Travel Services – CT&E Travel Tips

April 2, 2014 Issue 1

Reminder – paper TER’s can no longer be accepted by Travel Services for processing. All travel reimbursements must be processed through the Concur Travel and Expense (CT&E) system on-line. Please review the updated Travel Guidelines under YSU Travel Information for important changes related to booking travel and Request and Expense reporting.

In Concur:

Make sure you set up your profile. (Even if you have a delegate, there are a few things a delegate cannot do on your profile):

·  Setup your YSU Travel Card or personal credit card in your profile if you will be making reservations. You can set-up more than 1.

·  Make sure Government Rate is checked under Travel Preferences so that the WSCA rates that YSU is eligible for appear in your reservation options. Also check any other program rates you are eligible for such as AAA/CAA, Military, or Senior/AARP.

If you are setting up a delegate or travel assistant, make sure you check the boxes to assign permissions to that person. ( see below on how to set up a delegate to review reports for the approver)

If you have trouble with the mileage calculator popping up, disable pop-up blockers on your browser and clear your cache - for example on Firefox by going to Options-advanced-network and clear cached web content.

NEW - The Approver now has the ability to give the Delegate access to preview Request and Expense Reports.

The Approver must designate those permissions to the Delegate. If you have previously set-up a delegate, you will need to go back into your profile and set-up these new permissions.

Under Profile/Expense Delegates – check mark the box – Can Review for Approver and Receive Approval Emails. Be sure to click Save to save the changes.

When the Delegate logs in- they will select – You are administering Travel/Expense for and chose the person.

For any reports that are submitted the Delegate will also receive the following email.

Once the Delegate is on the Approver’s screen, they will be able to see the Approver’s own Active Reports and also the Approval Queue. Click on a Request or Expense Report Name to review.

The Delegate’s choices on a Request are limited to:

The Delegate’s choices on an Expense Report are limited to:

When the Delegate is done reviewing either the Request or Expense Report, click Notify Approver. The Approver receives the following email.