FAQ's

As of 5/9/2024:

Must have an Electronic Post Office (EPO) email address. This can be confirmed by
bringing up the person's record in the public people directory on Stony Brook's website.

STAFF STATUS: Person must be an active SBU employee designated with a blue-colored
SBID card or

Person is a Graduate Student actively employed with any of the following three titles:

1. Graduate Assistant (GA) or
2. Teaching Assistant (TA) or
3. Research (Project) Assistant (RA)

E-RAS: Person is designated as either an Account Director, Signatory Delegate or Traveler
in E-RAS. This gives the traveler the ability to select the associated account number when
creating a Concur REQ/EXP.

SUPERVISOR: Person must have a supervisor listed in Concur that is sourced from PS,
since this is a required workflow step.

Known Staff with No Supervisor Information

1. Emeriti
2. Fellows
3. ASA Employees
4. Graduate Student Employees not with the titles (GA/TA/RA)
5. NYS Attorney General's Office
6. PEO (Professional Employer Organization)/CPMP
7. Resident (Hospital)
8. Satellite Hospitals
9. SFE Employees
10. Temporary Employee
11. Undergraduate Student Employees

 All State and RF Employees should use Concur at this time.

To use Concur you will need:

1. Your 9-digit SBU Employee ID No.

2. Your Net ID and Net ID password

3. To familiarize yourself with Travel Policies

4. To know the funding source (RF or State) and budget account number you will be traveling on

5. Access to the budget account through E-RAS 

6. Your department’s approval requirements

Sign onto www.concursolutions.com using your 9-digit SBU ID No. followed by “@stonybrook.edu”. See Concur Login Directions.

 All Stony Brook Employees should use their 9-digit SBU ID No. followed by “@stonybrook.edu”regardless of their actual email address.  Concur Sign On Steps 

Please check your profile to confirm that the supervisor listed is correct. Please also verify your email address. As long as everything is correct and you have everything you need to use Concur, you may begin to utilize the modules. Concur Profile Settings.

If your supervisor is incorrect, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue.  You will see the corrected information in Concur within 2 days.

If you do not have a supervisor listed in Concur, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue.  You will see the corrected information in Concur within 2 days. 

Yes, you can assign a Delegate to create and maintain your Travel Pre-approval Request and Expense Report; however only the Traveler can Submit the Request or Expense Report.

Request:  Travel Pre-Approval     Travel:  Contains your Trip Library     Expense:  Post Trip Report     Approvals:  Where you will find Requests or Expense Reports pending your approval     Reporting:  This tab is only visible to Department Supervisors. Supervisors can run spend analysis reports for their Subordinate’s travel.     App Center:  Listing of Concur’s Partner Apps that if you choose to install can help you manage your trip and expense report.  App Center Help

	Sponsored		State & Non-sponsored
	Domestic Travel	International Travel	Domestic & International Travel
Concur Request (Pre-approval)	❌	✔Required	✔Required
Supervisor Approval	❌	❌	✔Required
OGM Request Approval	❌	✔Required	❌
OGM Expense Approval	✔Required	✔Required	❌

Trip Library is a catalog of trips that you have planned. These trips can be entered manually or automatically imported with the use of TripIt Pro or TripLink.  

Concur Request has replaced eFTR. 

State & RF Non-Sponsor Awards International Travel Workflow:

Traveler Submits > Enterprise Risk Management > Supervisor > Account Approver

RF Sponsor Awards International Travel Workflow:

Traveler Submits > Enterprise Risk Management > Account Approver > Grants Management

State & RF Non-Sponsor Awards Dometstic Travel Workflow:

Traveler Submits  > Supervisor > Account Approver

RF Sponosred Awards Domestic Travel Workflow:

Not Required

State & RF Non-Sponsor Awards International Travel Workflow:

Traveler Submits > Supervisor > Account Approver > Procurement Travel Office

RF Sponsor Awards International Travel Workflow:

Traveler Submits > Account Approver > Grants Management > Procurement Travel Office

State & RF Non-Sponsor Awards Dometstic Travel Workflow:

Traveler Submits  > Supervisor > Account Approver > Procurement Travel Office

RF Sponsored Awards Domestic Travel Workflow:

Traveler Submits  > Account Approver > Grants Management > Procurement Travel Office

This information is sourced from E-RAS (Electronic Record of Authorized Signatures).

The Funding Source will typically already include values to select from (in a dropdown field). Since it is blank for you, that indicates that you have not yet been designated as a TRAVELER for a funding account. The funding account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system.

The Account field will typically already include values to select from (in a dropdown field). Since the account you need is missing, that indicates that you have not yet been designated as a TRAVELER for that particular account. The account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system. 

There are multiple ways to upload receipts in png, .jpg, .jpeg, .html, .pdf, .tif, .tiff format, please choose one of the following:

1. On Concur’s website, in the Manage Expenses tab, you can click Upload Receipt Image to the Available Receipts section and assign it to an expense at a later time.  

 2. On each expense click on Attach Receipt Image button.

3. On Concur’s mobile app, click on ExpenseIt and take a picture of your receipt.
4. Email your receipt to receipts@concur.com from your @stonybrook.edu (not personal email) If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email. 
5. To automatically create an Expense Line Item from your receipt, email your receipt to receipts@expenseit.com. If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email. 
6. Sign up to receive e-receipts from participating Concur Partners such as United Airlines, IHG, Hertz, and others through TripLink or the App Center.  

For Company paid expenses, you will select the transaction from the Available Expenses tab.

The NET Account holder is responsible for reconciling the transaction in Concur under their own profile. Note that a Pre-approval through Concur Request is required. The Guest will request any reimbursable expenses via paper Travel Voucher.

For assistance please contact the Travel & Expense Team:  sbu_travel_expense@stonybrook.edu