Overview

When approving requests in Concur it is important to view each request to verify the business trip is necessary, reasonable, appropriate, allowable and in compliance before approving. The travel policy requires multiple levels of approvers (Department Head, Division Head, Ethics, etc.) in Concur before a request can be fully approved. All approvers must review and approve the request before travel can be booked.

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

Find a Pending Request
Review Request Information
Additional Resources

Solution

Find a Pending Request

Approvers will receive an email notification stating that they have a Request pending their approval, who the approval is for, and some information regarding the Request.

Select the Link to approve the Request.
Rowan’s single sign-on page will appear. Enter your Rowan NETID. Select LOGIN.
Select Required Approvals at the top right of the screen.
The approvals page will appear. You will see three tabs: Trips, Requests awaiting your approval and submitted Expense Reports awaiting your approval. Each tab will have a number indicating how many of each type you have to approve. Select the Requests tab.
Select the Request Name for the Request you wish to approve.

Review Request Information

Select the down arrow to review any Alerts.
Select Request Details then select Request Header.
Review the Request Header to verify the trip type, destination city, time frame, trip purpose, reason for travel, FOAPAL being charged and comments from the traveler. If you made any changes, select Save. If you did not make changes, select Cancel.
Review the Expected Expenses for accurate prices, policy compliance, and allocations requested by the traveler.
Check that the appropriate documents have been attached. Select Attachments then select View Documents. (Example - 1 or more of the following documents: a brochure, a conference agenda, an event agenda or a meeting invite. Also, if sponsored related travel the Approval for Attendance at Events form is required).
As an approver, you can perform the following to a Request:
- Change the requested amount on the expense type: Select the checkbox for the Estimated Expense then select Edit.
  - The approver can change the amount requested by the traveler by typing over the amount. Any approved amounts that can be changed will have a red asterisk. NOTE: You cannot change the requested amount for hotel, airfare, car rental, or train ticket.
- Add additional approvers to the approval flow: Select More Actions then select Edit Approval Flow. In the Edit Approval Flow, select +Add Step to add an approver step before or after the next approver in the approval flow. A “User-Added Approver” field will appear. Start typing the name of the approver you wish to add and select that person from the drop-down options that appear. Select Save.
Once you have reviewed the Request you can:
- Approve – If the Request is reviewed and meets the approval criteria, you can approve it by selecting the orange approve button. This will send the Request to the next approver in the approval flow.
- Edit Approval Flow or Approve & Forward – These options will forward the Request to another approver that was not in the original approval flow. This person will be added to the approval flow and will be required to approve. Select Approve.
- Send Back to Employee - Return the Request to the traveler if you do not approve it and need corrections to be made. Select More Actions then select Send Back to Employee. A new window will appear where you are required to write a comment to explain why you are returning the Request. Select Send Back. The traveler will be notified and will need to resubmit the Request once the corrections are made.
Once you select one of the 4 options in the previous step, the Request will disappear from your Request Pending page.