Frequently Asked Questions

Concur is UHCL's new travel software that automates travel planning, ticketing, and expense reporting. It is accessible 24/7 online, or by mobile app. It modernizes travel campus-wide and consists of 3 basic modules: Request, Expense and Travel

There are 2 Ways to Enter Concur (after self-registration): 

1. E-Services | University of Houston-Clear Lake (uhcl.edu) PSF / Main Menu/ Concur Travel Management 
2. www.concursolutions.com Enter UHCL email address SSO sign-on via UH Clear Lake – IDP 

1. Login to Concur
2. Go to profile and confirm Profile Information:
   • Name, ID, basic contact information
   • Add any desired information (phone numbers, alternate email, etc.)
   • Activate e-receipts

1.  In Profile under Request Settings click Request Delegates
2. Add desired Delegate
3. Only the Traveler may request delegate(s) ‐ up to 250
4. A Delegate may not self‐select for the Traveler

A non‐employee requires a delegate to set up their Concur account for them. The delegate can create a request and subsequent expense report. If the non‐employee seeks reimbursement, they will also need a Payment Works vendor ID (PWVI). That ID is entered on the access request page. The delegate can submit only for this traveler type.

When booking with a state contracted vendor for Car Rental additional insurance does not need to be added, it is included in the rental rate.

You may book your conference rooms directly with the hotel/location.
Concur travel request requires an uploaded flyer and daily agenda as documentation of expenses.

You can use your personal credit card for charging UHCL business
travel expenses if you have included it in your Concur profile.

Document it by item, including date, total expense and signature of business. Use it as if it was a receipt.

Personal days during Foreign Travel ARE reimbursable.

Travel on local funds

Who can travel on local funds?

• Employees
• Prospective Employees
• Guests
• Contractors
• Students
• Prospective Students

Approval Workflow

Travel on state funds

When using state funds (i.e. grant dollars) for travel, please follow the Texas CPA requirements by using state-contracted vendors, and the Hotel Engine software to book lodging.

The Statewide Procurement Division (SPD) has negotiated the following travel contracts:

• Airline
• State Payment and Travel Card
• Hotels
• Rental Car
• Travel Agency

What Days Count as Business Days for Domestic Travel?

• Days spent primarily on business activities
• Days where the traveler was required to be in that location on that date for a business purpose
• Travel days to and from the business destination contiguous to a business day where the overnight stay is reasonable and necessary. Non-contiguous travel days are not included in the calculation.

Foreign Travel Requirements

• International Travel Procedures
• CITI Bank Export Control Instructions of Course
• 2024 Visa required for European Travel

The cost of traveling to/from the destination (airfare, mileage to/from airport, airport parking, etc.) may not be directly charged to the university or reimbursed. Only expenses that are directly related to conducting university business may be charged to or reimbursed by the university, such as lodging and meals on "days spent on business activities," and local transportation costs to/from business meetings.

What Days Count as Business Days for Domestic Travel?

• Days spent primarily on business activities
• Days where the traveler was required to be in that location on that date for a business purpose
• Travel days to and from the business destination contiguous to a business day where the overnight stay is reasonable and necessary. Non-contiguous travel days are not included in the calculation.

Examples of How Personal vs. Business Days are Calculated

*Travel is counted as business day.
**Travel is counted as personal day.