FAQ

Concur is the industry leader in providing automated travel and expense spend management tools. The platform will provide LLUH with the ability to integrate travel booking and expense reimbursement into a unified process for “One Loma Linda.”

“What if expense reports could write themselves?” With Concur that idea will become a near reality — from booking a trip, to automatically uploading electronic receipts, to simply snapping a photo of a paper receipt with the Concur mobile app, employees will save time submitting expense reports. Concur will also give managers the ability to approve expense reports anytime, anywhere. Users will receive email notifications regarding the status of expense reports and payments, and reimbursement can happen as a direct deposit straight to your bank account. For those traveling for business, Concur creates one itinerary that is accessible via mobile apps with built-in travel alerts, and it builds an expense report as the trip happens.

Enhanced visibility will lead to better control of our financial resources and encourage compliance to LLUH policy. Streamlining and simplifying the approval and back office processes will improve productivity for staff, and simplify the experience for everyone, regardless of their Loma Linda entity. Concur will also help improve our duty of care efforts by keeping our travelers safe and informed when they travel for business.

Yes. Concur is directly linked to FROSCH, the LLUH preferred Travel Management Company (TMC). LLUH employees will start using FROSCH for all travel-related requests. Additionally, FROSCH has an online booking tool integrated with Concur, which can be used to make domestic (and some international) travel reservations.

Concur functions more efficiently using Mozilla Firefox. Internet Explorer (IE) and other browsers should work fine.

First, you should complete your employee profile. Click the profile link on the main navigation bar as soon as you log in for the first time.

A personal credit card is required to complete your travel preferences as part of the Travel profile setup. If you will be booking company travel in Concur, you are required to have an active credit card saved to your profile. If you are only acting as a Travel arranger (i.e. proxy on behalf of another employee), you do not have to add a credit card to your profile. However, you will not be able to create a Travel profile for yourself (or save Profile settings) without saving a credit card to your profile.

Concur gives you the option to set up an assistant (or delegate) to book your travel. Go to your Profile and either scroll to the bottom or click the Assistants link at the top of the page. Click Add an Assistant to add the person who you would like to authorize to book your travel. This person can update your profile, and can make any travel arrangements for you. You will receive an email alerting you any time your profile has been updated.

Yes, you can create a Template for any trip. Click the Actions button on a trip in your Trip Library, and select the option to Create a Template.

After you book online, FROSCH reviews the booking and authorizes the ticket. This typically occurs within one hour and is typically an e-ticket.

While your airfare is not guaranteed until ticketed, the rates you see on Concur are typically the same rates that the travel consultant will be able to ticket. Fares will be presented with the discounts applied, including taxes.

Yes, you will be able to view bookings that you have made directly through Concur and/or an agent. These bookings can be viewed in your Trips Library.

A FROSCH travel consultant can be reached by phone from 7:00AM PT to 8:00PM PT (M-F). They have access to all bookings made on Concur.

For After-Hours Service, e-mail: llu@frosch.com, or call 844-726-8914 (please identify yourself as a Loma Linda employee).

When you book travel, you must use your card saved in your profile. Please confirm that your credit card is set up in your profile. If the information is missing, you will not be able to continue with your reservation.

Go to the Trip Library to view a list of all of your itineraries. You can search for a specific itinerary by entering keywords and a date range. Click the Actions button to View the itinerary, Email the itinerary, View Request, Create a Template, Change or Cancel the trip (Pre-ticketing only).

Itinerary with ticket number information and a government approved identification document (driver’s license, US Passport, etc.).

If you require changes to your air itinerary, you will need to contact a FROSCH travel consultant (see phone number under “How do I contact a FROSCH travel consultant?” You may make changes to your seat assignment or add a hotel or car reservation by clicking on your existing itinerary in the Trips Library.

On the Travel Center Home page, you can choose whether you want to book a one-way, round trip, or multi-segment flight

This means that Concur attempted to make an electronic payment directed to your bank account that was denied by the banking system. This may happen if you changed banks, or if a bank account previously used was closed and no longer available for deposits. As a result, your reimbursement failed because the bank account entered in Concur is no longer valid.

You should log in to Concur Expense and verify the accuracy of your electronic payment information in the “My Profile,” Banking Information area. Note that electronic payments cannot be transacted until Expense Pay is able to verify the accuracy of account information.

Concur Audit provides LLUH with a team of dedicated and objective audit experts who are trained on our unique travel and expense policies. Average processing turnaround time for audit is between 24 - 72 hours.

On the Concur login page, click on “Forgot your user name?” or “Forgot your password?” links and follow the instructions to reset. You will be emailed a link to update. Note: The password reset email may not come immediately.

Requests are for travel applications/pre-trip authorization. Expense is for reimbursement of travel-related or general expenses for LLUH business.

Requests are used as travel applications. Travel is for self-service reservation of air, car and hotel. Expense is for reimbursement of travel and general expenses. App Center is for connecting LLUH sponsored mobile applications. Note: Concur App, ExpenseIt Pro app and TripIt Pro app are free for LLUH Employees.

If related to general Concur functionality, such as attaching receipts, allocating or itemizing expenses, etc., users may contact Concur Support at (877) 901-4960 or via clicking “Support” on top-right of Concur site. If related to internal policy or profile, please log a ticket with our Service Desk via serviceportal.lluh.org or x48889

After summarized the details of your planned travel, your Request routes to your direct supervisor for approval. The supervisor has the ability to “Approve & Forward” for additional approval if necessary.

Yes, click Requests → Manage Requests → Click on “expense” link on far right of individual request for attachment.

Yes, within the Requests module, click on “Manage Requests.” From here, the “View” drop-down button allows you to view past Requests that you may use again by checking the box next to the Request and selecting the “Copy Request” button.

Employees must first submit a Travel App through https://myllu.llu.edu/travel/ to generate a TE#. This TE number is required to book international flights in Concur. More information regarding international travel can be found in the company notes section on the landing page after logging in to Concur.

Cash advance is not currently set up in Concur for use.

LLUH has adopted a direct deposit process for reimbursing travel and general employee expenses. Concur validates your account as active in around 24-72 hours. Bank information can be found in the profile section.

Yes, after logging in to Concur, click on the drop-down menu titled “Profile.” Go to Profile Settings → “Expense Delegates” to set up.

Yes, this is done after you have added expenses to your Report. Click on the “Details” drop-down menu, select “Allocations.” Fill in the required accounting detail to allocate.

• Concur Audit
• Approver
• Accounting
• Queued for payment

Yes, select “Approve & Forward” to route to an additional person(s) for approval.

Payment can be expected by Thursday or Friday of the week reports are approved.