Travel & Expense Training Resources
The university is implementing a new Travel and Expense system through Concur as of July 1, 2026. This system will be the platform for all University Card activity and employee reimbursements. Below are resources to help CALES employees prepare for this change.
*Please note - the new University Cards have been delayed for Phase 1 & 2 rollout and will not go live as of 7/1/26. Updates will be shared with Liaisons once available.
Upcoming Office Hours
Sessions occur every Tuesday (10am - 11am) and Thursday (1pm - 2pm), covering a range of topics from beginning login details through the approval process of expenditures. The sessions will cover navigating Travel, Non-Travel and University card expense reports to include reconciliation of card activity. The sessions are structured to include a presentation or ‘live’ demo for the first half hour and an open discussion for questions and guidance on best practice for the second half of the session.
- July 2nd, 2026 - Thursday Office Hours Agenda - Policy Updates and what’s NOT Changing
- July 7th, 2026 - Tuesday Office Hours Agenda - Travel Card overview
- July 9th, 2026 - Thursday Office Hours Agenda - OneCard overview
- July 14th, 2026 - Tuesday Office Hours Agenda - Mobile App overview and TripIt
A webinar link for each session is available within the agenda document. Recordings will be uploaded to the Training Videos section below shortly after the webinar.
Travel & Expense Training Videos
These videos were hosted and recorded by the University's Travel & Expense Transformation Project training team.
These videos were hosted by the CALES Travel & Expense Advisory Committee and recorded during office hour sessions.
- Concur overview (profile, settings, etc.) - recorded June 16th, 2026
- Review Travel Authorization and Card Service requests - recorded June 18th, 2026
- Creating Expense Reports (travel and non-travel) - recorded June 23rd, 2026
- Overview of the Approver Interface - recorded June 25th, 2026
- CALES Concur transition overview - recorded June 30th, 2026
Other Travel & Expense Resources
- T&E Frequently Asked Questions (Official FAQ)
- T&E User Matrix (This tool provides guidance on how different users may interact with Travel & Expense)
- Document Matrix (This tool advises whether a document should process via Concur or KFS)
CALES Orientation Info Sessions
Travel & Expense Transformation information sessions were held on 4/15/2026, 4/17/2026 and 4/22/2026. The informational slides and recording of the session are available for review:
- Orientation Training Slides
- Orientation Info Session Recording - From 4/17/26 presentation
University Card Information
- Understanding New University Cards - Guide to help determine which card to apply for
- MCC Codes per Card Type - List of available Merchant Category Codes (MCC) for each card
- Card Limits - List of the available card limits (single/monthly)
- How To Apply for a University Card - step by step guide to apply for a new University Card
Concur How-To Guides
- Assigning a Delegate - steps to assign a delegate to your Travel & Expense profile
- Assigning Assistants and Travel Arrangers - an individual who can book travel on your behalf
- ProCard User Guide - This guide provides information on how to reconcile and submit ProCard Statement Reports
- Travel & Non-Travel Expense Report Guide - This guide provides information on how to create, reconcile, and submit both Travel and Non-Travel Expense Reports
- Approver Guide - This guide provides information on how to review and approve requests and expense reports.
CALES Travel & Expense Advisory Committee Members and Ambassadors
Please reach out to our listserv with any questions or recommendations. We are here to help!
Need to find who is on your business team? Head to the CALES Business Services page to find who supports your area and their contact information.