Navigating travel authorizations and expense reimbursements at the University of California, San Diego requires using SAP Concur. This platform handles official bookings, card reconciliations, and out-of-pocket reimbursements for faculty, staff, and student employees. Understanding how to set up your profile, pre-authorize trips, and submit reports correctly prevents common administrative delays.
All active university employees automatically receive access to the system. New hires typically require roughly ten business days for data to flow from UCPath through the Employee Activity Hub and Oracle before profile activation. Logging in incorrectly by selecting the wrong institutional tenant or missing key profile settings causes immediate routing errors.
Initial Access and Profile Configuration
Accessing the portal starts by visiting UCSD Blink or navigating directly to Concur UCSD.
When signing in for the first time via Single Sign-On (SSO) credentials, you must select UC San Diego rather than the UC Office of the President. Selecting the wrong option results in login failures that require clearing browser caches. Google Chrome functions as the recommended browser for maintaining stability across booking and reporting modules.
Once logged in, configuring your profile prevents financial unit mismatches and approval bottlenecks:
- Navigate to your profile settings and confirm that your primary assignment financial unit matches your current department.
- Verify your email address to enable mobile receipt forwarding.
- Designate travel arrangers or delegates if administrative staff members need to prepare requests on your behalf.
Managing Travel Requests and Bookings
Official university travel must be pre-authorized through the Request module before incurring expenses. Creating a Travel Request generates the necessary pre-approval and links directly to subsequent expense reports.
When booking flights, hotels, rail lines, or rental cars, the platform applies negotiated institutional rates. Employees may also utilize the booking engine for personal travel arrangements to capture institutional discounts.
- Pre-approvals: Submit travel requests well in advance of departure dates to accommodate departmental review workflows.
- Guest Travel: Non-employees and guest travelers require coordination through designated profiles, while graduate students are automatically integrated as guest travelers.
- Travel Cards: Using the university's Travel and Entertainment Card ensures transactions flow automatically into your profile, eliminating manual entry.
Reconciling Expenses and Submitting Reports
After completing a business trip or hosting an approved on-campus event, expenses must be reconciled promptly. Submitting reports past established university timeframes requires formal justifications and can delay reimbursements.
The platform distinguishes between several report types:
- Travel Expense Reports: Reconcile transportation, lodging, and per diem allowances tied to pre-authorized trips.
- Event Expense Reports: Handle meeting and entertainment costs, which are required for full-service on-campus catering.
- Procurement Card Reconciliations: Monthly card settlements for routine low-cost business goods.
While administrative delegates can build and prepare reports, regulatory compliance mandates that the traveler personally logs in to sign off and submit travel expense reports.
Utilizing the Mobile App and Digital Receipts
Paper receipts can easily get lost during transit. Utilizing the SAP Concur mobile app streamlines record-keeping through digital capture.
- Download the mobile application and log in using the institutional Single Sign-On code (VL9G8W).
- Use the built-in ExpenseIt feature to snap photos of paper receipts, which automatically translates them into draft line items.
- Forward electronic receipts directly to receipts@expenseit.com or receipts@concur.com after verifying your email address within the platform.
Common Mistakes to Avoid
Avoiding administrative pitfalls saves time and prevents expense rejections:
- Failing to certify personally: Delegates can prepare reports, but travellers must execute the final submission.
- Mismatched financial units: Outdated profile assignments route charges to incorrect departmental chart strings.
- Delayed submissions: Waiting weeks past the travel window turns standard reimbursements into overdue exceptions requiring extra documentation.
For additional assistance, consult the UCSD Services & Support Portal or attend the bi-weekly Procure to Pay and Travel office hours.
Frequently Asked Questions
Can I use Concur to book personal travel?
Yes. Employees can utilize the booking engine to access negotiated university rates for personal itineraries, though personal expenses are charged directly to personal credit cards rather than university accounts.
Why can't I log in as a new employee?
New hires typically experience a ten-business-day lag before system access becomes active. Data must transfer sequentially from UCPath through the Employee Activity Hub and Oracle before reaching the platform.
What happens if I select the wrong login tenant?
Selecting the UC Office of the President instead of UC San Diego during initial login causes authentication errors. Clearing your browser cache and restarting the login process allows you to select the correct campus tenant.
Can my delegate submit my travel expense report for me?
No. Due to regulatory compliance and certification mandates, delegates can build reports, but the traveler must personally log in to review and submit the final document.
