Enrolling in Express/Concur Training

This article provides instructions for those interested in utilizing the UCLA Express/Concur application for submitting and/or approving travel and entertainment expenses for reimbursement, and provides links to important information and resources for travelers and Express/Concur users.

UCLA Extension staff interested in using Express/Concur to submit and/or approve travel and entertainment expenses are asked to complete a series of online, asynchronous tutorials. Completion of the tutorials is not required, though strongly encouraged. Topics covered include:

• Getting started
• Setting up your Concur profile and adding delegates
• Planning and booking travel
• Creating and submitting expense reports

Extension BFS recommends reviewing all tutorials listed under the Get Started heading at the tutorials link above, including the video entitled Explore the SAP Concur Home Page. Choose additional tutorials, at any time and in any order, according to individual needs.

Travel Delegate Training

UCLA Travel Services provides additional training for Travel delegates or proxies who may be asked to prepare expense reports on behalf of others (travelers must submit their own expense reports). Individuals with delegate responsibilities are encouraged (but not required) to complete the following modules and courses:

• Act as a Delegate (4 minutes)
• Preview Reports for an Approver (2 minutes)
• UCLA Travel & Business Events Policy Training (60 minutes)

Travel Approver Training

UCLA Travel Services provides additional training for Travel approvers (supervisors and others with budget oversight). The role of the travel approver is to ensure that expenses are legitimate and comply with University policies and fund source restrictions, that appropriate documentation is provided, and claims for reimbursement are submitted and approved in a timely manner.

All travel expense approvers are required to review four training modules and complete two courses. Most will complete all six in under two hours. The required modules and courses are:

• Review & Approve an Expense Report (3 minutes)
• Send Back an Expense Report (2 minutes)
• Preview Reports for an Approver (2 minutes)
• Approve Requests (5 minutes)
• UCLA Travel & Business Events Policy Training Course (60 minutes)
• UCLA Approver Roles & Responsibilities Course (40 minutes)

Once completed, travel approvers must submit copies of the Certificates of Completion for two courses indicated above to [e-mail] in order to activate the appropriate approver access in Express/Concur.

See also:

• UCLA Express/Concur (application)
• Express/Concur Quick Start Guide (PDF)
• Contact the UCLA Express Helpdesk
• Contact the UCLA Travel Center
• UCLA Travel Services web site
• UC Policy G-28 - Travel Regulations
• UC Policy BUS-79 -Expenditures for Business Meetings, Entertainment, and Other Occasions

For additional information about this topic, please contact [e-mail].