Advancement

Concur

Using Concur for Travel and Expense Management

The Stony Brook Foundation implemented Concur to provide, among other things, a singular point of entry, wherever possible, for employee travel expense reimbursement and corporate card/travel card/p-card reconciliations. The Concur platform is a Stony Brook University-administered system, and SBF is leveraging that system. To that end, there are certain limitations outside of SBF control that determine how Concur is utilized.

Concur relies on a Human Resource Department-managed field within the PeopleSoft HR Module for its approval workflow. We cannot speak to HR policies and procedures, but we are able to identify the general rules below regarding who can utilize Concur to submit expense reimbursements.

If you are unable to access Concur and believe you fall under one of the categories listed below who CAN submit reports via Concur, you must contact HR to help resolve your issue.

CAN submit expense reports via Concur:
  • Faculty/Staff — active SBU employee designated with a blue-colored SBID card 
  • Graduate student actively employed with any of the following three titles:
    • Graduate Assistant (GA)
    • Teaching Assistant (TA)
    • Research (Project) Assistant (RA)
 
CANNOT submit expense reports via Concur (known staff/affiliates with NO supervisor information in PeopleSoft):
  • Affiliate
  • Contractor
  • Consultant
  • Emeriti
  • Fellows
  • ASA employees
  • Graduate student employees not with the titles GA/TA/RA
  • NYS Attorney General’s Office
  • PEO (professional employer organization)/CPMP
  • Resident (hospital)
  • Hospital (satellite) employees
  • SFE employees
  • Temporary employees
  • Undergraduate student employees

International Travel Requests
  • SBF is following the university’s policies regarding international travel.
  • All international travel requests must be submitted via Concur to be reviewed and approved by Enterprise Risk Management, the traveler’s direct supervisor and the department’s account manager.
  • See the SBF Concur International Request QuickStart Guide for further information on accessing and using the system.

Travel Expense Reimbursements
  • Travel reimbursements through Concur are for employees only.
  • See the SBF Concur Travel Expense QuickStart Guide for further information on accessing and using the system.

Credit Card Reconciliation
  • Starting with the April 2024 credit card statement cycle (due by the end of May), all cardholders must reconcile their monthly charges via the Concur platform.
  • See the SBF Concur Credit Card Reconciliation QuickStart Guide for further information on accessing and using the system.
  • Refer to this SBF JPM Chase Credit Card Checklist for credit card usage and a list of the documents you will need to reconcile your credit card.
  • Through SBF’s Team Dynamics (TDX) platform, you may apply for a JPM credit card, request permanent and temporary credit limit increases, cancel or replace your card and make general credit card inquiries.
    • Navigate to the SBF Team Dynamics (TDX) ticketing system.
    • Click on “Make A Request.”
    • Click on the “Spending Money From Your Account” button.
    • Click on the “Credit Card” button.
    • Click on the applicable button on the right for the action you would like to perform.
    • When applying for a new credit card, please complete the entire form and ensure you include the name of the account director or an account signatory (even if this person is also your immediate supervisor) for the SBF Account ID you identified on the form.
    • Always include the amount requested for the credit card increase and a justification for the increase.

Forms marked with "you must be logged into TDX to access" are hosted within the SBF Resources section in SBF TDx Portal. To access the form, you must first be logged into the portal by clicking one of these links using your NetID and password.

If you would like a copy of any of the following Concur Quick Start Guides:

  • International Requests
  • Travel Expense
  • Credit Card Reconciliation

Please contact tina.arora@stonybrookfoundation.org or lois.arens@stonybrookfoundation.org

Technical support and questions regarding login, passwords, navigating through the Concur platform and all functionality issues should be directed to:
SBF Policy and Procedure inquiries should be directed to: 
Credit card inquiries should be directed to: