Business & Finance Solutions

A notice that appears within a Concur report/request informing the user that 1) a transaction is not within policy and/or 2) a change needs to be made to the report/request. 

• Red: hard stop—user must fix the issue before proceeding. 
• Yellow: soft warning—information/reminder; possible action may be required. 

The Allocate function allows users to designate the funding source to which an expense will be charged. The user is able to:

• Allocate all expenses to various fund sources
• Allocate a single expense or multiple expenses on the same expense report.

In limited, exceptional circumstances where traditional payment methods (e.g., a T&E Card) cannot be used, an employee traveler may be authorized to receive payment before a trip.

Refer to the Cash Advance hub for additional information.

Frequently referred to as Concur Statement Report. 

The PCard purchasing process is integrated with Company Billing Statements (CBS), which are processed similarly to a regular expense report. Concur statement reports are automatically created each billing cycle and can be accessed via Open Reports. 

Refer to the PCard Reconciliation Calendar for additional information.  

• Reviewing and validating the information in requests and reports.
• Sending back requests and reports if correction is needed.
• Approving requests and expense reports which are then routed for additional department approval (as needed) and central approval.

Departure location is the city of the home, campus, or office from which the traveler leaves. Arrival location is the location where the traveler lodges.

The time from which the traveler leaves the city of home, campus, or office to the time in which the traveler arrives at the lodging location. This refers to door-to-door times, not flight times. For arrival time, use the time the traveler arrives at the lodging location.

EXAMPLE: If the traveler is leaving from home, use the time they left home as the departure time.

An individual who is employed by UCLA and receives wages or salary through UCPath.

Student employees who are under Employee Classifications 5 (Student: Casual/Restricted) and 11 (Academic Student) have access to the Expense and Request modules but do not have access to book travel in Concur.

Students who do not have active employment at UCLA are treated as guests (i.e., non-employees) in Concur. See “Guest” for additional information.

• Procurement Card (PCard) Reconciliation 
• Travel Expense Reconciliation
• Employee Non-Travel & Non-Entertainment Reimbursements 
• Guest Non-Travel & Non-Entertainment Reimbursements

Used to indicate the nature of the expense. The expense type will prompt fields for the user to input required expense information as it pertains to the respective policy.

Refer to the Expense Type Matrix for examples and related policies.

Full Accounting Unit (FAU) refers to the combination of fields that specifies a unique funding source.

In Concur, the FAU is displayed as Location – Account – Cost Center – Fund.

Any individual who does not receive wages or salary from UCLA via UCPath.

Examples of guests include: Contingent Workers, visiting scholars, individuals from other UC locations, prospective employees, independent contractors, and students (non-employees).

Students who do not have active employment at UCLA in either a Staff (Empl Class 5) or Academic (Empl Class 11) position do not have access to Concur and must be added as Guests. 

Use the itemization feature to break down larger expenses into smaller sub-expenses.

For PCard, this feature allows the user to break out a single PCard transaction (e.g., shipping, handling, sales tax charges).

For Travel, this feature allows the user to break out the expenses on a hotel folio (e.g., room rate, taxes, non-lodging expenses such as parking).

Used only when a merchant receipt is lost and a duplicate cannot be obtained or the receipt is missing sufficient itemization/details. The missing receipt declaration must be completed by the report owner and cannot be completed by a delegate.

This declaration can be found by selecting Missing Receipt Declaration from the Manage Receipts dropdown menu.

A payment type that refers to either a reservation that was pulled in from the Concur Travel module or an e-receipt. It is documentation (itinerary or receipt) that is waiting for a matching card transaction to populate—it is not the actual card transaction itself. If there is no matching card transaction, a user can delete the receipt/itinerary.

This is not related to PCard transactions. 

The individual who reviews and approves PCard statement reports. Derived from the supervisor listed on the PCard application. 

If a PCard approver needs to be updated, contact pcard@finance.ucla.edu pcard@finance.ucla.edu.

Personal expenses that are 1) erroneously charged to a University card (e.g., PCard, T&E Card) and/or 2) outside policy.

Review the How to Assign a Personal Expense training guide for additional information.

For some non-travel, non-entertainment, and PCard expenses (e.g., non-cash awards), users may be required to identify the recipients of the expense.

Review Policy G-41: Employee Non-Cash Awards & Other Gifts and Policy G-42: Gifts Presented to Non-Employees on Behalf of the University for additional information.

The return of a payment (either partial or full) to an individual who purchased a University product or service.

Some of the reasons a refund may be needed include:

• Dissatisfaction with a product or service
• Overpayment for a good or service
• Billing errors

The user account the report is created in. For guests, it is the employee who created the report on the guest’s behalf. 

EXAMPLES: 

• Employees: Josie Bruin is a UCLA employee. She is the report owner for all of her Concur reports. 
  • Melanie James is Josie’s delegate and prepares reports on Josie's behalf—Josie is still the report owner. 
• Guests: Andrew Smith is a guest and Melanie Jones creates a report on his behalf. The report owner is Melanie Jones. 

Shows the approval workflow and actions that have been triggered in the approval process. Additional steps may be added based on new triggers and/or ad hoc reviews.

Can be found by selecting Report Timeline from the Reports Detail dropdown menu on the Manage Expenses display. There is a similar timeline for requests, which can be accessed by selecting Request Timeline from the Request Detail dropdown menu on the Manage Requests display.

The Concur Request Module is used to obtain pre-authorization for direct-billed travel, cash advances*, and Accounts Payable (AP) exceptions.

It is also used for U.S. Bank T&E card-related activities (e.g., new card requests, changing a credit limit).

*Cash advances are only allowed in very limited circumstances.

The Concur Travel module is UCLA's self-service online booking tool where users can access UC-negotiated rates. Concur Travel features include:

• Travel booking (air, car rental, lodging, train)
• A Trip library
• Upcoming trip details

An expense report type used to reconcile costs after completion of a trip or event. The expense report may include:

• Cash or personal card expenses incurred by the traveler or event host
• Travel & Entertainment (T&E) Card transactions
• Direct-billed airfare transactions
• Reconciliation of cash advances

UCPath is the University of California’s system-wide initiative to create a single platform for payroll, benefits, funding, and human resources (HR) information.

Concur retrieves the following data from UCPath:

• Employee personal data (e.g., name, business email address)
• Employment status
• Empl ID (UCPath ID)
• Reports To (Supervisor)