Before You Travel
Managing Your SAP CONCUR Profile
- All active, full-time employees will automatically have access to the Concur system via the Knox County Schools website under staff links.
- Login using your KCS login credentials.
- Part-time employees who travel or administer travel for others should notify the Business Services Department for access to the system.
Verifying & Completing your CONCUR Profile
Much of the personal information in Concur is populated from Munis. Information should be verified for accuracy. Contact your supervisor and work with HR/Payroll to correct pre-populated information if needed. Corrected information will be imported into the CONCUR system during the next nightly extract. To complete the process, additional items will need to be entered by the employee.
» Verifying Personal Info In CONCUR
Identifying Delegates and Travel Assistants
On your employee profile page, you have the option of authorizing other individuals to act on your behalf. The individuals can be assigned the role of delegate and/or travel arranger. An individual can be assigned both roles.
Using the Delegate feature, there is a permission that the manager can set up, “Can Preview for Approver.” The authorized individual could review request authorizations and expense reports submitted by the managers employee(s) before the manager approves.
Activating Travel Apps & E-Receipts
Knox County School system employees have access to several apps to aid in booking travel, keeping up with receipts, and managing their itinerary. They are optional, but are available for employee use at no cost.
Local travel is defined as related to recurring, routine mileage related to normal daily job duties. (e.g., driving from school to school on a daily basis). Both local and out-of-town travel must be submitted in CONCUR. However, the processes differ between the two. Local travel does not require completion of an authorization request. Employees eligible for local mileage reimbursement submit monthly expense reports in CONCUR using the built-in mapping program and submit to their manager for review and approval.
Travel Authorization – Out- of Town Travel Only
Out-of-Town Travel (often called trip related or conference travel) is defined as atypical, non-recurring travel, and has different approval requirements. Knox County School system employees must prepare and submit their request in Concur. A separate request must be entered and approved for each trip. Electronic workflows are established in Concur that will notify the employees' direct supervisor that a request has been submitted.
Employees will receive notifications via email when their direct supervisor has approved the request. Once approval notification is received, an employee is authorized to book travel. Managers should review and approve accurate/completed request.
New Workshop - Travel Need to Know Before You Go!!
Join us for one of 2 workshops when Kristi Carter with Carter Transportation/Super Shuttle will join us to present information about their services and answer questions. Learn how you can direct bill group shuttle invoices and get answers to your transportation questions. Also, learn how to register yourself or your travelers to gain direct bill status so that airfare or qualifying car rentals can be booked directly with Anthony Travel or via Concur and automatically be direct billed.
Workshops are October 26th and 27th.