QuickStart User Manual for Federal Travelers
QuickStart User Manual for Federal Travelers
Concur Technologies Concur Government Edition
Version 1.4
February 20, 2014 Concur Sensitive and Proprietary
For Authorized Use Only
QuickStart User Manual for Federal Travelers Version 1.4 | February 20, 2014
Document Revision History
Date 10/11/2013
11/14/2013
12/3/2013 1/23/2014 2/20/2014
Description
Federal Traveler QuickStart Guide
Creating a Blanket (No Cost) Authorizations content Creating an Interim Voucher content (revised) Dynamic Accounting content
Removed Rail Preferences content Added Frequent Traveler Program content
Creating Interim Vouchers content addition
Pre-trip Vouchers content added
Version 1.0
Author Concur
1.1
Concur
1.2
Concur
1.3
Concur
1.4
Concur
Proprietary Statement
This document, as well as the software described in it, is furnished under the terms and conditions of Concur's Master Contract GS-33F-Y0026 and the applicable task order thereunder (if any), including, but not limited to, license terms and any terms and conditions relating to the treatment of Concur's proprietary and/or confidential information. This document contains proprietary information, confidential information, and/or trade secrets of Concur. This document may only be used, copied, or distributed in accordance with the terms of the Master Contract and the applicable task order.
Except as permitted by such agreement (and applicable task order), no part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Concur.
Notwithstanding the foregoing, Concur expressly permits this document to be posted on the MAX portal in order to be viewed by ETS2 client agencies and personnel who have been required to protect the information from further disclosure.
Registered Trademarks and Proprietary Names
Product names mentioned in this document may be trademarks or registered trademarks of Concur or other hardware, software, or service providers and are used herein for identification purposes only.
2014, Concur Technologies, Inc.
Published by Concur Technologies, Inc. 601 108th Avenue, NE, Suite 1000 Bellevue, WA 98004
Company Sensitive and Proprietary
QuickStart User Manual for Federal Travelers Version 1.4 | February 20, 2014
Table of Contents
Table of Contents ...................................................................................................................................................... 1 Welcome to Concur Government Edition (CGE) ....................................................................................................... 4
Document Purpose................................................................................................................................................ 4 Section 508 Compliance (ADA).............................................................................................................................. 5 Section 1: CGE Travel Application Overview ............................................................................................................. 6 Section 2: Getting Started ......................................................................................................................................... 7 Log on to CGE ........................................................................................................................................................ 7 Key Terms .............................................................................................................................................................. 8 Window Layout...................................................................................................................................................... 9 The Home Page.................................................................................................................................................... 10 Section 3: Updating Your Profile ............................................................................................................................. 12 Accessing Your Travel Profile............................................................................................................................... 12 Making Changes to Your Travel Profile ............................................................................................................... 12 Updating Personal Information ........................................................................................................................... 13 Updating Agency and Duty Station Address Information ................................................................................... 16 Updating Contact Information ............................................................................................................................ 17 Updating Emergency Contact and Dependents Information .............................................................................. 17 Updating Travel Preferences ............................................................................................................................... 18 Updating Credit Card Information....................................................................................................................... 19 Updating Your Password ..................................................................................................................................... 19 Updating System Settings.................................................................................................................................... 20 Activating E-Receipts ........................................................................................................................................... 20 Updating Password Security Questions............................................................................................................... 21 Reviewing the Privacy Statement........................................................................................................................ 21 Updating Mobile Registration ............................................................................................................................. 21 Assigning a Delegate............................................................................................................................................ 21 Revoking a Delegate ............................................................................................................................................ 22 Section 4: Creating a Travel Reservation................................................................................................................. 23 Review Your Agency's Travel Policy .................................................................................................................... 23 Booking a Reservation ......................................................................................................................................... 23 Making Car Reservations ..................................................................................................................................... 31 Making Hotel Reservations.................................................................................................................................. 33 Changing a Reservation ....................................................................................................................................... 38 Section 5: Creating, Reviewing, and Submitting an Authorization.......................................................................... 41
Company Sensitive and Proprietary
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Federal Traveler QuickStart User Manual for Concur Government Edition Version 1.4 | February 20, 2014
Creating an Authorization ................................................................................................................................... 41
Reviewing an Authorization ................................................................................................................................ 41
Using Document Summary to Review Documents.............................................................................................. 42
Submitting an Authorization ............................................................................................................................... 43
Creating an Authorization without Reservations ................................................................................................ 44
Section 6: Working with Documents ....................................................................................................................... 48
Entering Document Information ......................................................................................................................... 48
Viewing and Modifying Documents .................................................................................................................... 53
Section 7: Working with Expenses .......................................................................................................................... 57
Adding an Expense .............................................................................................................................................. 58
Working with Per Diem Expenses........................................................................................................................ 59
Working with the Foreign Calculator/Currency Conversion ............................................................................... 62
Itemizing Expenses .............................................................................................................................................. 63
Adding or Updating Other Authorizations .......................................................................................................... 66
Creating a Blanket (Cost) Authorization/Limited Open Authorization (LOA)...................................................... 67
Creating a Blanket (No Cost) Authorization ........................................................................................................ 70
Non-Federally Sponsored Travel ......................................................................................................................... 71
Invitational Travel................................................................................................................................................ 73
Allocating Expenses to One or More Accounting Codes ..................................................................................... 73
Dynamic Accounting............................................................................................................................................ 80
Working with Project Codes ................................................................................................................................ 81
Previewing and Stamping a Document for Approval .......................................................................................... 82
Reviewing Pre-Audit Results................................................................................................................................ 83
Working with Advances....................................................................................................................................... 84
Adjusting a Document Pending Approval............................................................................................................ 86
Amending a Document........................................................................................................................................ 87
Section 8: Working with Vouchers .......................................................................................................................... 88
Creating a Voucher .............................................................................................................................................. 88
Local Vouchers..................................................................................................................................................... 91
Creating a Pre-Trip Voucher ................................................................................................................................ 95
Creating Interim Vouchers for Long-Term TDY ................................................................................................... 97
Managing Charge Card (Travel Card) Transactions ........................................................................................... 100
Nested Trips....................................................................................................................................................... 104
Dual Lodging ...................................................................................................................................................... 104
Viewing Voucher Totals ..................................................................................................................................... 104
Using a Receipt Checklist for Vouchers ............................................................................................................. 106
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Federal Traveler QuickStart User Manual for Concur Government Edition Version 1.4 | February 20, 2014
Working with Constructed (Multi-Trip) Travel Vouchers .................................................................................. 106
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