Concur: Profile Setup

Complete your Concur Profile in its entirety BEFORE submitting any request or expense reports. Sections of the profile will be auto-populated with your personal information, which is uploaded from Banner into Concur. 

Note: This information will need to be verified by the traveler. Any adjustments to the uploaded information will need to be addressed with Accounts Payable; contact asktravel@rowan.edu. 

Confirming this information will guarantee your travel requests and expense reports are properly routed for a more efficient experience. Take a few minutes to review how to complete your profile below.

For more help with Concur, view the Concur training resource knowledge base article. 

Table of Contents

Note: All users MUST complete the approver sections first as part of the profile setup process. Follow the steps below to complete your profile.

Step 1:

• Approvers
  
  • Request Approvers
  • Expense Approvers

Step 2:

• Your Information
  
  • Personal Information
  • Work & Home Address
  • Contact Information
  • Verify your Email Address
  • Emergency Contact

Step 3:

• TSA Secure Flight
• International Travel: Passports and Visas

Additional Resources

Approvers

Request Approvers

1. From the Concur home page, select Profile on the top right corner of the screen.
2. Select Profile Settings. Note: You will see five categories of settings on the left menu: Your Information, Travel Settings, Request Settings, Expense Settings, and Other Settings.
   
3. Select Request Approvers on the left menu of the profile page under Request Settings.
   
4. The Request Approvers’ page will populate. Your requests will be sent to these approvers once you submit them.
   
5. The Default approver for your Requests is your Department Head. Search for your Department Head by their name, email address, or Rowan NetID. When their name populates, select it.
6. The Default approver 2 for your Requests is your Division Head. Search for your Division Head by their name, email address, or Rowan NetID. When their name populates, select it.
7. Select Save.

Note: It is extremely important to add the correct default approvers to ensure your Request gets approved. If you input incorrect approvers, your Request will be canceled. If you are the department head, enter your division head as both department and division head. Do not leave either of the approver fields blank. If you do not know who these individuals are, please contact your supervisor for further instructions.

Expense Approvers

1. From the Profile Settings page, select Expense Approvers on the left menu.
   
2. The Default approver for your Expense is your Department Head. Search for your Department Head by their name, email address, or Rowan NetID. When their name populates, select it.
   
3. The Default approver for your cash advance is your Department Head. Search for your Department Head by their name, email address, or Rowan NetID. When their name populates, select it. Note: Cash advance requests require Accounts Payable approval. This field will be inaccessible until you contact Accounts Payable for authorization.
4. Select Save. 

Your Information

Personal Information

1.  To finish completing your profile, select Personal Information on the left menu of the Profile page under Your Information.
   
2. Fill in the information that states [Required]. Each section of the profile must be completed before proceeding to the modules. All profile sections and travel settings are important. This data will be used to link your information when entering requests, booking travel and completing expense reports. Note:  [Required] will always display, even after you complete the field.
   
   
   • Verify the first, middle and last name is identical to the photo identification you will be presenting at the airport. If your name is not identical, please adjust your name to match your photo identification.
   • If any of the gray fields are incorrect, contact asktravel@rowan.edu. 
3. Select Save.

Work & Home Address

Note: Work and home addresses are required to ensure you are accurately paid for car mileage. 

1. Type in your work and home addresses.
2. Select Save.

Contact Information

1. Scroll down to the Contact Information section. Enter your work and home telephone numbers.
2. Select the drop down under Mobile Phone Country/Region and choose your country/region. Enter your Mobile Phone number.  By entering your mobile device number you will have access to travel applications and travel alerts.
   
3. Select Save. 

Verify your Email Address

By verifying your email address, Concur can associate your email address with your Concur account. Once your email is verified, you or your expense delegates can email receipts to receipts@expenseit.com. The receipt will automatically be uploaded to Concur and available in your receipts gallery.    

1. Scroll down to the Email Addresses section.
2. Your Rowan email will be listed under Email Address, select the Verify link.
   
3. Check your email for a verification code from Concur. 
   
4. Copy the verification code from the email and paste it into the Enter Code field next to the email address.
   
5. Select OK.
6. A new window will appear stating your email address has been verified. Select OK.

Emergency Contact

1. Scroll down to the Emergency Contact section.
   
2. Type in your emergency contact’s information.
3. Select Save. 

TSA Secure Flight

The TSA Secure section is required and must be completed. If this information is not provided, you may be subject to additional screening or denied transport or authorization. 

1. Select Travel Preferences on the Profile Options page.
   
2. Scroll down to the TSA Secure Flight section.
   
   
3. Select your gender.
4. Enter your Date of Birth as (mm/dd/yyyy) or select on the calendar and select your date of birth.
5. If you have a DHS Redress No. or TSA Pre Check number, type the numbers in the appropriate fields.
6. Select Save.

International Travel: Passports and Visas

1. Select Travel Preferences on the Profile Options page.
   
2. Under the International Travel: Passports and Visas heading either check “I do not have a passport” or select +Add a Passport or + Add a Visa.
   
3. Type in your visa or passport information.
4. Select Save.

Additional Resources

• Rowan Travel Policy
• Accounts Payable Website
• Concur Training Resource KB
  
  • Request Delegates
  • Expense Delegates
  • Add a Travel Assistant and Travel Arranger  Note: In order for the Travel Assistant/Arranger to book travel, they must also be added as a Delegate. This will give them access to the Request and Expense Report related to the trip. To add a delegate please refer to the adding a delegate knowledge base article.
• Learn how to activate TripIt
• Concur Mobile App
• E-Receipt Activation
• Adding Frequent-Traveler Programs
• Adding Advantage Programs
• Credit Cards Note: Rowan University’s company card will be auto-populated for travel expenses. You can add your personal card but all your personal transactions will be uploaded. 
• Logging In Video
• Profile Setup Video

If you have questions or need further assistance, please email asktravel@rowan.edu.