UCAR’s Visitor and Event application allows Travel Coordinators to maintain the Concur profiles of our participant travelers and identify their Concur delegates for reimbursement and travel purposes. Travel Coordinators can also use it to maintain our event codes, which can be used to track expenses for an event across account keys.
Only Concur delegates for participants can be added in the Visitor and Event application. Delegate requests are entered into Concur manually by the Travel Office and will be reflected in Concur by the following business day.
Access the Visitor and Event application. You can access the application from the link below or from the Company Notes section of your Concur home page.
Note: Only someone in the Travel Coordinator role can access the Visitor and Event application.
Start a new search. Using the menu on the left, click the View/Edit link under the Traveler section.
Search for the participant. You can search by the participant’s name or ID. Enter at least two characters to begin the search. The more characters you enter, the shorter your list of results will become.
Select the individual and click the Search button. If the participant doesn’t appear, create the participant’s Concur Profile. Visit the Creating & Updating Concur Profiles for Participants guide for details.
Verify the individual’s profile is available in Concur. Make sure the In Concur box (right of the individual’s name) is checked. If it’s not checked, click the Concur link to export this profile into Concur.
Click the Edit link. The Edit link is to the right of the individual’s name. See a View link instead of Edit? If so, the individual is an employee and should add Concur delegates her/himself. Visit the Identifying Delegates guide for details.
The participant’s profile appears.
Click the Add Delegate button. The Add Delegate button is in the upper right of the Delegate section.
Enter the delegate’s name in the Delegate to field. You can search by the delegate’s name or ID. Enter at least three characters to begin the search. The more characters you enter, the shorter your list of results will become.
Click the Save button. The Save button is in the lower left of the window.
The delegate’s name is added to the list of delegates for the individual. Each delegate listed in this section can act in Concur on this individual’s behalf.
Note: To delete an existing delegate, click the Delete button to the right of the delegate’s name.