Travel & Expense – Policies & Procedures

Please attach a receipt for every expense line item.  You can do this by taking a picture using the Concur mobile APP or creating a PDF file (scan) and attaching the receipt copy to the item.  Please DO NOT copy all receipts and fax to Concur.  For audit reasons, we require all receipts to be attach per expense item.

Per the travel policy, we require the full detailed receipt(showing all items ordered) and the tip/total receipt.  If you do not supply your full detailed receipts, your expense report can be sent back to you or will not be reimbursed.

You must be setup as an arranger to setup travel for other employees. To do this, reach out to Brian Cliett to make sure he updates your profile to be an arranger and a Guest Manager (a person allowed to request/book travel for others).

Once your profile has been updated as an arranger, log into Egencia and follow these steps:

Step 1  – How to Create a Guest Profile

• Guest user accounts (guest profiles) can be created by Guest Manager using a guest registration template. You can set up multiple guest registration templates to save and use moving forward. To create a new guest template:
• Navigate to the ‘Tools’ menu and click ‘Guest Booking’, located in the user management section.
• Click on ‘Create new template’, give the template a name and select the access validity date for this template. The date you select is the date on which the account will be disabled. It is recommended that you set it to end after the last day of their travel as this will allow them access to their itinerary throughout the duration of their trip.
• Complete all the mandatory business information in the template. Any field with a red asterisk is a mandatory field.
• Assign the arrangers who can arrange travel for this guest, if any.
• If your company has approval activated, you will need to assign an approver/s to this guest profile. For more information on setting up your approval process, please watch the approval overview video.
• Now set the guest travel admins for this reusable template. You can assign yourself and/or other travel managers or guest managers to receive new guest registrations and guest registration approval notifications (for profiles registered via the public link). Additional guest travel admins can be used as backups to ensure a seamless sign-in experience to the invited guests of your company.

Guest managers can create a guest profile without asking the user to self-register by using ‘Create guest profile’.

• This is done in the same way by first creating a template and then filling it out with the necessary information.
• Make sure you choose traveler role type as “CORP APPROVED TRAVELER”.

Guest access and limitations

• We do not allow guest to have access to Egencia or request to book their own travel.  Make sure that these boxes are NOT checked within their Guest profile.
• You can find the video below showing this process: www.egencia.com/help-center/article/332

Step 2  How do I book travel for a guest

• All travelers on Egencia, including guests, need to have their own individual user profiles.
• When you need to book for someone who is only temporarily using Egencia, you need to first check that the guest has an existing user profile by searching for them under ‘Search Users’ in the Tools menu. If they do not, please see the article: How do I create a guest profile? for a step-by-step guide. Please note that only Travel Managers or Guest Managers can create a guest profile.
• If you are a Guest Manager and the guest profile is created, you can book for this guest as you would for any other traveler.
• If you are a travel arranger that needs to book for a guest, first make sure you are associated with the guest via the guest template or respective guest user profile. This can be done while creating the guest template or profile, and is also covered in the article How do I create a guest profile?

You can find a video on this process here: www.egencia.com/help-center/article/31

At anytime, once logged into Egencia, you can go to “HELP” and in the search bar enter “Guest” and you can see these instructions and videos.  Also, Egencia support does offer a live Chat feature from their website for assistance.

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• Concur Training  Resources

  • Once you have logged into Concur, go to “Help” and choose “Training”.  From there, on the left side of your screen choose “Expense” this will expand all the different training videos Concur offers.

• PDF Guides to assist with most common questions:
  • Creating a New Expense Report – 11.03.22
  • Adding Corporate Credit Card Transactions to a Report – 11.03.22
  • Allocating Expense to another Unit or Location – 11.03.22
  • Adding Attendees to a Business Meal – 11.03.22
  • Itemizing Expenses – 11.03.22
  • Itemizing Nightly Hotel Expenses – 11.03.22
  • Printing and Submitting an Expense Report – 11.03.22
  • Deleting an Expense Report – 11.03.22
  • Correcting and Resubmitting an Expense Report – 11.03.22
• For a Concur approver only:
  • Reviewing and Approving an Expense Report – 11.03.22
  • Sending Back an Expense Report – 11.03.22