Concur Traveler + Arranger Training (Live)

The purpose of the Traveler + Arranger Training is to give travelers a complete understanding of how to use SAP Concur to plan and book travel, obtain required approvals, travel in compliance with UMBC policies, submit expenses, and receive reimbursement for university business trips. The first portion of the session focuses on this full end‑to‑end process from the traveler's perspective. In the second portion, arrangers remain for targeted instruction on the specific tasks and responsibilities involved in arranging travel for others—including guests, students, faculty, and staff—and receive guidance on advanced tools, role‑specific best practices, and troubleshooting procedures.

Key Topics Covered:

Joint Segment (Travelers + Arrangers):

• System Overview: Introduction to SAP Concur as UMBC's integrated travel and expense management system.

• Travel Workflow: Step-by-step review of submitting pre-approvals, booking travel through preferred vendors, uploading receipts, and preparing expense reports.

• Approval Workflow: Explanation of how travel requests and expense reports move through the approval chain and how users can track status.

• Post-Processing Workflow: Overview of the review and reimbursement process after an expense report is submitted.

• Mobile and App Access: Using the Concur Mobile App and TripIt for real-time access, receipt capture, and itinerary management.

• Policy Integration: How the Interim Travel Policy ties directly to SAP Concur's built-in controls, ensuring compliance with documentation, submission deadlines, and booking requirements.

• Resources and Support: Guide to job aids, video tutorials, and online policy references available to all users.

Arranger-Specific Segment (After Traveler Portion):

• Arranger Role & Responsibilities: Managing profiles, initiating requests, and booking itineraries on behalf of travelers.

• Advanced Booking Tools: Techniques for multi-leg reservations, group travel, and guest arrangements through Concur.

• Arranger Best Practices: Strategies for organizing itineraries, ensuring policy-compliant bookings, and avoiding common pitfalls.

• Managing Multiple Travelers: How to efficiently track requests, expenses, and itineraries for several travelers at once.

• Troubleshooting & Support: How arrangers can resolve issues, adjust bookings, and communicate effectively with travelers, approvers, and Accounts Payable.

Who Should Take This Training?

UMBC travelers and staff who arrange or support university-sponsored travel.

Recommended for:

• Faculty, staff, and students traveling on UMBC business

• Department administrators serving as travel arrangers

• Anyone seeking a complete understanding of the travel process and arranger duties