[Entm-researchstaff] Update: New Concur Travel System is Launching on July 25!

[Ashley Hix]

Hello All,

I believe these pre-approvals are going to be very similar to the “travel planning” option that exists in iTravel. It’s a link above the “expense reporting” one that you’d normally use. These weren’t mandatory in the past and our department didn’t really use them.

In iTravel pre-trips are routed to the coordinator and turn into regular trips when approved. It shouldn’t increase the work, as that same trip will just be updated as you go rather than duplicated. There may be some opportunity for pre-loading information and streamlining of other things.

Anyone who would like to can start using that feature in iTravel now so we can all sort of “preview” the process. I’m sure it won’t be exactly the same, but it should be pretty similar. Visually it may look like the booking dashboard in UC Travel Center & BCD, just with additions for expense reporting.

Thank you and please let me know if you have any questions,

Ashley Hix (she/her)
Travel Coordinator & Chair’s Assistant
Office Phone: (951) 827-5192
E-mail: ashley.hix at ucr.edu<mailto:ashley.hix at ucr.edu>
Website: UCR Entomology Department<https://entomology.ucr.edu/> 🦗
Zoom: https://ucr.zoom.us/j/8925639778
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From: Ashley Hix
Sent: Thursday, July 14, 2022 8:44 AM
To: FACULTY (entmfaculty at lists.ucr.edu) <entmfaculty at lists.ucr.edu>; GRAD STUDENTS (egsa at lists.ucr.edu) <egsa at lists.ucr.edu>; RESEARCH STAFF (Entm-researchstaff at lists.ucr.edu) <entm-researchstaff at lists.ucr.edu>; ACADEMIC NON-FACULTY (acadnonfaculty at lists.ucr.edu) <acadnonfaculty at lists.ucr.edu>; admin staff (adminstaff at lists.ucr.edu) (adminstaff at lists.ucr.edu) <adminstaff at lists.ucr.edu>; EMERITUS (entm-emeritus at lists.ucr.edu) <entm-emeritus at lists.ucr.edu>
Subject: FW: New Concur Travel System is Launching on July 25!

Dear Entomology Department,

The launch date for the new Concur travel will be July 25th, but we’ll still have iTravel as well until September 1st. More information will be coming out through July but there are two important things to note:


  *   Pre-trip requests are mandatory and have to be done before travel is booked. This is the opposite of how things have been done in iTravel , but it is going to be an important part of Concur. Here is some information about pre-trip requests: https://impact23.ucr.edu/pre-trip-requests. It will be very helpful to let me know if you have any upcoming trips so that we can be ready to start trips in Concur as soon as we’re able to.
  *   If you currently use a T&E card you’re going to need to pay off any balances on the old one and apply for a new one after the launch date. Or you can apply for one if you haven’t had one before: T&E Card training<https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D514602%26UserMode%3D0> & New Card info<https://impact23.ucr.edu/te-card-request>.
Please let me know if you have any questions.

Ashley Hix (she/her)
Travel Coordinator & Chair’s Assistant
Office Phone: (951) 827-5192
E-mail: ashley.hix at ucr.edu<mailto:ashley.hix at ucr.edu>
Website: UCR Entomology Department<https://entomology.ucr.edu/> 🦗
Zoom: https://ucr.zoom.us/j/8925639778
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From: Travel_users <travel_users-bounces at lists.ucr.edu<mailto:travel_users-bounces at lists.ucr.edu>> On Behalf Of Bobbi A McCracken
Sent: Tuesday, July 12, 2022 2:34 PM
To: travel_users at lists.ucr.edu<mailto:travel_users at lists.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>
Subject: [Travel_users] New Concur Travel System is Launching on July 25!

Dear iTravel Travelers, Travel Coordinators,  and Travel Approvers,


Concur Travel and Expense, UC Riverside’s new travel system, will deploy campus wide on July 25, 2022.

The Impact23 program is pleased to announce the deployment of the Concur Travel and Expense system in just a few short weeks. Concur is the first system in the campus’ multi-year initiative, Impact23, to update many of our aging administrative systems. This milestone is more than eight months in the making and has involved participation from staff members and pilot departments across the campus. Concur is successfully used by many UC campuses. As part of this transition, UC Riverside will leverage features available in Concur to reduce out-of-pocket expenses and improve administrative efficiencies by upgrading the university’s US Bank Travel & Entertainment Card Program (T&E Card). The T&E Card program will transition from personal liability to a corporate-liability card program (details below).

To ensure a smooth transition for users, our Concur workgroup and our pilot departments processed various transactions to ensure a variety of scenarios are flowing through the system as expected and enabled the project team to update guidance based on lessons learned during the pilot to more effectively roll out Concur to the campus. Instructor-led training and communications will continue, with Travel Arranger training sessions<https://impact23.ucr.edu/concur-training-office-hours> available to provide UC Riverside faculty and staff with increased levels of support. Reference guides will be made available for Travelers and Approvers when Concur deploys.

Important Reminders

  *   A transition period will be in effect to allow existing trips to be closed out in iTravel.
     *   The iTravel system continues to be available until 9/1/2022 to process previously entered requests after Concur is deployed.
     *   Upon go-live on 7/25/2022, all new travel requests and expense reports should be entered in Concur.
  *   Departments should work with travelers to request new corporate T&E Cards as soon as Concur is deployed. Although current US Bank T&E Cards (personal liability) will remain active after the Concur deployment, new purchases on the US Bank personal liability cards will be restricted on approximately 10/1/2022. This date will be communicated to existing cardholders.

What You Should Know

Who is Impacted? All faculty, staff, students, and guests traveling on University business and individuals that support travelers on behalf of the university. Everyone who travels, has a T&E Card, or supports employee/non-employee travelers (students, guests) will need to interact with the new travel system. Please spread the word and make sure you are ready!
What are the most notable changes that will be implemented with Concur?

  *   UC Riverside employees (or their delegate Travel Arranger) are expected to submit Pre-Trip Requests in Concur to estimate expenses a traveler may incur for all domestic and international travel and mileage-only reimbursements. An approved pre-trip request is required before an expense report can be approved. This change is considered an industry best practice and has been effectively utilized by other UC campuses. Learn more about pre-trip requests.
<https://impact23.ucr.edu/pre-trip-requests>
  *   While Travel Arrangers can support the preparation of transactions in Concur, only employee travelers can electronically submit card requests, expense reports (travel reimbursements), and missing receipt declarations.

How do I apply for a new T&E Card? If you travel on behalf of the university, apply for the new corporate liability T&E Card:

  *   Cardholders must complete the required online T&E Card training<https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D514602%26UserMode%3D0> in UC Learning
  *   Acknowledge cardholder responsibilities
  *   Initiate a new online application in Concur once the system is deployed
See Travel & Entertainment Card Requests
<https://impact23.ucr.edu/te-card-request>
How can I prepare for Deployment?

  *   Take UCR Travel and Expense<https://uc.sumtotal.host/Core/pillarRedirect?relyingParty=LM&url=core%2Factivitydetails%2FViewActivityDetails%3FActivityId%3D514136%26UserMode%3D0> training and orient yourself with the support options<https://impact23.ucr.edu/travel-support>
  *   Once campus availability is announced, coordinate with your System Access Administrator (SAA) to provision appropriate roles in EACS for your accountability structure
  *   If you are a current T&E Card cardholder, complete the new corporate liability T&E Card training and pay off existing balances before applying for a new card

Keep an eye out for the official Concur Travel and Expense launch announcement, more information about office hours, and survey opportunities to inform Concur adoption, stabilization, and support efforts.

Sincerely,
Asirra Suguitan
on behalf of the Impact23 Steering Committee
[ucr-logo-email]

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