To create a participant Concur profile, you will need the individual’s full legal name, home institution, federal employee status, and a remittance address for reimbursements. Additionally, to book airfare within Concur for a participant, you will need the individual’s date of birth and gender. (For airfare bookings through Cain Travel, participants will provide their date of birth and gender directly to Cain.)
UCAR’s Visitor and Event application allows Travel Coordinators to maintain the Concur profiles of our participant travelers to process their reimbursements and travel with UCAR funds. Travel Coordinators can also use it to maintain our event codes, which can be used to track expenses for an event across account keys.
Access the UCAR Visitor & Event application. Either click here or access it from the Company Notes section of your Concur home page. Note: Only someone in the Travel Coordinator role can access the Visitor & Event application.
First, begin a search to see if the participant already has a profile. Using the menu on the left, click the View/Edit link under the Traveler section.
Search for the participant. Enter at least two characters of the participant’s name to begin the search. The more characters you enter, the shorter your list of results will become.
If the participant’s profile already exists in the Visitor and Event application:
- Select the individual and click the Search button.
- Look at the In Concur box (right of the individual’s name). If it’s checked, the individual also has a Concur profile. If it’s not checked, click the Concur link to export this individual’s profile to Concur.
- Go to the Updating Participant Profiles guide.
If the individual doesn’t appear, begin creating a participant profile. Using the menu on the left, click the Create link under the Traveler section.
The Create Traveler Profile screen appears.
Enter the participant’s name. If booking travel in Concur or through Cain Travel for this person, be sure to enter the name so it matches the government-issued photo ID (such as driver’s license or passport) that will be presented at the airport.
Enter the participant’s home institution. The home institution is the organization that pays this person’s wages. Please enter the full institution name instead of an acronym when possible.
Select the participant’s federal employment status.
Click the Create Profile & Continue edit traveler button. The Create Profile & Continue edit traveler button is in the lower left of your screen.
The participant’s Visitor & Event application profile appears.
Enter a remit address. Click the Add Address button in the upper right of the Address section to begin. Enter the address with an address type of Remit Address. This will be the only address available for reimbursement purposes. If desired, you can enter home and work addresses in the Concur Profile for your own use. However, they will not be used for reimbursement purposes.
Enter at least one delegate. Each delegate listed in this section will be able to act in Concur on this individual’s behalf. Click the Add Delegate button in the upper right of the Delegate section and enter the delegate’s name as the delegate to. Then, click the Save button. Note: Delegate requests are entered into Concur manually by the Travel Office. Please allow up to the following business day for the delegation to be available.
If desired, enter the participant’s email address(es). This area is for your own use and will not sync with Concur. Click the Add Email button in the upper right of the Traveler Emails section to begin.
If desired, enter the participant’s phone number(s). This area is for your own use and will not sync with Concur. Click the Add Phone button in the upper right of the Traveler Phones section to begin.
The Travel Office will send a notification to each delegate when they can access Concur on the participant’s behalf.
If booking travel in Concur for this person, once you receive the notification continue to the Completing Participant Concur Profiles for Travel guide.