What is the UCAR Participant Application?

Participant/non-employee travel accounts for nearly half of the organization's travel. Since these individuals are not in the HR system, the Participant Application was designed to:

  • Create non-employee visitor IDs
  • Create Concur Profiles
  • Request delegate access

It's important to note when clicking on the Participant Application from the Concur Dashboard that you're actually leaving Concur and accessing a UCAR supported application. The information entered into the Participant App syncs with Concur, creating a Concur profile for them. Enter the non-employee's legal name, home institution, country of residence, email address, phone number, and R1 remit address* into the Participant App. Submit delegate requests to act on behalf of non-employees in Concur. A travel coordinator must have delegate status for a non-employee in order to act on behalf of the individual in Concur. 

Only those with a Travel Coordinator role can access the Participant Application. Administrators should request access to the UCAR Participant Application when onboarding new Travel Coordinators using the Request for Access Form. 

To see step-by-step instructions on this topic, check out the Creating & Updating Concur Profiles for Non-Employees guide.

Delegate requests are automatically applied in Concur. Please allow some time for the systems to sync.  In the event you encounter any issues, please contact travel@ucar.edu. 

*R1 Remit Addresses are very important. Please ensure this address is updated and correct.  This is the address is used to verify information by Travel and is the address the system will use when issuing checks to participants.