The Travel Approver (or Approving Official) is the individual authorized to approve travel and time away from workstation or the individual authorized to expend funds.

Their responsibilities include

  1. Ensuring validity of business need for travel
  2. Reviewing Travel Requests and Expense Reports and associated documentation to verify expense(s) is allowable and adequately substantiated
  3. Approving Requests and Reports in a timely manner
  4. Verifying expense is charged to the proper accounting
  5. Approving “audit flags” in Concur (e.g. high dollar amount, missing fields, policy violations, etc.)

While an approver may delegate the responsibility of approving Travel Requests and Expense Reports, the approver retains the accountability for ensuring compliance with all UA travel rules and regulations.

Visit the "First Time Users" page for more information on logging into Concur and updating your general profile options.

Designated Approver

The Default Approver for employees is their supervisor as listed in Banner form NEA2SPE. Employees without an assigned supervisor in Banner are manually profiled with their supervisor as the Default Approver. The Default Approver is changeable by statewide and campus travel administration but reverts to the primary supervisor in Banner with the daily extract and file updates.

The Default Approver for non-employees is the authorized financial approver. This is assigned at profile creation and changeable by statewide and campus travel administration.

The Cost Object Approver (COA) is the Researcher assigned to the restricted fund in Banner page FTMFUND. If the "Researcher" field is blank in FTMFUND, then the COA is the PI assigned in Banner page FRAGRNT. This is only changeable by updating the Researcher/PI in Banner.

The optional Department Approver is sometimes the department travel coordinator or financial manager. This is assigned, changed or removed directly on the traveler’s Concur profile.

Travel Request

Concur is programmed to apply regulatory approval requirements to the Travel Request. (R05.02.060.A.(4))

  1. At least one authorized approver on each Request, except for self-approvers on domestic travel
    1. Supervisor/Default Approver approval on travel paid with unrestricted funds
    2. COA approval on travel paid with restricted funds
    3. Supervisor/Default Approver approval on travel paid with restricted funds for which the traveler is the COA; Concur is programmed with a "skip-step" to reroute the Request
  2. Supervisor/Default Approver approval on all international travel
  3. Optional Department Approver as assigned in the traveler’s Concur profile

Expense Report

Concur is programmed to apply most regulatory approval requirements to the Expense Report. (R05.02.060.A.(15.b))

  1. Expenditure authority approval if over 10% and $200 of the Travel Request estimate
  2. Expenditure authority approval if the funding source changes from the Request
    1. Allocated expenses are not automatically routed for re-approval
    2. The campus Processor may route the Report to additional approvers as required
  3. Supervisor/Default Approver approval if the traveler is the expenditure authority
  4. Optional Department Approver as assigned in the traveler’s Concur profile
  5. Campus Expense Processor (campus travel auditor) approval on all Reports

All international travel requires supervisor approval including international travel for those otherwise authorized to approve their own travel.

US Export Control laws regulate the transfer (physical and electronic) of goods, technologies and technical data outside of the US for economic, national security and foreign policy reasons. The regulations also cover the provisions of services to restricted entities or denied parties.

The three main regulatory agencies are the Department of State, the Department of Commerce and the Department of Treasury. The list below may trigger the need need for an export license from any of those agencies, although the regulations do contain some licensing exceptions and exemptions.

For foreign travel, this means UA needs to screen the following:

  1. Destination countries for embargoed or sanctioned destinations
  2. Hosting organization or individual or foreign collaborator (for professional conferences, these are the sponsoring institutions) for denied or restricted entities
  3. Transportation of any UA owned equipment either for temporary or permanent export, whether shipped ahead of time or taken as carry-on or checked baggage including laptops, computers, after-market software including encryption, scientific instruments, etc.
  4. Any technical data including proprietary or confidential data (e.g. via an NDA) and data required for the design, fabrication, operation or maintenance of military or dual-use technology

An approval delegate has access to review and approve Travel Requests and Expense Reports on your behalf. Concur Request and Expense share delegates, so assigning a delegate to one assigns it to the other.

An approval delegate can be permanent or only for a specific date range (e.g. for a planned vacation). Supervisors/Default Approvers and COAs should designate a permanent approval delegate in case you are unexpectedly out.

Visit the "First Time Users" page for more information on logging into Concur and updating your general profile options.


Add Delegate

  1. Navigate to the upper right-hand corner of the Concur dashboard and select the Profile drop-down menu
  2. Click "Profile Settings"
  3. Select "Expense Delegates" from the Profile Options menu
    Or
    Click the "Request Delegates" or "Expense Delegates" link in the left-hand navigation pane
  4. The “Delegates” tab is individuals assigned as delegates to your account
  5. Click “Add” then search for and select the desired delegate’s name
  6. Assign the applicable permissions and click “Save”

Delegate Permissions

  1. Can Approve [indefinitely on the approver’s behalf] – Use this option to set a backup that can always approve on your behalf (no time limit).
    Before giving an individual this type of delegate access please ensure they have the authority to approve on your behalf.
  2. Can Approve Temporary (a date range is required) – Use this option to set a date range for someone to approve on your behalf.
    Before giving an individual this type of delegate access please ensure they have the authority to approve on your behalf.
  3. Can Preview for Approver – Use this option to set a delegate to preview the Expense Report/Travel Request before you. This delegate cannot approve the Report/Request on your behalf.
    Instead, the delegate's task is to ensure that the Report/Request is ready for you to review and approve. With this option, you can wait until the preview delegate has selected “Notify Approver” (which generates an email notification to the approver), or you can approve the Report/Request without this delegate’s review.
  4. Receives Approval Emails – The delegate is copied on your approval notification emails.

Email Notifications

In addition to the initial email indicating a Travel Request or Expense Report requires their approval, approvers receive email notifications if a Request or Report is still pending approval after a designated amount of time. These notifications come from EmailReminderService@concursolutions.com and are not optional (i.e. users cannot opt out in their email settings). Delegates with the “Receives Approval Emails” permission are cc’d on these notifications.

Note: UA recommends marking @concursolutions email addresses as safe senders. Otherwise, the notification emails may filter to a spam folder.

  • Trigger: Sent to the assigned approver if Expense Report is not approved by them after two days
  • Email Verbiage: You have <#> Expense Reports pending your approval. Reports not approved within 10 days of submission will timeout and move into your supervisor’s approval queue.
  • Information Provided: Report(s) pending approval
  • Resolution: Cease after the pending Report(s) is approved

  • Trigger: Sent to the assigned approver if Travel Request is not approved by them after four days
  • Email Verbiage: You have <#> Travel Request pending your approval.
  • Information Provided: Request(s) pending approval
  • Resolution: Cease after the pending Request(s) is approved