Kennesaw State Concur: A Comprehensive Guide for Faculty and Staff

Unlocking Efficiency and Collaboration with Kennesaw State Concur

Kennesaw State University (KSU) has implemented Concur, a comprehensive cloud-based travel, expense, and invoice management system, to streamline financial processes and enhance productivity for faculty and staff. As a leading institution in the Southeast, KSU recognizes the importance of utilizing technology to facilitate efficient and transparent financial operations.

Concur offers a suite of integrated solutions that empower employees to manage their travel and expenses seamlessly, reducing administrative burden and expediting reimbursements. Here’s a comprehensive guide to help you navigate the platform:

Benefits of Kennesaw State Concur:

• Centralized platform: Access all travel and expense functions through a single, user-friendly interface.
• Automated expense reporting: Submit expenses with ease using Concur’s mobile app or web portal, eliminating manual data entry.
• Approval workflow: Create customized approval chains to ensure timely and efficient processing of expenses.
• Integrated invoicing: Manage invoices and track payments effortlessly through the seamless integration with KSU’s financial systems.
• Real-time data: Get a holistic view of your financial activities with access to real-time reports and dashboards.

Getting Started with Concur:

• Set up your account: Visit the KSU Concur website and follow the prompts to create your account.
• Complete training: Attend one of KSU’s Concur training sessions or consult the user documentation for step-by-step guidance.
• Customize settings: Tailor Concur to your preferences by adjusting expense categories, approval chains, and reporting options.

Workflow for Travel and Expense Management

Travel Management

• Book travel: Search and compare travel options, including flights, hotels, and rental cars, directly within Concur.
• Create trip reports: Record your itinerary and upload supporting documentation for expense reporting.
• Track expenses: Enter expenses incurred during your trip, including meals, transportation, and incidentals.
• Submit expense report: Review and submit your expense report for approval through Concur’s automated workflow.

Expense Management

• Record expenses: Capture expenses on the go using the mobile app or web portal, attaching receipts and adding notes.
• Categorize expenses: Assign expenses to appropriate expense categories based on KSU policies and guidelines.
• Receive approvals: Submit expenses for approval by designated approvers, who will review and process the claims.
• Get reimbursed: Receive timely reimbursements after expense reports are approved and processed.

Invoice Management

• Create invoices: Generate invoices for services or goods provided to external parties, including vendors and partners.
• Send invoices: Transmit invoices electronically or print them for mailing.
• Track payments: Monitor the status of invoices and receive automated notifications of payments received.
• Reconcile payments: Match payments to corresponding invoices to ensure accurate accounting records.

Addressing Common Concur Issues

• Missing receipts: Explain the reason for missing receipts and provide alternative documentation, such as credit card statements or bank records.
• Expense policy violations: Contact the KSU Accounts Payable department for guidance on resolving expense policy violations.
• Payment delays: Inquire about the status of unpaid invoices or reimbursements by contacting the relevant department or Accounts Payable.

Best Practices for Kennesaw State Concur

• Use the mobile app: Take advantage of Concur’s mobile app for on-the-go expense recording and trip management.
• Stay organized: Keep receipts and supporting documentation well-organized to facilitate expense reporting.
• Communicate clearly: Provide clear and concise explanations for expenses that may require justification.
• Review regularly: Monitor your expense reports and invoices regularly to ensure accuracy and timely processing.

Conclusion

Kennesaw State Concur is a valuable tool that empowers faculty and staff to manage their travel and expenses efficiently and effectively. By leveraging Concur’s comprehensive features, you can streamline financial processes, reduce administrative burdens, and enhance collaboration across the university. Embrace Concur to unlock the full potential of your financial operations and drive innovation at KSU.

Additional Resources:

• Kennesaw State Concur website: https://www.kennesaw.edu/concur/
• Concur user documentation: https://www.concur.com/en-us/support/user-documentation/
• KSU travel and expense policies: https://fiscalaffairs.kennesaw.edu/travel-expense-policies.php

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