Working as a Delegate
- Nehal Gupta
- Alyssa Wojcik
A Delegate is an individual designated in Concur to assist with creating and submitting Travel Requests, creating Expense Reports or approving Travel Requests and Expense Reports on behalf of another Concur user. Below you will find instructions on how to work as a delegate on behalf of another user at UConn.
Logging In as a Delegate
Navigate to any web browser.
Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”
Once you have been granted permission to act on behalf of another user, from the Concur homepage click your initial icon in the upper right hand corner.
Click in the Act as Another User field.
Type the travelers name in the field and a list of names displays.
Select the name of the person you would like to ‘act as’ from the list.
(1) If you do not see the name you are looking for, type the first few letters of the individual’s name to search for them in the drop-down. (2) If an individual does not appear in your drop-down, it is usually because that person has not yet assigned you as a delegate. (3) If you are a delegate for more than 10 people, you should contact the travel team for additional assistance to have them, added.
Click switch.
The delegates view will change to display an “Acting as” badge (top right corner) followed by the traveler’s name, highlighted in green.
Functions of a Delegate
As a delegate, you will be able to perform functions that the user has assigned to you such as:
View/Modify Concur Profile
Prepare and submit Travel Requests
Prepare Expense Reports
Preview Travel Requests or Expense Reports submitted to the user for approval
Temporary or permanent assignment of Travel Request and Expense Report approval
Missing Receipts
If there is a required receipt missing, the Missing Receipt Declaration must be completed by the traveler that incurred the expense. Concur will not allow the delegate to create the Missing Receipt Declaration. If there is a missing required receipt, the delegate must notify the traveler that the expense report is ready except for the missing receipt(s).
Notifying User to Submit Expense Reports
Although preparer delegates can create and modify Expense Reports on behalf of another user, they are NOT able to submit the Expense Reports for approval. An expense report must be submitted for approval by the traveler whom incurred the expense(s).
The preparer delegate can click submit (within the traveler’s expense report) to resolve any exception messages however the report does not route for approval. Once applicable exceptions are resolved by the delegate, the delegate should email the traveler to advise that the expense report is ready for submission.
After preparing an expense report the delegate must take the following steps to notify the traveler when the report is ready for reviewed and submission:
At the top right of the page click Submit. After you click Submit while acting as a delegate:
The delegate will need to send an email to the user/traveler, notifying them that there is an expense report waiting for their review and submittal. 2.
After clicking Submit, the delegate may still make changes before the user/traveler submits it.
This is the same process for previewer delegates. They can view the Travel Requests and Expense Reports however they will need to notify the approver outside of Concur via email or phone to login and do the actual approval.
Signing Out of Delegate’s Account
After the delegate has completed all the tasks on behalf of the user, the delegate can return to their own account using the following steps:
Click the green Acting As button at the top right of the page.
Click the bubble next to Myself to act as yourself again.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to the Training and Resources page located on the Travel Services page.