Concur

• How To

  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:
  1. Faculty/Staff - active SBU employee designated with a blue-colored SBID card or 
  2. Graduate Student actively employed with any of the following three titles: 
       a. Graduate Assistant (GA) or 
       b. Teaching Assistant (TA) or
       c. Research (Project) Assistant (RA)
   
  CANNOT submit expense reports via Concur (Known staff/affiliates with NO supervisor information in PeopleSoft):
  1. Affiliate
  2. Contractor
  3. Consultant
  4. Emeriti
  5. Fellows
  6. FSA Employees
  7. Graduate Student Employees not with the titles (GA/TA/RA)
  8. NYS Attorney General's Office
  9. PEO (Professional Employer Organization)/CPMP
  10. Resident (Hospital)
  11. Hospital (Satellite) Employee
  12. SFE Employees
  13. Temporary Employees
  14. 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 new Team Dynamics (TDX) platform, you may now apply for a JPM credit card, request permanent & 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.

• Quick Start Guides
  • SBF Concur International Request QuickStart Guide
  • SBF Concur Travel Expense QuickStart Guide
  • SBF Concur Credit Card Reconciliation QuickStart Guide
  • SBF JPM Chase Credit Card Checklist
• Contact
  • Technical support and questions regarding log-in, passwords, navigating through the Concur platform and all functionality issues should be directed to the CONCUR HELP DESK at sbu_travel_expense@stonybrook.edu
  • SBF Policy & Procedure inquiries should be directed to SBF_AP@stonybrookfoundation.org

  Credit card inquiries should be directed to:

  • Barbara.Mahoney@stonybrookfoundation.org: New card applications, card limit requests, transaction disputes and card suspensions.
  • Ruth.Schilling@stonybrookfoundation.org: monthly statements and reconciliations
  • John.Delrosario@stonybrookfoundation.org: charge disputes and general inquiries