs are direct costs for items such as stipends, honoraria, or subsistence allowances, travel allowances and registration fees paid to, or on behalf of, participants, or speakers, (but not employees) in connection with official meetings, conferences, or symposia. These costs are allowable with the prior approval of the awarding agency. In order for non- employee travel to qualify as PSC, the sole purpose of the trip must be to participate in an official meeting, conference, or symposia.

See Participant Support Cost Guidelines for details.

Used to pay for all of your UCAR business travel expenses directly with UCAR funds.

See Requesting a UCAR Travel Card for details.

Previously known as a Travel Arranger. This person is identified as a delegate in Concur in order to book travel on behalf of the travelers s/he supports. Additionally, this person may book travel on behalf of non-employees and create non-employee profiles in the Visitor & Event Application.

See also Delegate and Visitor and Event Application definitions.

Previously known as a Travel Authorization (TA). A travel request is required for all business travel by UCAR employees, regardless of who is paying for the trip, and for all visitor travel paid with UCAR funds. The one exception: local travel (see Local Travel definition).

See Requesting Travel Overview for details.

TripIt organizes travel plans into a single itinerary so that all of your trip details are in one place. Once activated, trips booked in Concur or through Cain Travel are automatically synchronized with TripIt. TripIt Pro provides additional travel itinerary monitoring features, such as automated trip sharing, tracking of reward-program points, and real-time alerts for flight delays, cancellations, and gate changes.

See TripIt Pro for details.