Frequently Asked Questions (FAQs)
If your question is not answered below, submit a question by emailing OB, BCPO.
Last Updated: 12/31/2019
Q: Why is SAP Concur being implemented?
A: SAP Concur is being implemented ot provide Commonwealth travelers with more efficient, modern, and mobile travel services, combining travel request, booking, expense reimbursement, and reporting into one online and mobile solution.
Q: When will SAP Concur be available for use?
A: SAP Concur will be available for travel reservations on January 2, 2020 and travel expenses on January 7, 2020.
Q: Will I be trained to use SAP Concur?
A: Training options are listed on the SAP Concur tile of this website. Commonwealth employees can access training through Employee Self Service (ESS) My Training, use SAP Concur as the search term, and click the Find button.
Q: Does everyone who travels need a profile in SAP Concur?
A: Yes. All personnel who have an SAP Employee ID number will have a profile. All travelers, travel arrangers, and travel approvers must log-in to SAP Concur and setup their profile.
TRAVEL ARRANGERS (DELEGATES)
Q: My office utilizes a Travel Arranger to perform travel planning and expensing activities. Will SAP Concur accommodate Travel Arranger functionality?
A: Yes. SAP Concur allows employees to assign delegate permissions to perform tasks on their behalf, such as booking travel and submitting expense reports.
Q: How will non-commonwealth travelers (NonComms) log-in and set up their profile?
A: If NonComms have an SAP Employee ID number, their profile will be loaded in SAP Concur. They will not be able to access their profile, so SAP Concur Administrators will attempt to add a delegate based on previous trip entry data. If a Travel Arranger is not able to act on a NonComm's behalf after go-live, they should send an email requesting a delegate assignment to the BCPO Travel Audits Help Desk at firstname.lastname@example.org.
Q: Is there a limit to the number of travelers that a delegate can have assigned to them?
A: Yes. A delegate may only have up to 250 travelers assigned to them.
Q: Can a delegate submit travel and approve travel for the same person?
A: No. SAP Concur prevents a delegate from entering and approving the same trip.
Q: Will a delegate be able to view a trip's history?
A: Yes. Delegates will be able to see the trip history via the Audit Trail link within a trip in SAP Concur.
Q: Will SAP Concur replace the COSTA system for out-of-state travel?
A: No. COSTA will continue to be used for out-of-state travel requests.
Q: Will SAP Concur eliminate ADTRAV?
A: No, ADTRAV will remain as the Commonwealth's contracted travel agency. SAP Concur will replace GetThere as the online booking tool and it will also replace SAP/ESS for travel expense reimbursements.
Q: I have travel booked through GetThere. Do I need to cancel the reservation and book it through SAP Concur?
A: No, you do not need to cancel and rebook any reservations. However, when you return from your trip you will need to use SAP Concur to create a new expense report.
Q: If a traveler qualifies to use the Agency Lodging Card, can SAP Concur be used to book the hotel reservation online?
A: No. ADTRAV will need be contacted via phone at least three business days in advance of the trip to request use of the Agency Lodging Card.
Q: In SAP Concur, what is the "Flights & Trains" tab for reservations?
A: SAP Concur has the ability to reserve and purchase Amtrak train tickets. When a user is searching for using this tab, SAP Concur will return both flights and trains in the search results if trains are an option for the city pair entered. If trains are not an option based on the search criteria, SAP Concur will only return the flight options.
Q: Is a car rental still reserved through the Ground Travel Worksheet when it is not associated with a flight?
A: Yes. This procedure has not changed. SAP Concur should only be used for a rental car when associated with a flight.
Q: Will SAP Concur be used for overnight travel or also for daily travel?
A: SAP Concur will be used for all travel.
Q: Now that the travel policy only allows one trip submission per week, how will I enter my expenses if I have more than one trip in a week?
A: SAP Concur allows users to combine trips, including day travel and overnight travel, into one report submission.
Q: When attaching images (.pdf, .jpg, .jpeg, .tif, and .tiff) in SAP Concur, are we limited to the size of the file?
A: Yes, the file size limit is 5MB.
Q: What is the workflow timeline for a trip within SAP Concur?
A: After a trip is submitted for approval, it workflows to the designated trip approver. If no action is taken by the approver after five days, the trip will workflow to the next level in the approver's chain of command. An approver has the option to send the trip back if a correction is needed or they may approve the trip to workflow to BCPO Travel Audits.
Q: Will travel expense reports look the same in SAP Concur as they did in SAP?
A: No. The travel expense report in SAP Concur was not able to be formatted the same as the SAP statement, it does look different.
Q: Will I be required to use my personal mobile device to use SAP Concur mobile apps?
A: No, using SAP Concur mobile apps on personal mobile devices will be optional, not required.
Q: Are we expected to use the GPS on our phone so it downloads to SAP Concur?
A: No. The mileage capture functionality of SAP Concur Drive will be available within the SAP Concur app and is an optional feature.