Prepare for the Change
Beginning November 4, 2024, Concur will become UTA’s comprehensive travel and expense application. Concur will modernize, automate and unify travel and expense processes at the University to improve experiences for all employees.
This page includes important information to help you prepare for this change. For a comprehensive list of this information and additional resources, including a checklist, please download the change guide here.
A completed Concur training course in Canvas is required for access to the expanded system. We have also compiled a list of other important actions and dates to help you prepare for the launch.
|
Date |
Action |
|
October 12, 2024 |
Cash Advances Deadline to request a travel card. No Cash Advances will be processed from October 21 - November 3. |
|
October 18, 2024 |
Concur Online Booking Closes at 5:00pm Final day to submit a 2024 travel requests or expense report in UTShare. 2025 Travel requests will need to be submitted in Concur after November 4. |
|
October 18, 2024 |
Approved Report Deadline All 2024 travel requests and expense reports must be fully approved to Disbursements. |
|
October 21, 2024 |
Training Opens Required Concur training course available in Canvas. |
|
October 21, 2024 |
Systems Blackout Period Begins – Limited T&E Operations Access to UT Share Travel & Expense Module switches to View Only You will no longer be able to create or modify a travel authorization or expense report in UT Share beginning this day. Temporary access may be granted for special scenarios such as travel card transaction reconciliation. The disbursements team will contact and manage access for individuals during the blackout period. If urgent travel is required during the blackout period, you will Use the Supplemental Travel Authorization (STA) form for bookings and travel during this period. Cash advances will not be processed during this time; request a travel card by October 12 if needed. |
|
November 4, 2024 |
New System goes Live Expanded travel suite of SAP Concur available via web and mobile application. All travel authorizations and expense reports must be processed through Concur moving forward. |
|
November 5, 2024 |
The final file for travel card and ProCard transactions for billing cycle 10/4-11/3 will be loaded into UTShare. |
|
November 18, 2024 |
ProCard Reconciliation Deadline All ProCard transactions must be reconciled in UTShare |
|
December 9, 2024 |
ProCard transactions will be loaded and reconciled in Concur moving forward, starting with 11/4-12/3 billing cycle |
UTShare will be permanently unavailable for creating travel authorizations and expense reports beginning October 21. All travel requests and expense reports must be approved to Disbursements prior October 18. Unapproved requests and reports in UTShare will not carry over to Concur, and will therefore have to be re-created in Concur after November 4. Loaded travel card transactions and cash advances paid in UTShare must be expensed in UTShare. You will be notified by Disbursements if you have a transaction that needs attention in UTShare.
The transition to Concur will impact various roles within the organization. By identifying and preparing these key roles, we can ensure that everyone affected by the change is well-supported and ready to use the new Concur system effectively.
|
Role |
Description |
Responsibilities |
|
Travelers |
Individuals traveling on behalf of UTA |
Complete required Concur training. Submit travel requests and expense reports by October 18. Use Concur for all travel and expense activities starting November 4. |
|
Travelers with Travel Cards |
Individuals traveling with a university-funded card |
Complete required Concur training. Reconcile travel card transactions by October 18. Use Concur for managing travel card expenses starting November 4. |
|
Individuals with ProCard |
Persons making small ProCard charges on behalf of UTA |
Complete required Concur training. Ensure all ProCard charges are reconciled by October 18. Use Concur for ProCard expense management starting November 4. |
|
Administrative Support/Delegate |
Individuals granted permission to assist travelers with requests, bookings, and expense reports |
Assist travelers/cardholders with travel and expense reports due October 18. Complete required Concur training. Support travelers in using Concur starting November 4. |
|
Supervisor Approver |
Individuals approving time spent on the trip |
Complete required Concur training. Approve travel and expense requests by October 18. Use Concur for approving travel and expense activities starting November 4. |
|
Funding Approver |
Individuals approving the amount to come from the cost center |
Complete required Concur training. Approve funding for travel and expense requests by October 18. Use Concur for approving funding starting November 4. |
|
Travel Expense Recipient |
Individuals receiving travel-related reimbursements |
Complete required Concur training. Ensure all travel-related reimbursements are processed by October 18. Use Concur for travel-related reimbursements starting November 4. |
|
Expense Recipient |
Individuals receiving non-travel-related expense reimbursements |
Complete required Concur training. Ensure all non-travel-related reimbursements are processed by October 18. Use Concur for non-travel-related reimbursements starting November 4. |
Learn More
Business affairs has a channel where information is posted and you may ask questions. Join this channel to receive the most up to date communications from the team about the change.
Training
All employees will be auto-enrolled in training. The training will be available in Canvas beginning October 21, 2024. To gain access to the system, training must be completed.
Live labs, where you can meet with members of the Knowledge Services team and get your questions answered in real time, are offered at the following days and times in Teams. To access these sessions, join the Travel & Expense and AP Knowledge Center channel to access these sessions:
Travel Live Lab Sessions
December 4, 2:00 - 4:00pm, join here
December 6, 9:30 - 11:30am, join here
ProCard Live Lab Sessions
December 9, 1:00 - 3:00pm, join here
December 11, 9:00 - 11:00am, join here
December 13, 10:00am - 12:00pm, join here
December 17, 2:00 - 4:00pm, join here
December 19, 9:30 - 11:30am, join here
We understand that there may be instances where you need assistance during UTShare’s limited access window of October 21 – November 4. We have compiled a list of scenarios and contacts who can help.
Booking travel from October 21 – November 4
If you must book travel while the UTShare travel and expense module is unavailable from October 21 – November 4, contact CTP via email at utmailbox@ctptravelservices.com or via phone at 1-866-366-1142 (within the US) or 210-366-1142 (outside the US).
You may gain temporary access to UTShare when it is unavailable from 10/21 – 11/4 if:
- You receive an email that a travel card transaction has posted. If this happens, email Disbursements at travelservices@uta.edu to receive assistance in reconciling those charges.
For individuals needing to create a booking and travel at any time during 10/21 – 11/4:
- Complete a Supplemental Travel Authorization (STA) form and type “Concur” in the notes section. Contact CTP to book travel. Reminder: have STA number ready.
- If travel plans need to be made during 10/21 – 11/4 and travel is occurring prior to 12/31, enter travel authorizations in UTShare. It travel is occurring in 2025, enter the travel requests in Concur after 11/4.
- If a cash advance is needed for an employee during this time, please instead request a travel card by October 11. Cash advances will not be processed from 10/21-11/4. If you have any further questions regarding cash advances, email Disbursements at travelservices@uta.edu.
For individuals traveling at any time during 11/4 – 12/31:
- Complete the travel authorization in UTShare by October 18.
- Travel authorizations with cash advances will remain active and be processed in UTShare.
- Travel authorizations without cash advances will be canceled in UTShare to remove encumbrances. The travel authorization number in UTShare must be referenced in the expense report in Concur.
If you have any further questions, contact the project team at UTAConcur@uta.edu.
