SAP Concur Is Coming!

Wed, 08 Oct 2025 15:51:43 -0400

UMBC's New Travel System Launches November 3 – SAP Concur Is Coming

We're excited to share that UMBC's new travel system, SAP Concur, will launch campus-wide on November 3. Active UMBC employees will have access to Concur for using our self booking tool, creating authorization requests, and easy ways to collect and submit expense reports. There are exciting new tools including a mobile app, AI-assisted receipt management, easy mileage calculation, and more. We'll be sharing sneak peaks leading up to the launch of Concur.

To help everyone prepare, we'll be offering both in-person and live virtual training sessions starting October 23rd and early November. These sessions are designed for every role in the travel process — travelers, arrangers, and approvers. More information and registration links will be shared soon.

Training Descriptions

Concur Orientation – A high-level overview of the full travel process from start to finish including a discussion of the apps available providing access to your information anywhere you are.

Policy Training – Explains the UMBC interim travel policy and the reasons behind the policies.

Arranger Training – (Formerly "Preparers") For admins arranging travel on behalf of others, such as guests, students, faculty, or staff.

Approver Training – A step-by-step walkthrough of the approval process from the approver's perspective.

Traveler + Arranger Training – Geared toward travelers, with arrangers encouraged to stay for the final portion specific to their role.

What You Can Do Now

UMBC Business Services has launched a combined new W-9/W-8BEN Tax Document form to streamline the process of setting up employees to be reimbursable. Travel Reimbursements continue to be fulfilled/ via the State of Maryland General Accounting Division (GAD).

If you are a UMBC Employee (including Graduate Assistants) who previously completed a W-9, you will be automatically set up to be reimbursable in Concur. You can double check your status via the current Travel System – if you see a remit address at the top of your pre-approval or reimbursement, you're good to go. Otherwise, if you will be traveling on UMBC business for the first time or arranging guest travel, please complete the new W-9/W-8BEN Tax Document form.

Guests and non-Graduate Assistant students will not have access to Concur, and will need to recomplete a W-8BEN/W-9 to be reimbursed in Concur, even if they have traveled before. The travel arranger will initiate the new W-9/W-8BEN Tax Document form, not the traveler. The travel arranger is the UMBC person who will be arranging the details of the travel, submitting the request on behalf of the guest/student, and submitting the final expense report on their behalf.

This form is required for:

All Travelers (both employee and non-employee) remit address updates

Creation of new traveler profiles for non-employees

Travelers who do not have a remit address on file will not be able to complete (or have completed on their behalf) requests and expense reports in Concur until this form has been processed. For instructions please follow these links:

I am a UMBC employee filling this out for myself
I am a Travel Arrangers initiating this form on behalf of a non-employee: student or guest