Important Travel Project Updates

March 24, 2020 – Training Update

Concur Travel and Expense Training Opportunities

Whether you have been using Concur since October or you are going live this spring, training is available for all Employees, Grad Assistants, Grad Interns, and Post-Docs. Please visit the Professional Development Training Page directly to register for a session(s) most applicable to you.  Training options are outlined in the table below.

Concur Travel and Expense Reference Material

As always, training documentation, pre-recorded training, and e-learning modules are always available by visiting the Travel and Expense Project Page directly.

Class Title

Description

Training Length

Concur Delegate Training (WebEx) This session is recommended for employees, who will be delegated to assist with the preparation of travel requests and/or expense reports, on behalf of another UConn End User (traveler). This training encapsulates the entirety of all concur training sessions, excluding Approver related tasks. You do not need to attend the other trainings in addition to this, unless you are also approving requests and/or expense reports.

3 Hours

Concur Travel and Request Training for End Users (WebEx) This session is recommended for employees traveling on behalf of UConn.

1.5 Hours

Concur Expense Report End User Training (WebEx) This session is recommended for employees seeking reimbursement for UConn travel and/or non-travel related business expenses.

1.5 Hours

Concur Approver Training (WebEx) This session is recommended for employees approving travel requests and/or travel and non-travel expense reports at UConn. Approvers in Concur are defined as those whom have direct reports in CORE CT and/or those listed as a Fiscal Officer in KFS.

1 Hour

 

February 14, 2020 – Go-Live Update

The SAP Concur project is a collaborative UConn initiative to implement a best-in-class, cloud-based Travel and Expense management service for the university.  There are currently over 2,600 employees participating in the pilot phase of this project.  There has been strong feedback during this phase that complexity in the environment has, at times, made it difficult to make best use of the service.

Based on this feedback, the first phase of the project will not go-live on its previously scheduled date of March 10, 2020.  The project will, instead, assess the environment to streamline elements of the workflow and to simplify customer interaction.  In the coming weeks you will hear more details about the project, including updated timelines and rollouts.

We would like to extend our thanks to the pilot participants and to other engaged members of our community for your efforts and thoughtful contributions.  Your partnership has been invaluable.  We are committed to providing a high-performing system that represents the best practical balance between effective university controls and a robust, enjoyable customer experience.  Please do not hesitate to contact us or the project if you have comments, questions, or concerns.

December 4, 2019 – Training Update

We are excited to announce the roll out of Concur Travel and Expense, the new travel management system.  The EVPCFO organization is scheduled to go-live on January 22, 2020 as part of the early adoption program for Concur.  In preparation for this go-live, we will be offering a series of live training classes.  Below are the registration links and descriptions for each of the four courses being offered.

Class Title Description Training Length
Concur Preparer Delegate Training This session is recommended for employees, who will be delegated to assist with the preparation of travel requests and/or expense reports, on behalf of another UConn End User (traveler). This training encapsulates the entirety of all concur training sessions. You do not need to attend the other trainings in addition to this.  

 

3 Hours

Concur Request and Travel Training for End Users This session is recommended for employees  traveling on behalf of UConn.  

1.5 Hours

Concur Expense End User Training This session is recommended for employees seeking reimbursement for UConn travel and/or non-travel related business expenses.  

1.5 Hours

Concur Approver Training This session is recommended for employees approving travel requests and/or travel and non-travel expense reports at UConn. Approvers in Concur are defined as those whom have direct reports in CORE CT and/or those listed as a Fiscal Officer in KFS.  

1 Hour

We encourage all employees to attend training based on the matrix below. 

Role Concur Preparer Delegate Training Concur Request and Travel Training for End Users Concur Expense End User Training Concur Approver Training
End-User (Traveler)
 
 
 
Prepare Delegate
 
 
 
Approver (Including Approver Delegates)
 
 
 

If you have any questions regarding this upcoming training, please reach out to travel@uconn.edu or call 6-2289.  We look forward to seeing you all in training over the next couple of weeks.

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November 29, 2019 – Go-Live Update

The members of the project team have been working hard over the last year to ensure the new travel system is customer friendly, intuitive, efficient, and stable.  There has also been extensive work with Key Travel, our new travel management company, to ensure the level of customer service experience delivered to UConn travelers is of high quality.  A pilot program for Concur was launched on October 15, 2019 for seven different areas across our Storrs and Regional campuses.  The objective of this pilot was to garner feedback from actual travel program users and then incorporate their feedback into the system prior to rolling out Concur to the campus community.

Since the pilot go-live, we have received a lot of helpful, concise, and constructive feedback from our dedicated pilot participants, as well as from leaders throughout the campus.  This feedback included suggestions for extending the adoption period of our new program ahead of University-wide go-live.  This recommended extension will allow for additional training sessions and formats, as well as, open forums to address questions from the campus community as we trend toward go-live.

After listening to and considering the received feedback, which has now been incorporated into a revised project plan, it has been decided to have a phased roll out of Concur, with the final roll out planned for  March 10, 2020.  This timing better aligns with the academic calendar, and the time demands of faculty and support units.

Prior to the final rollout, divisions including University Business Services (UBS), Controller, Budget & Institutional Research, Public Safety, Human Resources, Facilities Operations, and University Planning, Design, and Construction (UPDC), will join the current pilot participants as early adopters of this system on January 22, 2020. Please be on the lookout for additional communications regarding trainings, town halls, and open labs to support the University faculty and staff during this transition. If you have any questions, please email Travel.Project@uconn.edu.

We thank you for your feedback and continued support as the University deploys this exciting new Travel Program!