New Concur User Interface – Now Live!

  • June 13th, 2022
  • in News

The new Concur User Interface (UI) went live for all campus users on Monday, June 13.  All training reference documents on the Concur Website have been updated to provide users with ample resources to navigate this change. Additionally, we will hold Help Sessions in the Procurement Services Building to provide in-person assistance related to this update. After using the new interface, if you would like to attend a help session, please sign up using this Registration Link.

As a reminder, this update will only impact the Request and Expense modules for the user creating and submitting reports. Concur Travel Bookings, Concur Invoice, and the Concur Mobile App will not change as part of this UI change.

This new UI is intended to provide users with a more accessible design and an improved user experience. It is easier to learn, should save users time, and make it easier to complete many tasks. Accessibility is also improved as the new UI provides a more intuitive and approachable experience for users with visual, auditory, motor, cognitive, or speech disabilities to use our solutions, making them more inclusive.

Throughout the pilot phase, we have received questions primarily on two topics – Available Expenses and Available Receipts.

Available Expenses
The Available Expenses section includes items that could be true P-Card charges, e-Receipts, or itineraries. In the Old Concur User Interface, P-Card transactions, e-receipts, and itinerary items had a “Source” column that colored icons to indicate what type of expense the line item was. In the New Concur User Interface, the Source column has been replaced with a “Payment Type” column.
1. US Bank PCard – this Payment Type indicates that the transaction was paid with a US Bank P-Card.
2. Pending Card Transaction – This is an itinerary, e-receipt, or mobile app receipt picture that has not yet matched with a p-card transaction. This line item does not have to be reconciled until the card charge posts.

Please be mindful that P-Card transactions typically take 3-5 business days from the date the card was swiped to post into Concur. Please make sure you are waiting until card transactions post and reconcile only US Bank P-Card items from your Available Expenses.

This is summarized further with screenshots included in the Available Expenses Changes Guide.

Available Receipts
The Available Receipts sections includes receipts that have been uploaded to Concur or emailed from a verified email address. Previously, in the Old Concur User Interface, users could drag and drop multiple files at once from their desktop or another folder to their Available Receipts section. In the New Concur User Interface, the drag and drop ability has been removed. Pilot users have been frustrated with this change as they do not want to upload many receipt files separately. There is a solution. When you click Upload Receipt Image and navigate to the folder that houses your receipt files, you can select multiple files to upload at once by holding down the Ctrl key as you are selecting files for upload. This will allow you to select multiple files to upload at one time.

If you have any questions, or need any help, please reach out to the Concur Help Desk.

Travel P-Card Transactions and Pre and Post Trip Reports

  • June 1st, 2022
  • in News

University travelers typically plan travel months prior to their actual trip using the P-Card to book airfare and register for conferences.  Deposits for lodging may also be paid on the P-Card prior to traveling (Note lodging deposits can be reconciled using the Lodging – Deposit Account Code which will not require itemization).


Charges incurred prior to the trip typically will have to be reconciled prior to the trip in order to be in compliance with P-Card deadlines.  We recommend completing and submitting a Pre-Trip Expense Report for these types of pre-trip transactions.  The travel dates in the Expense Report header can be input as the dates the transactions were incurred.

A post-trip report would then be submitted following the trip to request per diems and reconcile any P-Card transactions incurred while in travel status.  The travel dates on this Expense Report should be input as the actual dates of travel.  Another reminder when reconciling P-Card transactions is that transactions will typically take 3-5 business days to post in Concur.  If you use your card and subsequently note an e-receipt or itinerary in your Available Receipts, please know that you still must wait the 3-5 business days for the actual transaction to post and match with the e-receipt/itinerary documentation.

P-Card Storage in Concur

  • May 11th, 2022
  • in News

P-Card Services distributed new US Bank P-Cards to College/Department Budget Managers in December prior to the University’s Holiday Break.  The Regions P-Cards were then deactivated at the end of December.  As more and more P-Card holders are beginning to travel, we are receiving reports of credit cards declining during the travel booking process.  In the instances reported, the individuals had not updated the P-Card in their Concur profiles from the Regions P-Card to the new US Bank P-Card.  This causes the card to decline and the reservation to be routed to Christopherson Business Travel (CBT).  CBT will email the traveler with instructions to correct the issue within 24 hours.  Once the card is updated in the profile, the user must respond to CBT who will then complete the booking. However, as a travel agent must be involved in the booking, this will trigger a $17 agent assist fee on the reservation.  In order to prevent this issue and the resulting fee, please ensure that you have updated the credit card in your profile to your new US Bank P-Card (instructions below).

  1. From the Concur Homepage, select Profile and Profile Settings.
  2. Select Credit Card Information.  This will direct you to the Credit Cards section of your user profile.
  3. Select + Add a Credit Card.
  4. Complete the fields in the form.
  5. In the “Use this card as the default card for:” section, please ensure that you have selected the modes of travel that you will be booking in Concur.

Local Hotel Booking

  • May 11th, 2022
  • in News

For users booking lodging for Hotel Capstone and Hampton Inn Tuscaloosa, please know that you can book these directly with the hotel.  These do not have to be booked through the Concur Booking Tool.  These hotels prefer that we continue booking directly with them so that they can obtain additional information needed for the reservation as these hotels are primarily used for UA guests.  Please contact these hotels directly to reserve and be direct billed.  The direct bill should then be paid using a UA P-Card.

Pre-Trip Approval Form Reminder

  • April 4th, 2022
  • in News

Please remember that all overnight travel to out-of-state destinations must be approved by the traveler’s supervisor via the Pre-Trip Approval Form prior to committing to travel-related expenses. The Pre-Trip Approval Form requests high-level information about the trip including estimated costs, funding source(s), and explanations on why the travel is essential. Please complete the Pre-Trip Approval Form prior to booking any travel. The form will route to your supervisor listed in Concur for approval.  When approved, you will receive a PDF of the approved form that you should then attach to any Concur Expense Reports related to the travel.  If a trip is fully covered by contract and grant funds, then the Pre-Trip Approval Form is not required.  Please direct any questions or issues regarding the form to acctspay@ua.edu.

Relocation/Moving Allowance Reminder

  • April 4th, 2022
  • in News

As a reminder, if a department wishes to pay an amount towards relocation costs for a new hire, this will be paid as a taxable moving allowance.

There are two options for the timing of moving allowance payments:

Prior to Employment Start Date: If the moving allowance is paid in advance of the employment start date, no taxes are withheld at the time of issuance. However, applicable taxes will be withheld from one or more regular paychecks once the employee is active on Payroll. The Tax Office will notify the employee by email in advance of the taxation. The taxable moving benefit will appear as a line item on the employee’s pay stub in each period where taxation occurs. The number shown on the pay stub is the amount of benefit that is being taxed in that pay period, not the amount of taxes being deducted. The tax deduction amounts will vary depending on the employee’s individual tax bracket and filing status.

After Employment Start Date: If the moving allowance is paid after the employment start date, the payment is processed through Payroll. For this option, applicable taxes are withheld at the time of payment with no impact on subsequent paychecks.

For further details, refer to the following website links:

Flight Cancellations

  • April 4th, 2022
  • in News

We are aware of many travelers experiencing cancelled flights in recent months. This is an issue across the travel industry and is not an issue specific to Concur or our UA travel agent, Christopherson Business Travel (CBT). This is an industry-wide supply and demand challenge that may continue for the foreseeable future. If you receive a notification that your flight has been cancelled, please read the information in the email very carefully. You may be rebooked on a comparable flight or you may need to contact CBT or the airline directly to rebook. Often travelers are contacting both CBT and airline opting for anyone who can help them the fastest. This is acceptable, but please know that if you contact the airline and they take an action on your itinerary, CBT can no longer view that itinerary and cannot support you in the future.

Pre-Trip Approval Forms

  • March 4th, 2022
  • in News

Thank you everyone for your diligence in submitting and approving the new Pre-Trip Approval form for all out-of-state overnight travel for faculty and staff.  We have experienced issues that are likely caused by approvers clicking to approve a form but then closing the window before the system can generate the PDF of the approved form to email to the traveler.  In these situations, the traveler never receives the approved form, and the PDF is not created in the system for Accounts Payable to be able to retrieve.   We then have to work with OIT to then recreate the approved form.  Please be mindful of this, and when you approve forms, please allow the system time to generate the PDF so that the traveler will receive the appropriate documentation of the approval.

Travel Updates

  • January 21st, 2022
  • in News

As we start a new year of travel and conferences, Procurement Services has worked to put together helpful information for travelers.  Please remember that the Concur booking tool is required for all airfare and is recommended for lodging and rental cars when possible.  When lodging and rental car reservations must be booked outside of Concur, the UA P-Card is the required method of payment.  Due to these requirements, we have many individuals who have received P-Cards to be used for travel.  We have put together a reference page for Using the P-Card while Traveling to summarize allowable purchases based on the type of travel as well as other helpful information.  Additionally, we recently sent out a Travel News and Information email to all Concur users with several articles covering various travel topics. Please take the time to review these helpful resources.   For questions regarding Concur travel bookings, UA Travel Policy, and/or Travel, Entertainment and Expense Reports, please contact the Concur Helpdesk at concur@ua.edu.

Did you know that Fleet Services supplies vehicle rentals?

  • November 3rd, 2021
  • in News

Fleet Services provides rental vehicles that can be used for UA official business including UA travel.  The Fleet Services Vehicle Rental website includes all the information you need to learn more about vehicle rental.  The website includes a helpful Trip Comparison Tool to assist travelers in determining the most economical method of transportation.  We encourage you to review the Fleet Services Vehicle Rental website and the Trip Comparison Tool and consider renting a vehicle for your next trip.  Please note that if you rent a fleet vehicle you will not be reimbursed for vehicle mileage.