Concur FAQs

We have received your feedback and it is clear we need a better solution. The current expense reimbursement process (ERDD) is time-consuming, limited in some functionality (e.g. providing additional notes), and varies across departments—some use Excel spreadsheets, others rely on paper forms or PDFs.

Have a look at our website to learn more.

With the introduction of Concur, our goal is to streamline and expedite the expense reimbursement process for U of T employees. Now that we have launched Concur we see that the average expense claim takes four days. And 78% of all claims are approved within seven days.

Have a look at our website to learn more.

The reimbursement method remains the same as in the current system. As an employee, you don’t need to take any additional steps—your reimbursement will be automatically deposited into your existing bank account.

Yes, both Concur and FIS are part of the SAP family and are fully integrated.

The rollout is organized in three waves and started in March 2025. The last wave is scheduled for October 14 and you will receive a notification when you can start using Concur.

Yes, Concur is used by many peer U15 institutions, such as the University of British Columbia, University of Alberta, University of Calgary, University of Waterloo, University of Saskatchewan, University of Manitoba and Queen’s University.

No, you can continue to submit expense claims as usual. However, with Concur, you now have the option to allocate different cost centers within a single claim. This makes it more efficient to consolidate your expenses and submit one comprehensive claim, rather than filing multiple claims.

• Appointed employees have a one-up manager in HRIS
• Non-appointed employees (e.g. casuals, work-study, or employed students) do not have a one-up manager in HRIS. Instead, the Business Officer must determine and enter the one-up approver in Concur for each non-appointed expense report.
• Visitors (non-employees) are not employed by the University and therefore cannot access Concur directly. Currently divisions in Wave 1 and 2 can process visitor reimbursements by creating a profile and assigning a delegate through the Fiori Manage Visitor app.

Workflows:

• Appointed employees
• Non-appointed employees
• Visitors

If you get an error message when logging in to Concur, please have a look at our guide to determine the next steps.

This means the individual already has a Concur profile. Search for their name in the Concur Manage Visitor app in Fiori and add yourself as their delegate instead of creating a new profile. If no profile exists in Fiori, they may be an employee with a Concur profile and can log into Concur directly to submit their expenses.

This means the person is listed as an active employee in HRIS, but they do not have a Concur profile. Review their HRIS record to confirm that they have banking information. Also ensure that they have a vendor account. You can create a vendor account for them using the Employee Expense Create Supplier app in Fiori. Once they have those elements, a Concur profile will be created automatically within 24 hrs, and the employee can then submit their own expenses in Concur.

When assigning a delegate who can review or approve on your behalf, make sure to select the option Receives Approval Emails. This ensures they are notified whenever an expense report is submitted for your review or approval.

Please note: delegates only receive the same email notifications that you receive. To make sure these are sent, go to your Expense Preferences and confirm that the option An expense report is submitted for approval is checked.

For step-by-step instructions on how to set up delegates, see the guide: Delegating Review and Approval of Expense Reports in Concur (Temporarily or Ongoing).

The processing time depends on the accuracy of the submitted information, the availability of the reviewer, and the available funds in your cost center. However, processing expense reimbursements is likely to be faster with Concur, as it offers transparency, consolidates all relevant information in one place, and provides an overview, allowing you to easily track and follow up if your claim is delayed. Now that we have launched Concur we see that the average expense claim takes four days. And 78% of all claims are approved within seven days.

All expense claims submitted before Concur’s rollout will be processed using the old system. Concur will be introduced in waves, meaning we will temporarily operate two expense reimbursement systems until everyone has transitioned to Concur. The third and final wave is scheduled for October 14 and the previous expense reimbursement system (ERDD) will be turned off by the end of the calendar year).

Yes, Concur offers real-time visibility into the status of your expense claim as it moves through the approval workflow.

For step-by-step instructions, please have a look at our guide.

You can recall and edit an expense claim as long as it hasn’t been processed. Once your claim is processed, no further changes can be made.

For step-by-step instructions, please have a look at our guide.

Yes, you can work on your expense claim, save your progress and even collaborate with delegates before submitting the claim.

You can view all claims submitted through Concur. However, claims from the old system will not be migrated, meaning only your Concur claim history will be available.

For step-by-step instructions, please have a look at our guide.

Yes, you can assign a delegate to assist with your expense claims, allowing you to work together. However, you remain responsible for the claim and must submit it yourself.

For step-by-step instructions, please have a look at our guide.

In the Concur expense workflow, expense reports get routed to the department’s Business Officer for review and then to the One-up manager for approval. If the Business Officer and the One-up are the same person, that person will provide both the review and approval in one step. The expense report will proceed to payment processing after the Business Officer/One-up approves it.

Please have a look at our step-by-step guide for instructions.

Please have a look at our step-by-step guide for instructions (see step 4).

You have two options:

1. Run an HRIS Report: Use report ZHSX_EMP_PROFILE to get a list of one-up managers for employees in your org unit. (Note: This does not include academic administrative appointments or cases where the one-up is on long term leave.)
2. Check via SuccessFactors Employee Org Chart: Navigate to SuccessFactors Employee Home →  View Org Chart to view one-up manager information by searching for individual employees.

Yes, the FAST team is here to assist you. Have a look at our SharePoint site to book a training session.

Yes, Concur is flexible to use, it can be accessed from your desktop or a mobile app.

For step-by-step instructions, please have a look at our guide.

Yes, your UTORid credentials will work, for step-by-step instructions, please have a look at our guide.

Yes, all our guides, video simulations and training bookings are available on our SharePoint page.

Yes, Concur will automatically convert foreign currencies to Canadian Dollars considering the day of purchase/transaction using XE foreign currency exchange.

No, Concur is being implemented in three phases. We will notify you when Concur is ready for you. From that point on, you’ll need to use Concur for all new claims. If you’ve recently submitted a claim through the old system, it will be processed as usual, but all future claims must be submitted via Concur.

Yes, you can submit one expense claim and allocate each item to a different cost code or GL code as needed.

As part of the Concur implementation we have updated and standardized the tax codes used for expense claims. In Concur, tax codes will be determined based on a combination of the selected expense type and the city of purchase. You will not be able to edit tax codes in Concur.  Standardizing tax codes reduces the overall administrative effort in preparing and reviewing expense claims, and also reduces the likelihood of error. Claimants should enter the total expense, including taxes and gratuities (where applicable). For expenses incurred in Canada and subject to GST or HST, it is important to enter the correct city of purchase to ensure the appropriate tax rebate is calculated. Depending on the tax code, the estimated GST/HST included in the expense is calculated by Concur based on a formula determined by the Canada Revenue Agency. These changes may result in small differences compared to the previous tax codes that you may have previously used.

That depends on the how the ticket was purchased. If there was no HST applied on to the purchase, then use the city of the conference. If Ontario HST was applied then use Toronto or any city in Ontario.

We are making some edits to the GTFM to provide greater clarity around current requirements, including that:

• Boarding passes are generally not required, unless there is no other indication that the travel was completed. An expense claim that includes other receipts from the destination city (e.g. hotel, taxi, restaurant) requires no additional proof of travel.
• Credit card statements are generally not required, except in rare circumstances such as when the exchange rate charged on the credit card varies significantly from the official exchange rate for that date and is flagged by Concur for follow-up. In most cases, an original receipt is the only required proof of payment.
• Claimants are not required to submit documentation with their expense claim to demonstrate that they paid the expenses themselves. Claimants are generally not required to document ownership of credit card numbers, bank accounts, or sources of cash. In most cases, an original receipt is the only required proof that the expense was incurred. Where the claimant reimbursed a third party (e.g. an employee has personally reimbursed a visitor for travel costs), it is recommended that the claimant retain documentation of the reimbursement for their own records.

Concur is fully digital and all receipts are stored in Concur itself. That means you can dispose of the receipt as soon as the claim was processed.

Have a look at our retention policy for more information.