SAP Concur Launch Week: Day Five!

It's the final day of launch week! Thank you to everyone who has joined us for training sessions, help desk hours, and hands-on support as we roll out SAP Concur across campus.

Today's Schedule:

• 10:00 AM – Concur Traveler + Arranger Training (Live)
  Location: Fine Arts Room 215
  This session provides an in-depth look at how to create travel requests, book trips, and submit reimbursements in SAP Concur. It's perfect for frequent travelers and those who arrange travel on behalf of others.
  View Event Details

Help Desk Support
We'll be available again today for virtual support from 1:15–2:30 PM. Drop in with any questions or issues as you start using the system.
Join the Help Desk Session (not a training)

If you can't make it to training or the help desk but need assistance, email us at travel@umbc.edu. You can also visit travel.umbc.edu anytime for the Interim Travel Policy, FAQs, recorded trainings, and travel discounts.

Training Doesn't Stop Here!
Launch week may be wrapping up, but we're just getting started. We'll continue offering SAP Concur training sessions weekly to make sure everyone across campus has the opportunity to learn, ask questions, and feel confident using the new system.

Stay tuned — we'll be posting new training dates and registration links soon! Whether you're brand new to Concur or looking to sharpen your skills, there will be a session for you.

Thank you for making launch week a success — and for helping us make SAP Concur and our new Travel website a true one-stop shop for UMBC travel!

SAP Concur Launch Week: Day Four!

We're nearing the end of launch week, and we're continuing to offer training and support to help the UMBC community get comfortable with SAP Concur.

Today's Schedule:

• 9:30 AM – UMBC Travel Policy Training (Virtual)
  This session explains the why behind UMBC's travel policies, with a focus on compliance with federal tax rules, the IRS Accountable Plan, and university-specific requirements.
  View Event Details

• 11:00 AM – Concur Approver Training (Live)
  Location: Mathematics/Psychology Room 106
  This in-person session is designed for UMBC faculty, staff, and designated approvers. It provides the knowledge and tools needed to effectively review and authorize travel requests in SAP Concur.
  View Event Details

Help Desk Support
If you need individual assistance, we'll also be offering virtual support today from 1:00–2:30 PM.
Join the Help Desk Session (Not a training session) 

If you can't attend a session but have questions, please email us at travel@umbc.edu, or visit travel.umbc.edu for the Interim Travel Policy, FAQs, training resources, and discounts.

SAP Concur Launch Week: Day Three!

We're keeping the momentum going as we continue to roll out SAP Concur!

Join us today from 9:30–11:00 AM for virtual support on Webex — our team is here to answer your questions and help you get comfortable using the new system.
Join the session (this is not a training) 

Today's Highlight: Travel Discounts
Did you know that everyone with a UMBC email address is eligible for an exclusive Southwest Airlines discount? Through UMBC's new partnership, travelers can save on airfare whether booking for university business or personal travel.

It's simple to get started — just sign in with your existing Southwest account or create a new one using your UMBC email address. Once registered, the discount will automatically appear when you book flights through the Southwest Business (SWA Biz) Portal, giving you access to special rates and flexible travel options.

For details and to access all UMBC travel discounts, visit:
https://travel.umbc.edu/concur/travel-arrangements/discounts/

SAP Concur Launch Week: Day Two!

We're here to help as you get started in the new travel system, SAP Concur.
Join us today from 9:00–11:00 AM and 12:00–2:00 PM — we'll be live in the UC Lobby in front of the Center for Global Engagement (Room 207) and also available virtually on Webex for one-on-one support.

If you can't make it in person or online, you can always email us your questions at travel@umbc.edu.

In addition, SAP Concur provides User Support Desk assistance directly to all UMBC travelers. You can access it right within Concur for help with system navigation or troubleshooting.

And don't forget to visit our new website at travel.umbc.edu for the Interim Travel Policy, FAQs, discounts, training links, and more.

SAP Concur go live is so close, IT'S SCARY!!

Monday November 3rd is right around the corner and we are ready to launch, with SAP Concur!  

UMBC TRAVEL WEBSITE

We are very excited to announce our new UMBC Travel website. The team has worked hard to curate this site with all the information you may need to navigate the SAP Concur system!   

Quickly find resources for policy, procedure guidance, FAQ's and more at  travel.umbc.edu.

NEED MORE HELP?

If you have been to training, you know that you can get support for your use of SAP Concur in a number of ways.

1.Concur User Support Desk:   Open 24/7/365 you can call the support resources to get functionality questions answered anytime at: 1-866-793-4040

Alternatively connect directly from the Concur interface by clicking on the "?" on the Concur interface.  

2.For UMBC Travel policy questions or concerns, contact UMBC Business Services 

Phone:  410-455-8988

Email  Travel@UMBC.edu

3.If you need support while booking a trip, or while on a trip you booked in either Concur Travel or with the assistance of ALTOUR, you can call ALTOUR directly:

• Phone:  800-333-2115
  email : travelon@altour.com 

NEED EVEN MORE HELP?

During the launch we will have open drop in hours to support your needs as you become acclimated to Concur.  Need help getting started with an App, still unsure how to set up delegates, just drop in.

• Monday, November 3 from 11:00 - 12:00 PM LIVE in UC 312 

• Tuesday, November 4 from 9:00 - 11:00 AM (LIVE in the UC Lobby in Front of the Center for Global Engagement, Room 207 + (Virtual on Webex)

• Tuesday, November 4 from 12:00 - 2:00 PM ( LIVE in the UC Lobby in Front of the Center for Global Engagement, Room 207  + (Virtual on Webex))

• Wednesday, November 5 from 9:30 - 11:00 AM (Virtual on Webex)

• Wednesday, November 5 from 2:30 - 4:30 PM (Virtual on Webex)

• Thursday, November 6 from 1:00 - 2:30 PM (Virtual on Webex)

• Friday, November 7 from 1:15 - 2:30 PM (Virtual on Webex)

Reminder - you can download the SAP Concur and TripIt Pro mobile apps here! 

____________________________

Training Still Available!

Thank you to all who have already participated in training for our new travel solution.  There are still opportunities to receive training visit our myUMBC Travel group to sign up for an upcoming training.

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.

• Nov 3 -  (Live), 9:00 – 11 AM 

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

• Oct 29 -  (Virtual), 2:00 – 3:30 PM

• Nov 5 - (Virtual) 1:00 - 2:30 PM

• Nov 6 - (Virtual)  9:30 - 11:00AM

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

• Oct 31 - (Virtual) 10:00- 11:30 AM

• Nov 5 - (Virtual) 11:00 - 12:30 PM

• Nov 6 - (Live)   11:00 - 12:30 PM

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

• Oct 30 - (Virtual) 10:00 - 12:00 PM

• Oct 30 - (Live) 1:00 - 3:00 PM

• Oct 31 - (Live) 1:00 - 2:30 PM 

• Nov 3 - (Live)  1:00 - 3:00 PM

• Nov 7 - (Live) 10:00 - 12:00 PM

We're excited for our community to benefit from many of the features included with SAP Concur, and today will share a bit about the mobile apps. You can download the SAP Concur and TripIt Pro mobile apps here! 

The SAP Concur mobile app is available for smartphones to manage business expenses, travel, and invoices on the go. Users can create and submit expense reports, book flights and hotels, approve invoices, track mileage, and use the camera to capture receipts for instant expense entry. 

Key Features

• Expense Management: Create and submit expense reports, view credit card transactions, and use the ExpenseIt feature to capture receipts with your phone's camera. (but keep your receipts) 

• Travel Booking: Book flights, hotels, and rental cars, and manage your travel itineraries. 

• Travel Alerts: Get real-time travel updates, gate information, and other alerts through integration with services like TripIt. 

• Approvals: Review and approve travel requests, expense reports, and invoices. 

• Mileage Tracking: Capture and track business mileage directly within the app. 

Our contract with SAP also includes free TripIt Pro, a separate application available at no cost to UMBC employees. Favored by frequent and savvy travelers, this application will turbo charge your travel experience and put you in control of your itinerary. Keep an eye out for our post next week. 

Learn more about the mobile app experience in our training sessions.  Sign up for our training on the links below in this post, or on the myUMBC Travel group.

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.

• Oct 28 - (Live), 12:30 – 2:30 PM

• Nov 3 -  (Live), 9:00 – 11 AM 

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

• Oct 23  - (Live), 1:00 - 2:30 PM

• Oct 29 -  (Virtual), 2:00 – 3:30 PM

• Nov 5 - (Virtual) 1:00 - 2:30 PM

• Nov 6 - (Virtual)  9:30 - 11:00AM

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

• Oct 23 -  (Live) 9:30 - 11:30 AM

• Oct 24 - (Virtual) 12:00 - 2:00 PM 

• Oct 28 - (Virtual) 10:00 - 11:30 AM

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

• Oct 24 -  (Live) 9:30 - 11:00 AM

• Oct 27 - (Virtual) 10:00 - 11:30 AM

• Oct 31 - (Virtual) 10:00- 11:30 AM

• Nov 5 - (Virtual) 11:00 - 12:30 PM

• Nov 6 - (Live)   11:00 - 12:30 PM

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

• Oct 29 - (Virtual) 9:30 AM - 11:30 AM

• Oct 30 - (Virtual) 10:00 - 12:00 PM

• Oct 30 - (Live) 1:00 - 3:00 PM

• Oct 31 - (Live) 1:00 - 2:30 PM 

• Nov 3 - (Live)  1:00 - 3:00 PM

• Nov 7 - (Live) 10:00 - 12:00 PM

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