Non-employees are not able to access their Concur profiles, only their Concur delegates can work in Concur on their behalf. Concur delegates request, book, and expense travel on the non-employee's behalf, and also submit the expense report. Concur profiles for participants are managed in UCAR's Visitor and Event application. To receive Travel Coordinator access to this application, submit the Request for Access (RFA) form.


Non-Employee Travel Process

Create/Update Concur Profile for Non-Employee

The non-employee’s Concur profile is automatically created/updated when: 

  • V2 visitors are entered into Workday by Visit Coordinators.
  • Participants are entered/updated in UCAR’s Visitor & Event application by Travel Coordinators.

Identify Concur Delegates for Non-Employee

  • V2 visitors: Concur delegates can be requested by Visit Coordinator during onboarding of the visitor in Workday. Additionally, delegates can be requested later if needed by submitting a Jira ticket to the Concur service desk.
  • Participants: Added in the Visitor and Event application by Travel Coordinators. (If booking travel in Concur, now is also a good time to complete the non-employee’s Concur profile if needed.)

Create and Submit Travel Request

A travel request is required for UCAR business travel when traveling more than 150 miles from the traveler's primary work location and/or staying overnight. Travel requests should be fully approved before travel begins. 

Book the Trip

You can use either Concur or Cain Travel (UCAR's approved travel agency) to book airfare, rental cars, and hotels for non-employees. Concur offers an online booking experience that's available anytime and anywhere, or you (or the non-employee) can contact Cain Travel during their business hours to book directly with a travel agent. 

To book non-employee travel in Concur, act as the non-employee’s delegate and then book the airfare, rental car, and/or hotel on the non-employee’s behalf. 

Travel Coordinators may use their Travel Cards to pay for travel related expenses for non-employees. These expenses will be reconciled on a Concur expense report under the Travel Coordinator’s profile, referencing the non-employee’s request ID. When the non-employee has completed their trip, those same expenses will also be included on the non-employee’s expense report using "PAID BY UCAR" as the payment type and with a note clarifying that the expense was paid on the Travel Coordinator's Travel Card.

Prepare Expense Report

  • The Travel expense report is used to reconcile charges and request reimbursement for travel-related expenses for a single trip.
  • The Payment Request expense report is used to request reimbursement for non-travel expenses up to $500, or to expense travel-related expenses for which a travel request is not required.
  • Prepare the expense report by first acting as the non-employee’s delegate in Concur and then creating the expense report, adding and allocating the expenses, and attaching documentation.

Receive Non-Employee Approval of Expense Report

Because non-employees cannot access Concur, a visitor certification must be attached to the expense report to show the individual's approval of the report amount. It is preferred for the non-employee to sign the detailed report of their expense report (available under the Print menu). However, at minimum the non-employee must email their approval of the expense report amount. Once obtained, attach the non-employee's certification to the expense report using the Visitor Certification expense type.

Submit Expense Report

Because non-employees cannot access Concur, Travel Coordinators submit expense reports on their behalf.


Do not enter or attach any sensitive or personally-identifiable information (such as birth dates, social security numbers, bank account numbers, etc.) into travel requests or expense reports.