We use Concur Reporting to generate travel reports from information captured in several areas of the Concur platform. Visit the Reporting training library on the UA Travel website for information on using Concur Reporting.
For easy access to primary information used by financial managers and department travel coordinators, we use a shared Google drive to publish frequently requested reports. The reports are updated every Monday except for the “Unused Ticket Credit” report which is only updated on the first business day of the month.
Due to the sensitive nature of this information, access to the drive is restricted. If you are accessing the drive for the first time, you may need to "Request access" through the "Access UAF Travel Reports" link. Our office receives the request and grants access to authorized personnel.
Using the Travel Reports
The following guides explain what information is captured in each report and the suggested uses for that report. Departments are welcome to manage the information in a way that best suites their needs. If a department needs additional information not captured in these reports, we can work with you to develop a new or amend an existing report.
This report provides a full list of all agency and travel card charges that remain unreconciled through an Expense Report in Concur. These outstanding charges represent expenses for both completed and uncompleted trips, including future and canceled travel. The report is used to help identify outstanding charges that require action to reconcile the expense in Concur and charge the operating account in Banner.
We recommend only using this report to identify card charges that are unassigned to an Expense Report. Once they are assigned to a Report, use the "Unsubmitted Expense Reports" report to manage expenses that are ready for reconciliation. It is easier to differentiate between completed, canceled and future travel expenses once they are assigned to a Report.
Start by filtering sheet three “Traveler Detail” by card charges with an Approval Status of "unassigned." From there, work through the charges and assign them to their associated Report.
Future Trip Charges
These are charges from a trip still scheduled but not yet completed. Work with the traveler to create an Expense Report for the trip and assign the charges now. This will help with managing expenses during and after travel.
Completed Trip & Other Charges
These are charges that need action now. This includes charges from completed trips and non-travel charges. These require a submitted Expense Report to reconcile the expense in Concur and charge the operating account in Banner.
Work with the traveler to complete their Report with all associated travel expenses and instruct them to submit ASAP.
Note: For non-travel expenses, follow the instructions under “Travel Card Used for Non-Travel Expenses” on the UA Travel website.
Canceled Trip Charges
These are charges from a canceled trip that need reconciliation now unless a credit for the expense remains. This includes fully refunded charges (charge and refund are included on the Expense Report), sunk costs (e.g. non-refundable lodging deposits), agent fees from the original booking and/or reservation cancellations and airfare expenses for which the ticket credit is expired.
Charges that resulted in a credit for future use (e.g. registration for a postponed conference) follow the same process as airfare expenses associated with unused ticket credits.
- If no credit remains for the charge, instruct the traveler to submit the Report to reconcile the expense in Concur and charge the operating account in Banner (this includes agent fees associated with a cancellation)
- If a credit remains for the charge, assign the expense to a “Dummy ER” for holding
until credit is used
(Remember: Set the "Business Travel End Date" in the Report Header as the date of expiration on the credit)
This report provides a list of open Travel Requests that have an approved Expense Report (ER). The information is organized by the funding string in the Request Header.
Unless the traveler has additional university expenses to report for the trip, the Request needs to be closed/inactivated. This will remove the Request from the open travel reports. This is a general housekeeping report that we recommend completing on a weekly basis.
This report provides a list of open Travel Request that do not have an associated Expense Report. The list includes Requests for planned and completed trips.
The information is organized by the funding string in the Request Header (not the default funding for the traveler). Departments can use this information for budgeting projected travel spend and tracking travel that needs action in Concur (e.g. Requests pending online booking).
- On sheet one “Summary,” select the desired funding from the “Fund-Org” column which
drills down to the associated “Individual Detail” sheet
On sheet two “Master Detail,” filter the list by another category such as department or financial manager
- Identify Requests with a “Business Travel End Date” after today’s date
- Work with the traveler to resolve the open Request
- Complete and submit a Report for associated trip expenses
- Close/inactive the Request if no Report is needed
This report provides a list of open Expense Reports that are not pending payment approval. The list includes Reports for upcoming, completed and canceled travel (e.g. holding an airfare expense with an unused ticket credit).
- Identify Reports with a “Business Travel End Date” after today’s date
- Work with the traveler to complete and submit the Report for processing
Note: Reports with an Approval Status of “Sent Back to User” should contain a comment from the approver regarding corrections needed. Work with the traveler to resolve the requested changes (or do so on their behalf) before they resubmit.
This report provides a full list of unused ticket credits still available. The information is sent to us by CTM on the first business day of every month. Therefore, the report only includes information as of the last day of the previous month.
The department should use this report to track ticket credits and ensure they are used before their expiration date.
The report is split into three sheets:
- Unused Tickets_Trvr in Concur – List of credits belonging to a traveler profiled in Concur
- Unused Tckts_Trvr Not in Concur –List of credits belonging to a traveler not profiled in Concur and includes the name of the traveler on whose Concur account the associated expense is found
- Unused Tickets – List of all credits regardless of traveler’s profile status in Concur