To create a Participant's Concur profile you will need the individual’s full legal name, home institution, country of residence, email address, phone number, 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 Participant Application allows Travel Coordinators to maintain the Concur profiles of our participant travelers to process their reimbursements and travel with UCAR funds. 


Access the UCAR Participant Application. A link is also available in the Company Notes section of your Concur homepage. Note: Only someone in the Travel Coordinator role can access the Participant Application. 


First, begin a search to see if the participant already has a profile. Using the menu on the left, click the Create/Update Participants 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.

*Please search thoroughly to try preventing the creation of duplicate profiles.


If the participant’s profile already exists in the UCAR Participant application:

  • Select the individual and click the Search button.
  • The status should reflect active and on the left-hand side you can view the profiles latest update date 
  • Look at the Status (right of the individual’s name). If it’s Active, the individual also has a Concur profile. If it’s Inactive click the edit button to update and 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. Add a New Participant is located under Search Results 


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 Country of Residence/Remittance. 


Enter a 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, a small search box will appear, enter the delegate’s name. Once the desired name appears select the delegate by clicking the check box next to the name. Note: 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.

Finally, click Submit at the bottom of the screen. 



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.




If booking travel in Concur for this person, once you receive the notification continue to the Completing Participant Concur Profiles for Travel guide.