Setting up your Concur Profile - Expense Delegates & Travel Arrangers

To leverage Concur’s full functionality, profiles should be set for employees. Employees must complete a few profile settings outlined in the Setting up Concur Profile - Employee Quick Reference Guide. Expense delegates or travel arrangers assigned to the employee can set other required and recommended profile settings. Fields not explicitly addressed in this QRG can be considered optional.

Alysha Cieniewicz
25 steps
50 seconds

SAP Concur

This guide outlines the necessary steps based on the user's role. - Steps 1-2 provide guidance for an expense delegate to access an employee. - Steps 3-4 highlight Profile Settings, which an expense delegate can complete on behalf of an employee. - Step 5 provides detail on confirming email addresses verification. - Step 6 provides information on adding expense delegates via the Concur Workflow & Expense Delegate Set-up Spreadsheet. - Steps 7-8 explores deleting employees from your Expense Delegates Profile Settings. - Steps 9-10 highlights setting up Expense Preferences. - Steps 11 highlights setting up favorite attendees and/or groups on behalf of an employee. - Steps 12-17 provides guidance on setting Travel Preferences. - Step 18 is a Profile Settings Template for expense delegates and travel arrangers to make things easier when completing the employee's Concur profile. If an employee does not have an expense delegate or travel arranger, the employee should complete these profile settings.

The *Setting up your Concur Profile - Employee Quick Reference Guide* provides additional details on profile settings. Expense delegates and travel arrangers should work with the employees they support to establish profile settings correctly. Duke employees, not supported by an expense delegate and travel arranger, must complete the actions in this document and the *Setting up your Concur Profile - Employee Quick Reference Guide* to establish their profile correctly.

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=e4e30b4f-60a9-42a9-8553-b40801609bfd) to watch a 2 minute and 52 second video demonstrating steps 1-17. There is a separate video for steps 19-23.

Accessing an Employee

From the **Concur Home Page**, select the blue circle in the upper right corner to open your **Profile**. Select the drop-down under **Act As Another User**. Under **Act As Another User,** select the radio button beside **"A Delegate for another user who has granted you this permission."** In the employee list, search for the appropriate employee's name in the drop-down. Once located, select **Switch**.

If you are an expense delegate for an employee not listed in the drop-down menu, contact your department manager.

Notice that when the screen refreshes, a green box indicating you are **Acting As** the employee selected displays.

Access Profile Settings

From the **Concur Home Page**, select the green bar with the employee's name you are acting on behalf of in the upper right corner.

Under **Acting As**, select **Profile Settings**.

Confirm Email Address Verification

Under the **Personal Information** tab, on the **Personal Information** page, ensure the employee has verified their email address (can verify more than one). Email verification is ***critical*** to link the employee's email address to both their Concur and TripIt Accounts. Receipts sent by the employee or expense delegate to [receipts@expenseit.com](mailto:receipts@expenseit.com) or travel itineraries sent to [plans@tripit.com](mailto:plans@tripit.com) with a verified email address in the subject line will be linked to the employee's Concur/TripIt records. If the address has not been verified, contact the employee.

Adding Expense Delegates via the Concur Workflow & Expense Delegate Set-up Spreadsheet

If you need to add an expense delegate(s), the individual designated in the business unit to update the ***Concur Workflow & Expense Delegate Set-up Spreadsheet*** must submit the spreadsheet via a Customer Service Request ticket [here](https://finance.duke.edu/departments-services/controllers-division/travel-reimbursements/contact-us/submitting-employee/). Details and guidance on adding and updating expense delegates can be found in the **Updating Expense Delegates Quick Reference Guide** [here](https://scribehow.com/o/GMDQMboCSgCDgj3pui6TDA/viewer/Updating_Expense_Delegates__PJ_Hh2y9QNiO3kQaXcHUfw).

Deleting Employees from your Expense Delegate Profile Settings

Expense Delegates have the ability to delete employees from their employee list located under the **Delegate For** tab in Concur at any time From the Concur Homepage, select Profile. Then select **Settings**.

On the left hand side, under Expense Settings, select **Expense Delegates**. Under the **Delegate For** tab, put a check mark to the left of the name of the employee you would like to delete and select **Delete**. Select **Save**.

Expense Preferences

Under **Acting as**, select **Settings**.

Select **Expense Preferences**.

From **Expense Preferences**, review the automated email notifications sent by Concur. Duke has decided not to allow these to be changed from the settings displayed.

If an employee wants their expense delegates to receive email notifications, ***the employee*** will need to go to **Expense Delegates** on their **Profile** page and select the check box in the **Receives Emails** column.

Favorite Attendees

Click on the green **Acting as** option. Select **Settings** to be brought to the **Profile Information** page.

From the left navigation menu, select **Favorite Attendees** under **Expense Settings**.

Select **New Attendee** to add the name of groups with greater than ten attendees or others based on the type available in the drop-down list.

Select **Attendee Groups** to create a new group.

Click **Add New** to create a new group.

Select the attendees to add to the group. Once you add a **Group Name**, select **Save Group**.

Duke Faculty, Staff, and Student Employees will be automatically added to the **Favorite Attendees** list when they are added as a favorite in an expense report for the employee.

Travel Preferences

Travel Arrangers may be used when the business unit uses Concur to book travel. Employees can identify Travel Arrangers in their **Profile Settings**. See the *Setting up your Concur Profile - Employee Quick Reference Guide* for details.

The system uses the information when the employee is booking travel through Concur. A template is provided at the end of this document to assist arrangers in collecting data.

Click [here ](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=dbf9020a-4393-4d3c-91e6-b3d001662c3b)to watch a 1-minute and 14-second video demonstrating how to set travel preferences.

Under **Settings**, on the **Personal Information** tab, select **Travel Preferences**.

Enter information about the employee’s travel preferences. **Air, Hotel, and Car Rental** preferences are available. Note that an “Other” field allows the system to transfer additional information to the vendor in booking.

Users can add **Frequent Flyer Programs** in groups of five at a time. When you select **Add a Program** in this section, a pop-up box will appear.

Select the program type, the vendor, and then the number. Once complete, select **Save**.

Concur does not require **TSA Secure Flight** information, but users can enter it if the employee has it. This may simplify security screenings based on TSA guidelines and practices. **Passports and Visas** are not required but may make international travel easier. Select **Save** for this section when finished.

You will not enter information in **Advantage Programs**.

Profile Settings Template

Expense delegates and travel arrangers can use this template to ensure they have all information from the employee necessary to complete the employee’s Concur profile.

Visit [concur.duke.edu/training](http://concur.duke.edu/training) for a library of Quick Reference Guides and other\ resources.