For a single user, please fill out the online Google form. A profile takes at least 24 hours to process.  

Concur Profile Setup Request Form (Online form)

For multiple profile requests.

Multiple Concur profile Form

Contact the Procurement Services team at procurementservices@maine.edu or 581-9101 or contact the Travel Administrator mary.norment@maine.edu.

Use the following Concur update Google form to update your default account number and/or your Manager Approver in Concur.

If you have any questions, please contact the Travel Administrator mary.norment@maine.edu.

If the system appears to be running slow or you are experiencing issues logging in or using Request/Travel/Expense functions you can check the Concur Status Board to see if there is an active service outage. In the top right corner of the screen you can click “Subscribe to Updates” if you wish to receive updates when the system is experiencing issues.

Travelers are responsible for assigning delegates to prepare travel and expenses in Concur. Go to Profile Settings > Expense Delegates in Concur to assign a delegate. Please use the following for detailed directions.  If you wish to remove yourself from being a delegate for someone else, you may do so by following these same directions, but toggling to “Delegate For”.

• To assign a delegate to book travel, select Can Book Travel, Can Submit Requests, and Receives Email.
• To assign a delegate to prepare expense reports, select Can Prepare and Receives Email.
• To assign a delegate to approve reports or requests, select Can View Receipts and Can Approve.

To configure email notifications:

• Log into Concur and navigate to Profile Settings. Under Expense Settings is an option for Expense Preferences. On this screen you can check the boxes for any email notifications you wish to receive.

5761 Keyo Bldg

Orono, ME 04469

The customer service number for Bank of America is (888) 449-2273.  If reporting a fraudulent charge, after calling Bank of America,  contact your supervisor and umscreditcards@maine.edu.

The Corporate Card can be applied for by using Concur Request – Applying for a Corporate Card.

Found on our webpage https://mycampus.maine.edu/group/mycampus/corporate-card

To request a limit change on your card, please use the Concur Request using UMS Card Request Policy- Limit Changes.

https://mycampus.maine.edu/group/mycampus/corporate-card

Yes; however, you are responsible for reconciling those charges on an expense report. In this case, charges for multiple people can be combined on one expense report. When creating an expense report for travel expenses incurred on behalf of someone else, select the Travel Booked for Others Business Purpose in the expense report header.

• Concur’s workflow is based on a two step process starting with your Manager Approver and then flowing down to the Cost Object Approver for the Department from which the funds are being expensed.
• If you do not think your workflow is routing correctly, please contact the Travel Administrator at mary.norment@maine.edu.

A Travel request within Concur is an electronic Request for Permission to Travel. The Travel Request serves several purposes:

1. It gives the employee’s supervisor the ability to both approve and be aware of where their employees are traveling to.
2. It serves as a high level budget for the trip, allowing the department or grant budget manager to sign off on having funds for the trip PRIOR to booking.
3. It allows the University to easily tell who is traveling, and where, at a given time in the event of a major event that may either interrupt travel or in which the traveler may be at risk.  Knowing that travelers may be in harm’s way allows the University to assist its travelers if necessary.

A Travel Request is required to be submitted and approved PRIOR to out-of-state or international travel per University policy.

Go to the Travel Request Reference Guide under Job Aid / Training.

• As of July 1, 2021, the maximum individual daily travel meal rate is $50 per day in the continental United States. It is not a per diem that pays the employee $50 per day; it is just a maximum that can be spent per day. Individual meals up to $50 per day do not need receipts and should be charged on the University Travel Card whenever possible. 
• Outside the continental United States the rate follows the Federal Government’s OCONUS  rate.

All meals should be paid for using your Travel Card so as to display the actual meal costs that you incur while traveling. Travel Meal receipts are optional, but optimum. Helpful Hint: Use the Concur App to take pictures of meal receipts while traveling and they will automatically be uploaded into Concur and matched with your credit card transaction.

If you have submitted a Request for a trip but are no longer able to go on the trip, you may cancel the request.

• Under the Requests tab, click the Request name to open the request page
• Select the Cancel Request button on the top-right of the page.

In most cases a Cash Advance is no longer needed as travelers should use their Travel Card. However, Cash Advances will still be available in exceptional cases and may be entered on the Travel Request in Concur. Here are some key reasons why the Travel Card is better than cash:

• The Travel Card can be used for all purchases during the trip thus greatly reducing the need for, as well as the risk of, carrying cash.
• Very few locations will not accept a credit card today.
• The Travel Card has a chip and pin making its use more secure overall.

There are instances where cash still is needed:

• Athletic team meal money where a central bill (sit down restaurant) will not be available
• Travel to certain more exotic locations where credit cards are not accepted

The use of cash advances must be documented and receipts attached to the Expense Report at the completion of the trip.

Yes. The university travel program has been implemented in order to provide competitive pricing, safety and added benefits for university travelers. Concur is also required for the submission of all expense reports related to travel, whether or not, the University Travel Card was used. Reimbursements of all travel related expenses must go through Concur.

It is recommended that airfare be booked at least 2 weeks in advance.

Yes, multi leg trips can be booked online.

It is suggested that complicated, multi-leg, international itineraries be booked by a Full Service CTP agent.

International travel can be booked online, however if your itinerary includes several international destinations or inter-country travel you should contact CTP and use a full service agent.

The full service agent will be able to get better pricing and advise of any travel documents you may need.

In most instances a pre-reserved seat can be done online while making your reservation; however, once a reservation has been ticketed and confirmed, you can access the airline’s website and modify the seat assignment or make changes based on frequent flyer status. It is important to note that a pre-reserved seat is never guaranteed.

The traveler’s frequent flyer number will be printed on the final invoice that is sent by CTP. It will be listed under Frequent Flyer Info.

Frequent Flyer information can be added to the traveler’s profile. Once it has been added to the profile, it will automatically be included in any reservation for that airline.

Local hotels with negotiated rates

Our preferred car rental company is Enterprise Rental Cars. These negotiated rates are loaded into concur and will include some insurance.  For more information on the coverage please contact Risk Management.

Prospective employees would be booked as a guest through Concur if the University is paying for the airfare, car, or hotel.

Group Travel is defined as a group of 10 or more individuals traveling to or from the same destination.

If a traveler is in travel status and needs to change their travel arrangements, who should they contact?

Please contact CTP. They will make the necessary changes to your travel plans. Justification will need to be provided to University for changes.

When you book on the Concur Booking Tool or directly with a CTP agent you automatically get the following:

United Airlines

• Upfront Savings (2% to 10% depending on fare and routes)
• Complimentary name changes
• Preferred seating based on availability*

Delta Airlines

• Upfront Savings (2% to 10% depending on fare and routes)
• Complimentary or low fee name changes
• Priority seating and priority re-accommodations*
• Priority boarding in zone 1*

*Frequent flyer number needs to be added to reservation

Full access to Southwest fares

In addition:

CTP provides assistance when involuntary schedule changes take place or if a traveler is delayed or stranded; after hours support is available when disruptions occur outside normal business hours.

CTP saves time by providing one-stop shopping, verifying policy compliance, and streamlining reservation confirmations.

CTP monitors travel restrictions, travel advisories, and airline policy changes due to COVID-19 or any other reason; especially for international travel.

CTP dedicated travel agents provide consistency, convenience (pre-loaded employee profiles) and personalization (preferred agent)

CTP’s established vendor relationships lead to cost savings, benefits, and waivers and favors (e.g., up-front discounts, priority boarding, preferred seats, seat monitoring, unused ticket tracking)

Vendors and options available have been vetted to ensure traveler experience and safety

• Reputable vendors so that travelers are not taken advantage of by unscrupulous third parties
• Overly restrictive fares are blocked, e.g., Basic Economy which does not allow refunds, changes, or advance seat assignments.
• In the event of a supplier service failure, the agency will advocate for the traveler and work with the supplier towards a resolution.

Use of CTP/Concur Booking Tool provides reasonable and cost effective options, ensuring lowest cost/highest value purchases in accordance with federal cost rules.

CTP agents are well versed on and available to provide assistance with Fly America Act compliance.

When you are booking on Concur or with Corporate Travel Planners (CTP) you are not only often getting negotiated lower rates that negate that fee, but you are also getting many added benefits.

• CTP provides assistance when involuntary schedule changes take place or if a traveler is delayed or stranded; after hours support is available when disruptions occur outside normal business hours
• CTP saves time by providing one-stop shopping, verifying policy compliance, and streamlining reservation confirmations
• CTP monitors travel restrictions, travel advisories, and airline policy changes due to COVID-19 or any other reason; especially for international travel
• Dedicated travel agents provide consistency, convenience  (pre-loaded employee profiles) and personalization (preferred agent)
• CTP has established vendor relationships lead to cost savings, benefits, and waivers and favors (e.g., up-front discounts, priority boarding, preferred seats, seat monitoring, unused ticket tracking)
• Vendors and options available have been vetted to ensure traveler experience and safety
  • Reputable vendors so that travelers are not taken advantage of by unscrupulous third parties
  • Overly restrictive fares are blocked, e.g., Basic Economy which does not allow refunds, changes, or advance seat assignments
• In the event of a supplier service failure, the agency will advocate for the traveler and work with the supplier towards a resolution
• Use of the CTP/booking tool provides reasonable and cost effective options, ensuring lowest cost/highest value purchases in accordance with federal cost rules
• CTP agents are well versed on and available to provide assistance with Fly America Act compliance

	CTP/Concur	3rd Party Vendor
Lowest Price*	✔	✔
Seat Monitoring	✔	✘
Southwest Fares Included in Platform	✔	✘
Ensured Compliance with Travel Policy	✔	✘
Traveler Support/Advocacy	✔	maybe
Proactive Assistance During Breaking Events	✔	✘
Unused Ticket Tracking	✔	limited
Name Changes on Major Airlines	✔	✘
Consistent/Known Fees	✔	maybe
Experienced Agents Assigned to UMS Account	✔	✘
Contracted Response Times	✔	✘

For instructions on creating an expense report, please see the Expense Reference Guide under Job Aids / Training.

Expense reports should be submitted no later than 30 days after the end of your trip. If you are a frequent traveler, then a monthly expense report should be submitted for any costs incurred during the month.

It typically takes 3-8 business days for the charges to be imported into Concur. This is dependent upon when the merchant sends the transactions to Bank of America.