Welcome to our Mini Demos. Here, you will find a collection of short, focused video tutorials designed to help you quickly navigate specific tasks and procedures within the UMBC travel system. Browse the topics below for step-by-step guidance on managing your travel arrangements and expenses. Please check back often, as new mini demos will be posted periodically.
Travel Tax Form process
This mini demo explains the Travel Tax Form process in SAP Concur and shows both travelers and arrangers how to complete the required information before submitting travel requests or expense reports. You will learn where to locate the tax form, how to complete the required fields, and when to submit on behalf of a guest or non-employee traveler. Completing the travel tax form helps the university determine the appropriate tax treatment for travel expenses and ensures reimbursements are processed correctly.
In this video, you will learn how to:
- Locate the Travel Tax Form in SAP Concur
- Complete the required tax form fields
- Submit the form as a traveler or arranger
Best for: Employees and arrangers responsible for submitting travel requests or expense reports that require completion of the travel tax form.
How to Proxy to Another User
Description: This mini demo shows how arrangers and approvers can proxy into another user’s SAP Concur profile in order to perform actions on their behalf. You will learn how to switch user access correctly so requests, bookings, approvals, and expense activity are completed under the appropriate traveler’s profile. Proxy access allows authorized users to assist travelers or complete approval tasks while ensuring all activity remains associated with the correct individual.
In this video, you will learn how to:
- Access the profile menu to begin proxying
- Select the correct user profile
- Confirm you are working under proxy access
- Navigate SAP Concur as the proxied user
- Return to your own profile when finished
Best for: Department arrangers, approvers, and administrative staff who assist others with travel planning, expense activity, or approvals.
How to Grant Permissions and Delegate
This mini demo shows employees how to grant permissions in SAP Concur so others can arrange travel on their behalf or act as a delegate approver when needed. You will learn how to assign access safely and ensure travel planning and approval responsibilities continue without interruption.
Granting permissions allows trusted users to assist with travel arrangements or temporarily manage approvals while maintaining proper system accountability.
In this video, you will learn how to:
- Access user permission settings
- Grant arranger access to another user
- Assign a delegate approver Set and review permission roles
- Save and manage permission changes
Best for: Employees who need administrative support with travel planning or who require approval coverage during absences.
Creating a Request
This mini demo walks through how to create a new travel request from start to finish in SAP Concur. You will learn how to enter trip details, complete required fields, and submit a request for approval prior to booking travel or incurring expenses.
Travel requests (pre-approvals) help ensure travel is reviewed for policy compliance, funding availability, and required approvals before expenses are incurred.
In this video, you will learn how to:
- Start a new travel request
- Enter trip information and business purpose
- Add travel dates and destinations
- Complete required funding and expense details
- Review and submit the request for approval
Best for: Travelers and arrangers who need to submit a travel request prior to booking travel or creating an expense report.
How to Add Travel Allowance (Per Diem)
This mini demo demonstrates how to add a Travel Allowance — formerly known as Per Diem — to either a travel request or an expense report in SAP Concur. You will learn how to apply daily meal and incidental allowances based on travel dates and locations, ensuring reimbursement follows university policy and federal guidelines.
Travel Allowance simplifies reimbursement by automatically calculating eligible daily amounts rather than requiring individual meal receipts.
In this video, you will learn how to:
- Add a Travel Allowance to a request or expense report
- Enter travel dates and destination information
- Generate per diem allowances automatically
- Review calculated daily amounts
- Save and apply the Travel Allowance correctly
Best for: Travelers and arrangers submitting travel requests or expense reports that include eligible meal and incidental expenses.
How to Allocate to a chartstring(s)
This mini demo walks through how to allocate expenses to one or more chartstrings within SAP Concur. You will learn how to update funding information, split expenses across multiple chartstrings, and ensure charges are applied to the correct department, project, or funding source.
Allocations allow users to distribute an expense between different business entities — such as departments, funds, or projects — so costs are accurately recorded and reported.
In this video, you will learn how to:
- Open the allocation tool in an expense report
- Assign or update a chartstring
- Split an expense across multiple chartstrings
- Allocate by percentage or dollar amount
- Save and apply allocations correctly
Best for: Travelers, arrangers, and approvers who need to ensure expenses are charged to the correct funding source.
Available Expenses – Assigning to an Expense Report
This mini demo walks through how to manage Available Expenses and assign them to an expense report within SAP Concur. You will learn how to locate transactions that have automatically fed into the system—such as university travel card charges or e-receipts—and seamlessly link them to the appropriate expense report for reconciliation.
Available Expenses act as a secure holding area for your imported transactions. Assigning them correctly ensures that all travel costs are properly documented, accounted for, and ready to be submitted for approval without manual data entry.
In this video, you will learn how to:
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Access the Available Expenses section in your Concur profile
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Review and verify imported transactions and receipts
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Select and move an available expense into a new or existing expense report
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Ensure the expense details are accurate before submitting
Best for: Travelers and arrangers who need to reconcile university card charges or manage imported e-receipts and travel expenses.
Expense Assistant
This mini demo introduces the Expense Assistant feature in SAP Concur and shows how it can automatically build your expense reports for you. You will learn how activating this tool takes charges from your Available Expenses list and places them directly into an open expense report based on the month or your trip’s date range.
Instead of manually generating multiple reports each month, Expense Assistant streamlines the process by organizing all your incoming charges in one place. You maintain full control to add or edit your reports at any time, whether you prefer trip-based reports, monthly reports, or both—acting just like a free personal assistant for your expenses.
In this video, you will learn how to:
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Activate the Expense Assistant feature in your profile
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Automatically route incoming charges to an open expense report
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Manage and edit automatically generated trip-based or monthly reports
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Streamline your expense tracking to save time
Best for: Frequent travelers and employees who want to automate their monthly or trip-based expense report creation to save time and reduce manual data entry.