Shared: User Administrator User Guide

Shared: User

Administration

User Guide

Last Revised: July 2, 2024

Applies to these SAP Concur solutions:

 Expense

 Professional/Premium edition

 Standard edition

 Travel

 Professional/Premium edition

 Standard edition

 Invoice

 Professional/Premium edition

 Standard edition

 Request

 Professional/Premium edition

 Standard edition

Shared: User Administration User Guide i

Last Revised: July 2, 2024

Table of Contents

Section 1: Permissions ......................................................................................... 1

Section 2: Overview ............................................................................................. 1

User Administration in Travel, Expense, Invoice, and Request ................................. 2

User Administration Related Roles and Access ................................................... 2

Role Assignment: Access and Related Product Assignments ................................ 3

Segregating the User Administration Duties ...................................................... 3

Two Frameworks for User Permissions ................................................................. 4

Suppressing Assignment of Roles Using Role Check Boxes in User Details ............. 4

Two Methods of Managing Roles in User Permissions .............................................. 5

The Password Manager Roles .............................................................................. 6

Suppressing Access to the Password Function ................................................... 7

Section 3: Available Permissions and Roles ......................................................... 7

Travel Tab ........................................................................................................ 8

Expense Tab ................................................................................................... 16

Request Tab ................................................................................................... 27

Invoice Tab..................................................................................................... 29

Reporting Tab ................................................................................................. 34

Section 4: User Administration Page .................................................................. 36

Before You Begin ............................................................................................. 36

Accessing User Admin ...................................................................................... 36

Searching for Existing Users ............................................................................. 37

Searching for Employees Without Managers .................................................... 37

Searching for Test Users ............................................................................... 37

Adding New Users ........................................................................................... 40

Adding New Users ........................................................................................ 41

Emailing New Users ..................................................................................... 46

Modifying Existing Users ................................................................................... 47

Update General Information .......................................................................... 47

Update Default Language .............................................................................. 48

Update Mobile Settings ................................................................................. 48

Add or Change Expense and Invoice Approvers ............................................... 49

Add or Change Request Approvers ................................................................. 50

Add or Change Expense Preferences .............................................................. 50

Add or Change Invoice Preferences ................................................................ 51

Add or Change Request Preferences ............................................................... 51

Add Expense and Request Delegates .............................................................. 52

Delete a User's Delegate Assignments ............................................................ 53

Add Invoice Delegates .................................................................................. 54

Add or Change Reimbursement Method .......................................................... 55

Add Expense Authorized Approver or Cost Object Approvers ............................. 55

Add Invoice/Purchase Request Authorized Approvers or Cost Object Approvers ... 58

Add Request Authorized Approvers ................................................................ 60

Reactivating a User .......................................................................................... 61

Section 5: User Permissions............................................................................... 64

Accessing the User Permissions Page ................................................................. 64

Managing Roles by User Name .......................................................................... 64

ii Shared: User Administration User Guide

Last Revised: July 2, 2024

Managing Roles by Role ................................................................................... 69

Section 6: Viewing a History of Changes Made to an Employee.......................... 72

Reporting on User Changes............................................................................... 72

Viewing a Report Detailing Changes Made to an Employee .................................... 72

Assigning and Running the Reports for Display ................................................ 72

Setting the Default Report View ..................................................................... 74

Section 7: Special Cases .................................................................................... 75

When a Payee is Terminated During the Reimbursement Process .......................... 75

Shared: User Administration User Guide iii

Last Revised: July 2, 2024

Revision History

Date Notes/Comments/Changes

July 2, 2024

Updated screenshots in section 5 to accommodate the new “Active Status”

search field.

October 14, 2023

In the Available Permissions and Roles > Expense Tab section, added the

Integration Manager roles.

The Integration Manager roles are associated with the Funds and Grants

Integration with Concur Solutions.

October 6, 2023

Removed Verify Events Auditor role from the Expense Tab table under

Section 3: Available Permissions and Roles.

June 17, 2023

Added the Payment Release Manager role to Available Permissions and

Roles > Invoice Tab section.

March 6, 2023

Updated description for Verify Events Auditor role under the Expense Tab

section.

November 28, 2022 Updated Travel Tab topic under Available Permissions and Roles section

January 21, 2022 Updated the copyright year; no other changes; cover date not updated

May 26, 2021

Added Authentication Administration to the list of tools a Company

Administrator has access to.

April 15, 2021 Updated the copyright year; no other changes; cover date not updated

April 5, 2021

Updated definition for Password and Verify Password under Adding New

Users topic of the User Administration Page section

March 23, 2021

Updated User Administration Page section with updated definition for

Password and Verify Password general setting

March 19, 2021

Updated Available Permissions and Roles section with three new roles for

the Expense tab

February 11, 2021

Removed mention of the Taxability and Deductibility Calculation Service

from the description of the Expense Configuration Administrator

(Restricted) role until the service is more widely available.

July 31, 2020 Added the Payroll Administrator role under the Expense Tab section.

May 1, 2020 Added "delete" to what users with the Invoice AP user role can do.

April 27, 2020

Renamed the Authorization Request check box to Request on the guide’s

title page; cover date not updated

January 15, 2020 Updated the copyright; no other changes; cover date not updated

December 7, 2019

Removed reference(s) to legacy Budget Insight feature. Clients who want

to use budget functionality are recommended to implement the new

Budget product that SAP Concur released last year.

Also changed all "Concur Insight (formerly Analysis/Intelligence)"

references to "Analysis/Intelligence", and references to "Concur Insight

Essentials (formerly Analysis)" to "Analysis".

iv Shared: User Administration User Guide

Last Revised: July 2, 2024

Date Notes/Comments/Changes

November 14, 2019

Clarify that Role Administrator may perform the Assign action from the

Reporting tab as well as all other tabs.

October 8, 2019 Updated the description of the Invoice AP User in the table on page 28.

September 16, 2019 Changed the definition for the Role Builder role

August 29, 2019 Clarified some of the roles and permissions.

July 9, 2019 Updated the description of the Invoice Processor in the table.

June 12, 2019

Replaced an instance of “Invoice Intelligent Capture Verifier” with “Client

Managed Capture Verifier”.

May 6, 2019 Updated user role information in the Travel Tab table.

April 2, 2019 Changed the term "request" to "invoice" where applicable.

March 21, 2019

Added expense type to Invoice Configuration Administrator (Restricted)

role.

March 4, 2019 Added a note to:

• The Reporting tab, Dashboard User - do not use

• About Expense-only uses have an abbreviated profile; no work or

home address

Removed references to these reports; they are no longer available:

• User Profile Changes Version 1

• User Preference Changes Version 1

February 19, 2019

Added Central Receiver role to Invoice table. Updated ‘payment request’

to ‘invoice’. Update Concur to SAP Concur and Sap Concur’s with ‘the SAP

Concur’. Replaced images with old Concur logos.

February 12, 2019 Updated the copyright; no other changes; cover date not updated

September 22, 2018

Added a new procedure, Update Default Language, to the Modifying

Existing Users section.

September 14, 2018 The September release has moved to September 22, 2018.

September 15, 2018 Added the new role Digital Compliance Administrator.

Updated the roles that have access to Locations: Shared Configuration

Administrator (restricted) and Request Configuration Administrator

(restricted).

May 31, 2018

Updated the definition for the Web Services Administrator and Company

Administration user roles.

May 29, 2018 Added information for these permissions:

• User Admin (Read Only)

• Virtual Payment Administrator

May 12, 2018

Updated the Budget Approver role name to Budget Approver/Manager for

Expense and Invoice. Added Receipt User to the Invoice roles table.

Added the Data Retention permission to the tables for the Travel tab,

Expense tab, Request tab, and Invoice tab.

Shared: User Administration User Guide v

Last Revised: July 2, 2024

Date Notes/Comments/Changes

April 16, 2018

Changed the check boxes on the front cover; no other changes; cover

date not updated

March 22, 2018 Added information about Budget roles.

February 23, 2018 Added notes about unique logion names.

Removed information about Locate & Alert.

February 10, 2018

Added Data Retention Administrator to the list of Expense permissions,

and updated guide name in reference to the Shared: Employee Import

Specification guide.

January 25, 2018 Updated the copyright; no other changes; cover date not updated

December 18, 2017 Added Data Retention Administrator to the list of Travel permissions

November 4, 2017

Added new bullet for the Taxability and Deductibility Calculation Service to

the description for Expense Configuration Administrator, restricted and

non-restricted roles.

August 21, 2017

In roles, moved Corporate Ghost Cards from Travel Policy Administrator

to Company Administration

June 19, 2017 Clarified Travel permissions

May 8, 2017 Clarified the Company Info Administrator role

February 17, 2017 Added information about the Invoice Processor role.

February 6, 2017

Added the Virtual Payment Administrator permission for Travel – do not

use; feature not yet activated

December 15, 2016 Changed copyright and cover; no other content changes.

October 28, 2016 Updated the guide content to new corporate style; no content changes.

Older revision history has been removed.

Section 1: Permissions

Shared: User Administration User Guide 1

Last Revised: July 2, 2024

User Administration

NOTE: Multiple SAP Concur product versions and UI themes are available, so this

content might contain images or procedures that do not precisely match your

implementation. For example, when SAP Fiori UI themes are implemented, home

page navigation is consolidated under the SAP Concur Home menu.

Section 1: Permissions

A company administrator may or may not have the correct permissions to use this

feature. The administrator may have limited permissions, for example, they can

affect only certain groups and/or use only certain options (view but not create or

edit).

If a company administrator needs to use this feature and does not have the proper

permissions, they should contact the company's SAP Concur administrator.

In addition, the administrator should be aware that some of the tasks described in

this guide can be completed only by SAP Concur. In this case, the client must initiate

a service request with SAP Concur support.

Section 2: Overview

The user administration section of Company Administration is used by Travel,

Expense, Invoice, and Request administrators to add new users and modify user

profiles. The user administration page contains the fields used on the Employee

Profile form in Expense and/or the Travel Preferences fields from Travel. The fields

displayed will vary depending on the user role selected for the new user.

NOTE: The User administrator can be restricted from editing their own user profile.

To enable this setting, contact SAP Concur support to have the appropriate

module property updated.

The User Permissions functionality allows administrators to assign Travel, Expense,

Invoice, Analysis/Intelligence, and Request user roles. This feature is available to

users with the Role Administrator Expense role or Permissions Administrator or

Company Administrator (Travel) roles.

NOTE: This guide covers the functionality of the User Administration – Add a User

and User Permissions links. For information on the other links under User

Administration, refer to the Concur Travel: Company Administration User

Guide.

Section 2: Overview

2 Shared: User Administration User Guide

Last Revised: July 2, 2024

User Administration in Travel, Expense, Invoice, and Request

Administering users can now be controlled by the type of user, allowing for

administrators that can access only Travel users, and administrators that can access

only Expense, Invoice, or Request users.

NOTE: This feature does not prevent the client from administrating all types of users

at one time under a single role; instead this feature provides an additional

method of dividing the responsibility of administering users.

User Administration Related Roles and Access

The user assigned the Employee Administrator role has access to the User

Administration menu and access to the Expense, Invoice, and Request-related

users and functions:

• Expense/Invoice/Request user search

• Expense/Invoice/Request User role check boxes*

• Expense/Invoice/Request Approver role check boxes*

• Expense/Invoice/Request Settings

• Primary fields on the user details page

• Can view users from their assigned employee groups and employee group

configurations when using the Expense Advanced Filters

• Can view and optionally edit and register a car on behalf of a user

• Can be restricted to read-only access for auditing purposes

* Check boxes can be removed from display to prevent assignment by the

role – refer to Suppressing Assignment of Roles Using Role Check Boxes in

User Details in this document for more information.

The user assigned the User Administration role has access to the User

Administration menu and access to the Travel-related functions:

• Travel user search

• Travel Wizard User role check box

• Travel Settings

• Primary fields on the user details page

• Can view users from all groups unless the Divisional View setting restricts

them to only employees in groups they are a member of

• Can be restricted to read-only access for auditing purposes

TIP: Provide both the Employee Administrator and the User Administration roles for

administrators that need access to Travel, Expense, Request, and/or Invoice users.

Section 2: Overview

Shared: User Administration User Guide 3

Last Revised: July 2, 2024

ROLE HIERARCHY

The various user administration roles have greater and lesser amounts of control

over user accounts. If a user is assigned more than one user administration role, the

role with the highest amount of control determines the user's access, and the lower

roles are not applied.

The user administration role hierarchy, from greatest control to least, is:

1. User Administration/Employee Administrator

2. Employee Maintenance

3. User Admin (read only)/Employee Administrator (Read only)

4. Password Administrator

Role Assignment: Access and Related Product Assignments

When assigning either the Role Administrator or Permissions Administrator roles,

keep in mind the following logic used by the system to assign the role within other

modules as well.

• Role Administrator: A user with the Role Administrator role has access to

the User Permissions menu and access to the Expense, Invoice,

Request, and Reporting tabs.

♦ ASSIGN: Assign from the Expense, Invoice, Request or Reporting

tab. Assigns Role Administrator to the specified user, and additionally

assigns the Permissions Administrator role under Travel.

♦ REMOVE: Remove from the Expense, Invoice, or Request tab.

Removes the role from all excepting the Permissions Administrator role

under Travel.

• Permissions Administrator: A user with the Permissions Administrator role

has access to the User Permissions menu and access to the Travel tab.

♦ ASSIGN: Assign from the Travel tab. Assigns Permissions Administrator

to the specified user, Travel only.

♦ REMOVE: Remove from the Travel tab. Removes Permissions

Administrator from the specified user, Travel only.

TIP: Provide both the Employee Administrator and the User Administration roles for

administrators that need access to Travel, Expense, Request, and/or Invoice users.

Segregating the User Administration Duties

Best Practice for user security is to segregate the duties for:

• Creating users

• Assigning roles to users

• Maintaining user roles and preferences

Section 2: Overview

4 Shared: User Administration User Guide

Last Revised: July 2, 2024

• Auditing records under read-only roles

! IMPORTANT: An administrator should not be able to create a user and assign

the extended user roles. The basic user roles (Expense User, Invoice User, etc.)

can be assigned on the user details page by the Employee/User Administrator.

These roles allow segregation of these duties:

• Employee Administrator/User Admin: Provides access to the User

Administration function. The user can assign only the basic user roles

(Expense User, Travel User), using the check boxes in the user details page

that appears when you open a user for administration.

TIP: You can have these check boxes removed from display, preventing

assignment of these roles – see Suppressing Assignment of Roles Using Role

Check Boxes in User Details in this document for more information.

• Role Administrator/Permission Admin: Provides access to the User

Permissions function.

• User Maintenance/Employee Maintenance (Travel and all else,

respectively): Provides access to the User Permissions function, but without

the ability to create a new user account.

Two Frameworks for User Permissions

How user permissions are named and managed depends on the module:

• Permissions: Travel and Meeting related roles are called permissions and are

managed from the Travel tab in the user permissions section.

• Roles: Expense, Invoice, Analysis/Intelligence, and Request-related roles are

called roles and are managed from the Expense, Invoice, Request,

Reporting tabs in the user permissions section.

Suppressing Assignment of Roles Using Role Check Boxes in User Details

The user assignment check boxes can be removed from display to allow tighter

security control of role assignment, preventing a scenario where approval of a

substantial amount via a purchase order or expense is granted by way of role

assignment with intent to defraud.

Section 2: Overview

Shared: User Administration User Guide 5

Last Revised: July 2, 2024

The feature works by suppressing the display of the check boxes. To do this, contact

SAP Concur support, requesting that the Allow User Admin to Add/Update

Expense & Invoice Roles Console (HMC) setting be set to No.

Two Methods of Managing Roles in User Permissions

Roles can be managed by two different methods:

• By User Name: The administrator searches for the desired user, then selects

the user and the roles to assign.

• By Role: The administrator searches for the desired role, then selects the

users to assign the role to.

The interface in the user permissions section changes depending on the method

selected. However, it always contains the following elements:

• Method selection box

• Search area

• User/Role selection box

• Dual lists of roles or users

• Group area

Section 2: Overview

6 Shared: User Administration User Guide

Last Revised: July 2, 2024

The Password Manager Roles

Some clients need a user role that can update user passwords but does not have

other user administration access. To answer this need, two standard roles are

available, both called Password Manager. One role is available to clients with Travel,

and one is available to clients with Expense/Invoice/Request.

Clients with Travel and either Expense/Invoice/Request can choose how to limit

access to users by assigning one or both roles:

• The role on the Travel tab in the user permissions section will grant access to

the users with the Travel feature enabled. If the Travel settings are set to use

Divisional Access, the user will only be able to view and update users in their

divisions.

• The role on the Expense, Invoice, or Request tab in the user permissions

section will grant access to the users with Expense, Invoice, or Request

enabled. The administrator can select the Expense or Invoice groups (Request

uses Expense groups) the user has access to when assigning the role.

• If both roles are assigned, the user will be able to view and update users that

match their Travel divisional access (if enabled) and selected Expense or

Invoice group (Request uses Expense groups).

NOTE: The users with Travel and either Expense/Invoice/Request have one password

for all applications. When any of the Password Manager roles changes a

password, it changes for all applications.

Users with these roles will see the Password Manager link on the Company

Administrator page. These roles have the following access in Password Manager:

• User search functionality found in the user administration section

• Modify access to the Password fields on the user details page

• Read-only access to the Title, First Name, Middle Name, Nickname, Last

Name, Suffix, and Email fields on the user details page

All other fields on the user details page are hidden.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 7

Last Revised: July 2, 2024

Suppressing Access to the Password Function

A module property is available that can prevent any password changes within SAP

Concur. If the property setting is ON, all password fields in Company Admin (User

Administration or Password Administrator) become non-editable (deactivated):

When a new user is added – either via the import or when manually added by the

User Admin – the system provides a randomly generated 20-character password.

This feature will be helpful for customers using Single Sign On (SSO). In most cases,

the user will not know their password and the client site will not want any

administrator to have the ability to change the random password. Used in

conjunction with the existing setting for removing password access from users, this

can completely block sign on outside of the SSO validation.

Section 3: Available Permissions and Roles

The following lists contain the available permissions and roles for Expense, Invoice,

Travel, and Analysis/Intelligence. The roles are separated into tables based on the

tabs in User Permissions.

Section 3: Available Permissions and Roles

8 Shared: User Administration User Guide

Last Revised: July 2, 2024

Travel Tab

None of the Travel permissions are assigned along with a group.

Travel Tab

Permission Description

App Center Listing

Administrator

The user assigned this role can submit App Center listings.

This role is only assigned by SAP Concur to certain App Center

partners.

Administer Approval

Queue

The user assigned this role can reassign approval requests.

You can assign this permission by itself.

Agency Billing

Administrator

Allows users to access agency billing administration

Billing Administrator The user assigned this role can view bills from SAP Concur.

You must assign this permission with one other administration

permission.

Company

Administration

The user assigned this role can access:

• Administer Approval Queue

• Authentication Administration

• Billing Administrator

• Company Locations Administration

• Corporate Ghost Cards

• Group and Shared Resources Administration

• Managed Meeting Center Admin (ONLY if the Third Party

Meeting Module has been enabled)

• Organization Unit Administration

• Permission Administrator

• Risk Management Admin (Used with Concur Risk

Management)

• Travel Policy Administrator

• User Administration

• The Manage User Apps page to restrict the User

applications in the SAP Concur App Center for their

company's users. This user can also enable Enterprise

partner applications within the SAP Concur App Center.

 For more information, refer to the Shared: App

Center Administrator User Guide.

NOTE: When you also select the User Administration

permission, the User Permissions link becomes available in

Company Administration.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 9

Last Revised: July 2, 2024

Travel Tab

Permission Description

Company Discount

Administrator

The user assigned this role can add Travel site-level discounts.

This feature is available to the user when you select this

permission and the Allow Discount Editing option has been

enabled in the Company Travel Configuration for the customer

site.

 Refer to the Discounts Travel Service Guide.

This permission must be combined with the Travel Policy

Administrator permission.

Company Link

Administrator

The user assigned this role can include/exclude links, redirect

links, and add new links to the Travel Tools page

 Refer to the Company Link Administrator Travel Service

Guide.

Company Locations

and Maps

The user assigned this role can enter locations for travelers to

use when searching for hotels or off-airport car locations.

Concur Meeting

Accountant

The user assigned this role can add credit cards to a meeting

and download payment files.

NOTE: This permission will appear only if you have enabled

Concur Meeting via the new site setup work order.

Concur Meeting Admin

The user assigned this role can access Concur Meeting

administration with the SAP Concur registration module

NOTE: This permission will appear only if you have enabled

Meeting via the new site setup work order.

Concur Meeting

Planner

Allows user to access all Meeting pages except:

• Travel > Agency Settings

• Travel > Form of Payment

• Tracking > Payment (the Edit link is hidden from within

the Payment page)

Section 3: Available Permissions and Roles

10 Shared: User Administration User Guide

Last Revised: July 2, 2024

Travel Tab

Permission Description

Corporate Ghost Card

Administrator

The user assigned this role can access to the Corporate

Ghost Cards link on the Company Admin page.

NOTE: The Company Groups link and the links in the Group

Administration section are always present for anyone with

administrative privileges, but users can only edit (not add)

groups they own if they do not also have the Group and

Shared Resources Administration permission.

The standalone Corporate Ghost Card Administrator

permission will only give an option to add a new card. To view

and edit the existing ghost cards the user should also have

either one of the following permissions along with the

Corporate Ghost Card Administrator:

• Company Administration

• Group and Shared Resources Administration

NOTE: For more information, refer to the Relationship

Between Company Admin, Ghost Card Admin,

and Card Owner topic in the Divisional View

Travel Service Guide.

Custom Field

Administrator

The user assigned this role can access to the Manage

Custom Fields link on the Company Admin page.

NOTE: The Company Groups link and the links in the Group

Administration section are always present for anyone with

administrative privileges, but users can only edit (not add)

groups they own if they do not also have the Group and

Shared Resources Administration permission.

 Refer to the Custom Text Travel Service Guide.

Data Retention

Administrator

The user is assigned this role can access the Data Retention

link on the Company Admin page and the Hold User and

Purge User buttons in User Administration.

 Refer to the Shared: Data Retention Setup Guide and

the Shared: Data Retention User Guide.

Employee Maintenance

The user assigned this role can manage employees, including

assigning roles, delegates, and preferences. However, they

cannot create a new user account.

 Refer to the User Administration in Travel, Expense,

Invoice, and Request section of this guide for more

information about assigning roles.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 11

Last Revised: July 2, 2024

Travel Tab

Permission Description

Group and Shared

Resources

Administration

The user assigned this role can view and modify groups.

You can assign this permission by itself.

NOTE: If a user owns a group or is in a group that owns a

group, the user will not be able to modify that group without

this permission. Ownership of a group provides no additional

access.

Guest Booking

The user assigned this role can create reservations for non-

profiled travelers.

 Refer to the Sponsored Guest User Travel Service Guide

and the Non-Profiled Travel Travel Service Guide.

Import Data

Administrator

The user assigned this role can import data from a customer

site, instead of logging into the agency site and selecting

Administration > Travel > Travel System Admin >

Import Data.

Localization Admin /

Localization User

Localization Admin is assigned only to SAP Concur employees;

Localization User is assigned only by a Localization Admin

Manifest Administrator The user assigned this role can perform a multi-user clone.

This role allows companies to determine who should manage

travel on behalf of a large group.

Meeting Center

Developer Third Party

The user assigned this role can test screens and

documentation for a third-party meeting product with XML

integration.

NOTE: This permission appears only if you have enabled

Concur Meeting via the new site setup work order.

Online Order Form

Access

The user (TMC) assigned this role can allow its agents to

access to the online order form.

NOTE: This permission is visible only when the Concur Travel

Reseller module is given to the TMC by SAP Concur.

 Refer to the Online Order Form Travel Service Guide.

Organization Unit

Administration

The user assigned this role can create and edit organizational

units.

You can assign this permission by itself.

Section 3: Available Permissions and Roles

12 Shared: User Administration User Guide

Last Revised: July 2, 2024

Travel Tab

Permission Description

Password Manager

The user assigned this role can update passwords for Travel

users.

User will have read only access to the following fields on the

user details page in User Administration: Title, First Name,

Middle Name, Nickname, Last Name, Suffix, and Email.

Preventing Access: A module property is available to restrict

this role from changing passwords - contact SAP Concur

directly to have the Password Access Restriction feature

activated.

NOTE: The users with Travel and either Expense or Invoice

have one password for all applications. When any of the

Password Manager roles changes a password, it changes for all

applications.

Permission

Administrator

The user assigned this role can access the User Permissions

menu and the Travel tab.

NOTE: This role is automatically assigned when the Role

Administrator role is assigned via Expense, Invoice, and

Request.

Profile Sync

Administrator

The user assigned this role can update and retrieve passwords

from the Profile Sync Configuration page.

Profile User

The user assigned this role can update their profile only and

not have access to the Travel booking wizard.

NOTE: When a site is created, the 'ALL' group is automatically

added to the Travel Wizard User permission. You must

manually remove the 'ALL' group from this permission if you

do not want travelers to have access to update both their

profile and make a reservation.

Make sure the Project team has access to the booking wizard

for testing purposes by creating another Group for that team

and granting the appropriate permissions.

Report Admin

The user assigned this role can define who has access to

reports.

 Refer to the Travel Reporting User Guide.

You can assign this permission by itself.

Report User

The user assigned this role can view reports.

You must assign this permission in order for users to view

company reports; however, you must also assign individual

reports in the Report Admin.

 Refer to the Travel Reporting User Guide.

You can assign this permission by itself.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 13

Last Revised: July 2, 2024

Travel Tab

Permission Description

Risk Management

Admin

The user assigned this role can use the Concur Risk

Management feature.

 Refer to the Authorization Request: Risk Management

User Guide for more information.

Self-assigning

Assistant

The user assigned this role can assign themselves as an

assistant.

If you assign this permission to a user or group, those users

can select a traveler to assist.

Self-Registration

Approver

The user assigned this role can approve the self-registrations

within his/her own company.

 Refer to the Self-Registration Travel Service Guide.

Sponsor

The user assigned this role can be assigned as the sponsor for

the guest user.

 Refer to the Sponsored Guest User Travel Service Guide.

Travel Agent

The user assigned this role can access Expert Agent (XA), if

you have also assigned the Company Administration

permission.

With this permission:

• The Travel System Admin link may be displayed but will

only provide data based on the backend setup.

• The Import Data link will appear within Company

Administration.

Travel Meeting Center

Admin Third Party

The user assigned this role can use a third-party meeting

product with XML integration administrator screens; allows

Concur Meeting administration without the SAP Concur

registration module.

NOTE: This permission will appear only if you have enabled

Concur Meeting via the new site setup work order.

Travel Meeting Center

User

The user assigned this role can access meetings to which they

are invited (this is for both third-party and Concur Meeting

products).

NOTE: This permission will appear only if you have enabled

Concur Meeting via the new site setup work order.

Travel Policy

Administrator

The user assigned this role can administer Travel Policy.

You can assign this permission by itself.

Assigning this permission provides access to:

• E-Receipt Admin

• Travel Admin

• Travel Rule Builder

• Travel Reporting

• Travel Templates (administering for all users)

Section 3: Available Permissions and Roles

14 Shared: User Administration User Guide

Last Revised: July 2, 2024

Travel Tab

Permission Description

•

Credit Card BIN Restrictions

• Unused Tickets

• Meeting Center Admin

NOTE: This link appears if you have assigned Meetings

Admin permission or Travel Meeting Center Admin Third

Party permission.

• Manage Corporate Discounts

NOTE: This link appears if you have assigned both this

permission and the Company Discount Administrator

permission.

Travel Wizard User

The user assigned this role can access to the Travel profile and

Travel Wizard to make online reservations.

This permission is automatically assigned to ALL (group).

UI Preview

The user assigned this role can preview the enhanced user

interface.

User Administration The user assigned this role can modify and add Travel users.

Assigning this permission provides access to:

• Add User

• Self-Registration Setup

• Self-Registration Approval

• Send Mobile Instructions

• Company Groups

NOTE: A user assigned the User Administration

permission will be able to see but not use Company

Groups (User Administration section of the left menu)

unless the user is also assigned the Group and Shared

Resources Administration permission.

NOTE: Users assigned to this permission will be able to

assign employees to Company Groups and Rule Classes

which could result in granting them user permissions

which are enabled for such Company Groups and Rule

Classes.

User Admin (Read

Only)

The user assigned this role can view but not change any user

information, including passwords; the user can view using the

User Admin page but cannot access the user's profile.

NOTE: If the user also has Employee Maintenance or Sponsor

permission, those permissions take precedence this

permission.

Virtual Payment

Administrator

Allows users to manage Virtual Payments (Conferma)

 Refer to the Virtual Payment (Conferma) Travel Service

Guide.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 15

Last Revised: July 2, 2024

Travel Tab

Permission Description

Web Services

Administrator

The user assigned this role can:

• Access the Partner Application Administration page to

company’s data using the SAP Concur web services. The

partner applications are required for some integrations,

and do not appear in the SAP Concur App Center.

• Access the Manage User Apps page to restrict the User

applications in the SAP Concur App Center for their

company's users.

• Enable Enterprise partner applications within the SAP

Concur App Center.

 For more information, refer to the Shared: App Center

Administrator User Guide.

zAuto-Cancel User

The user assigned this role can test general functionality in

Concur Travel.

Reservations made by users with this permission:

• Will not have custom PNR finishing remarks added

• Will not be queued to any queues defined in the Agency

Configuration

• Will not show in reports

• Will be auto-canceled in the GDS after 4 hours

zDemo/Training/

Practice User

The user assigned this role can test the integration between

Concur Travel and other SAP Concur products.

Reservations made by users with this permission:

• Will generate “demo” e-tickets and e-receipts

• Will not have custom PNR finishing remarks added

• Will not be queued to any queues defined in the Agency

Configuration

• Will not show in reports

• Will be auto-canceled in the GDS after 4 hours

When applied to a login ID, the SAP Concur standard invoicing

practices will apply unless you utilize the non-invoiced policies.

Access additional information via the SAP Concur support

portal.

NOTE: In emergency situations, you can use the agent

claimed remark to prevent bookings made with Z Demo

permission from being auto-cancelled.

Section 3: Available Permissions and Roles

16 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

App Center Listing

Administrator

The user assigned this role can submit App

Center listings. This role is only assigned by

SAP Concur to certain App Center partners.

Shared with

two or more

SAP Concur

products

Attendee Administrator

The user assigned this role can view, modify,

and activate or inactivate any attendee

record in the system.

Group-aware: When assigning this role, one

or more groups must be selected.

Shared with

two or more

SAP Concur

products

Attendee Administrator

(Read only)

The user assigned to this role is considered a

read-only auditor. The user can access and

view but not modify and activate or

inactivate an attendee record in the system.

Group-aware: When assigning this role, one

or more groups must be selected.

Shared with

two or more

SAP Concur

products

Authorized Approver

This is special approver role, which is not

assigned the same way as other roles.

 Refer to the Expense: Workflow -

Authorized Approvers Setup Guide.

Expense

Budget Administrator

The user assigned this role configures the

Fiscal Calendar, Budget Categories, Budget

Tracking Fields, Budget Items, and Budget

Settings. The Budget Administrator can see

the budget amounts as configured in the

Budget Items, but not the budget actuals as

is shown in the dashboards. Budget

Administrators have access to all budget

items within an entity.

 For Budget documentation, refer to the

Shared: Budget Setup Guide.

Shared with

two or more

SAP Concur

products

Budget

Approver/Manager

The user assigned this role approves

invoices, purchase requests, and expense

reports and can view budgets in the budget

dashboards. The Budget Approver does not

have access to the budget configuration

information.

 For Budget documentation, refer to the

Shared: Budget Setup Guide.

Shared with

two or more

SAP Concur

products

Budget Owner

The user assigned this role owns the budget

and can view budgets in the dashboards. The

Budget Owner does not have access to the

budget configuration information.

 For Budget documentation, refer to the

Shared: Budget Setup Guide.

Shared with

two or more

SAP Concur

products

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 17

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Budget Viewer

The user assigned this role views budgets in

the dashboards. There can be one or several

budget viewers. The Budget Viewer does not

have access to the budget configuration

information.

 For Budget documentation, refer to the

Shared: Budget Setup Guide.

Shared with

two or more

SAP Concur

products

Card Program

Administrator

The user assigned this role manages the

company's purchase card program and

statement periods.

Group-aware: When assigning this role, one

or more groups must be selected.

Expense

Central Reconciliation

Processor

The user assigned this role processes

(matches) invoice transactions associated

with requests generated within the Request

product.

Group-aware: When assigning this role, one

or more groups must be selected.

Expense

Client Expense

Administrator

This custom role is not available to all

clients; availability is based on the client

configuration.

It combines permissions from the Expense

Configuration Administrator role and the

Shared Configuration Administrator.

The user assigned this role can access these

options (some may allow add/edit; some may

be view-only):

• Accounting administration

• Audit rules

• Car configuration

• Email reminders

• Exceptions

• Expense Types

• Locations

• Policies

• Travel allowance

• Workflows

Expense

Company Bill

Statement Approver

The user assigned this role approves

statement reports. This user must also be

assigned the Expense Approver role.

 Refer to the Expense: Company Bill

Statement Reports Setup Guide.

Expense

Section 3: Available Permissions and Roles

18 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Company Bill

Statement Processor

The user assigned this role views and

updates statement reports in Expense

Processor. This user must also be assigned

the Expense Processor role.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the Expense: Company Bill

Statement Reports Setup Guide.

Expense

Company Bill

Statement Processor

(Audit)

The user assigned this role views statement

reports in Expense Processor in read-only

format. This user must also be assigned the

Expense Processor (Audit) role.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the Expense: Company Bill

Statement Reports Setup Guide.

Expense

Company Bill

Statement Processor

Manager

The user assigned this role views, updates,

and deletes statement reports in Expense

Processor. This user must also be assigned

the Expense Processor Manager role.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the Expense: Company Bill

Statement Reports Setup Guide.

Expense

Company Bill

Statement User

The user assigned this role reviews and

submits the purchasing card transactions in

the statement reports. This user must also be

assigned the Expense User role.

 Refer to the Expense: Company Bill

Statement Reports Setup Guide.

Expense

Company Info

Administrator

The user assigned this role can update the

Company Info section of the home page.

Shared with

two or more

SAP Concur

products

Concur Mobile User

Do not use; is not associated with the

SAP Concur mobile app.

Cost Object Approver

This is special approver role, which is not

assigned the same way as other roles.

 Refer to the Expense: Workflow – Cost

Object Approvers Setup Guide.

Expense

Data Retention

Administrator

The user assigned this role views and

configures the data retention policy for the

company and can hold and purge individual

users.

Shared with

two or more

SAP Concur

products

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 19

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Digital Compliance

Administrator

The user assigned this role views the E-

Bunsho Timestamp validation tool.

Expense

Employee

Administrator

The user assigned this role can add and

manage employees, including assigning roles,

delegates, and preferences.

The user can only assign the basic user roles

(Expense User, Travel User), using the check

boxes on the User Details page. They may

also view and optionally edit and register cars

on behalf of a user.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the User Administration in

Travel, Expense, Invoice, and Request

section of this guide for more information

about assigning roles.

 Refer to Expense: Car Configuration

Setup Guide for information about

configuration and managing cars for the user.

Shared with

two or more

SAP Concur

products

Employee

Administrator (Read

Only)

The user assigned to this role is considered a

read-only auditor. The user can view but not

add or edit employee records.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the User Administration in

Travel, Expense, Invoice, and Request

section of this guide for more information

about assigning roles.

Shared with

two or more

SAP Concur

products

Employee Maintenance

The user assigned this role can manage

employees, including assigning roles,

delegates, and preferences. However, they

cannot create a new user account.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the User Administration in

Travel, Expense, Invoice, and Request

section of this guide for more information

about assigning roles.

Shared with

two or more

SAP Concur

products

Expense Approver

The user assigned this role can approve

expense reports within an assigned group.

NOTE: This approver is also automatically

assigned as the Travel Approver if the

employee is a Travel user.

Expense

Section 3: Available Permissions and Roles

20 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Expense Cash Advance

Administrator

The user assigned this role can view, issue,

and manage cash advance requests.

Group-aware: When assigning this role, one

or more groups must be selected.

Expense

Expense Company

Card Administrator

The user assigned this role can:

• Assign and unassign company cards

• Map expense types to merchant category

codes

Group-aware: When assigning this role, one

or more groups must be selected.

Expense

Expense Configuration

Administrator

This role is intended to be assigned to

and used by SAP Concur internal staff

only, with few exceptions.

The user assigned this role can fully

manage (add, edit, delete):

• Expense group configurations

• Policies

• Expense-based forms and fields,

validations, and vendor lists

• Expense report and authorized approver

workflows

• Audit rules

• Expense types and expense categories

• Payment types

• Account codes

• Exceptions

• Car configuration and reimbursement

• Receipt handling, including payment hold,

scan configurations, receipt limits, and

receipt imaging

• Email reminders

• Reimbursement currencies

• Offline settings

• Configuration change log (view only)

• Taxability and Deductibility Calculation

Service

Group-aware: When assigning this role, one

or more groups must be selected.

NOTE: This role is generally assigned with

the Shared Configuration Administrator role.

Expense

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 21

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Expense Configuration

Administrator

(Restricted)

The user assigned this role can fully

manage (add, edit, delete):

• Vendor list items

• Authorized approvers

• Audit rules

• Account codes

• Exceptions

• Personal and company car rates

• Receipt handling, including receipt limits,

payment hold, and scan configurations

• Email reminders

• Configuration change log (view only)

Group-aware: When assigning this role, one

or more groups must be selected.

NOTE: This role is generally assigned with

the Shared Configuration Administrator

(Restricted) role.

Expense

Expense Processor The user assigned this role:

• Can view and update expense reports

within Expense Processor

• Cannot delete expense reports

The Access for Processor field limits the

reports the processor can view to these

options:

• Display all reports excluding returned

reports

• Display all reports including returned

reports

• Display only reports pending processor

step and beyond

Group-aware: When assigning this role, one

or more groups must be selected.

NOTE: The user should only be assigned one

of the Expense Processor roles. If the user is

assigned multiple Expense Processor roles,

the role with the greatest level of access will

be applied. The levels of access, from highest

to lowest, are:

1. Expense Processor Manager

2. Expense Processor

3. Expense Processor (Audit)

Expense

Section 3: Available Permissions and Roles

22 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Expense Processor

(Audit)

The user assigned this role:

• Can view expense reports within Expense

Processor

• Cannot update or delete expense reports

Group-aware: When assigning this role, one

or more groups must be selected.

NOTE: The user should only be assigned one

of the Expense Processor roles. If the user is

assigned multiple Expense Processor roles,

the role with the greatest level of access will

be applied. The levels of access, from highest

to lowest, are:

1. Expense Processor Manager

2. Expense Processor

3. Expense Processor (Audit)

Expense

Expense Processor

Manager

The user assigned this role can view, update,

and delete expense reports within Expense

Processor.

The Access for Processor field limits the

reports the processor can view to these

options:

• Display all reports excluding returned

reports

• Display all reports including returned

reports

• Display only reports pending processor

step and beyond

Group-aware: When assigning this role, one

or more groups must be selected.

NOTE: The user should only be assigned one

of the Expense Processor roles. If the user is

assigned multiple Expense Processor roles,

the role with the greatest level of access will

be applied. The levels of access, from highest

to lowest, are:

1. Expense Processor Manager

2. Expense Processor

3. Expense Processor (Audit)

Expense

Expense Proxy Logon

The user assigned this role can log on to

Expense and act as a proxy user for other

employees within an assigned group.

Group-aware: When assigning this role, one

or more groups must be selected.

Expense

Expense Receipt

Processor

The user assigned this role can update the

receipt status for an expense report.

Expense

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 23

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Expense User

The user assigned this role can create and

submit expense reports and cash advances if

those features are used by the user's

company.

Expense

Extract Administrator

Special role assigned by the SAP Concur

Implementation department to clients who

are transitioning from the Standard Edition to

the Professional Edition.

This role provides access to the File Export

Configuration tool.

Expense

Fringe Benefits Tax

Administrator

Along with the Tax Administration role, the

user assigned this role can manage fringe-

benefit tax.

Expense

Import/Extract

Administrator

(formerly Integration

Administrator)

This role is intended to be assigned to

and used by SAP Concur internal staff

only.

A user assigned this role can:

• Manage (add, edit, delete) import,

extract, archive, and reporting

consolidation jobs

• Schedule jobs

• View the system log

Shared with

two or more

SAP Concur

products

Import/Extract Monitor

(formerly Integration

Administrator -

Restricted)

A user assigned this role can view:

• Details of import, extract, archive, and

reporting consolidation jobs

• Job schedule

• System logs

Depending on configuration, this user may

also be able to:

• Upload import files

• Download extract files

Shared with

two or more

SAP Concur

products

Integration Manager

The user assigned this role can access the

Monitor Integrations page

(Administration > Tools > Monitor

Integrations), has the ability to browse and

search obligation documents, and has

permission to Retry or Send Back obligation

documents.

This role is associated with the Funds and

Grants Integration with Concur Solutions.

 For more information, refer to the

Shared: Funds and Grants Integration with

Concur Solutions Setup Guide for Professional

Edition.

Shared with

two or more

SAP Concur

products

Section 3: Available Permissions and Roles

24 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Integration Manager

Advanced

The user assigned this role can access the

Monitor Integrations page, has the ability

to browse and search obligation documents,

and has permission to Retry, Send Back, or

Bypass obligation documents.

This role is associated with the Funds and

Grants Integration with Concur Solutions.

 For more information, refer to the

Shared: Funds and Grants Integration with

Concur Solutions Setup Guide for Professional

Edition.

Shared with

two or more

SAP Concur

products

Integration Manager

View Only

The user assigned this role can access the

Monitor Integrations page, and has the

ability to browse and search obligation

documents, but they cannot perform any

actions for obligation documents on the page.

This role is associated with the Funds and

Grants Integration with Concur Solutions.

 For more information, refer to the

Shared: Funds and Grants Integration with

Concur Solutions Setup Guide for Professional

Edition.

Shared with

two or more

SAP Concur

products

Password Manager

The user assigned this role can update

passwords for Expense users.

User will have read only access to the

following fields on the User Details page in

User Administration: Title, First Name, Middle

Name, Nickname, Last Name, Suffix, and

Email.

Preventing Access: A module property is

available to restrict this role from changing

passwords - contact SAP Concur directly to

have the Password Access Restriction feature

activated.

NOTES:

• The users with Expense and either Travel

or Invoice have one password for all

applications. When any of the Password

Manager roles changes a password, it

changes for all applications.

• Group-aware: When assigning this role,

one or more groups must be selected.

Shared with

two or more

SAP Concur

products

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 25

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Payroll Administrator

A user assigned this role can perform these

actions in the Payroll Integration tool

(used by the Payroll Integration for SAP ECC,

SAP S/4HANA, and SAP S/4HANA Cloud):

• Manage Payroll Settings

• Manage Wage Types

• Re-send failed payroll documents

Expense

Reimbursement

Auditor

A user assigned this role can view Expense

Pay functionality:

• Funding Accounts

• Batch Configurations

• Card Programs

• Expense Pay Settings

• Current and Historical Batch List

• Daily Funding and Returned Amounts

• Payment Demand List

• Report Payees List

• Employee Banking Status

Shared with

two or more

SAP Concur

products

Reimbursement

Manager

A user assigned this role can fully manage

(add, edit, delete) Expense Pay functionality:

• Funding Accounts

• Batch Configurations

• Card Programs

• Expense Pay Settings

In addition, a user assigned this role can

view the following Expense Pay details:

• Current and Historical Batch List

• Daily Funding and Returned Amounts

• Payment Demand List

• Report Payees List

Only global Reimbursement Managers can

create payment demands and view:

• Employee Banking Status

Group-aware: When assigning this role, one

or more groups must be selected.

Shared with

two or more

SAP Concur

products

Section 3: Available Permissions and Roles

26 Shared: User Administration User Guide

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Role Administrator

A user assigned this role is granted access to

the Expense, Invoice, and Request tabs

through User Permissions.

Group-aware: When assigning this role, one

or more groups must be selected.

 Refer to the User Administration in

Travel, Expense, Invoice, and Request

section of this guide for more information.

Shared with

two or more

SAP Concur

products

Role Builder

This role is intended to be assigned to

and used by SAP Concur internal staff

only, with few exceptions.

Shared with

two or more

SAP Concur

products

Shared Configuration

Administrator

This role is intended to be assigned to

and used by SAP Concur internal staff

only, with few exceptions.

The user assigned this role can fully

manage (add, edit, delete):

• Feature hierarchies for Expense Reports

and Vendor Invoices

• Employee group configurations, including

assignment of the employee form

• Employee forms and fields, validations,

and custom and connected lists

• Expense and payment delegate

configurations

• Reimbursement currencies

• Imaging settings

• Accounting structure (ledgers)

• Localization tasks

• Configuration change log (view only)

Group-aware: When assigning this role, one

or more groups must be selected.

Shared with

two or more

SAP Concur

products

Shared Configuration

Administrator

(Restricted)

The user assigned this role can:

• Access Locations (add or edit)

• View, add, edit, and delete custom list

items

• View the configuration change log

Group-aware: When assigning this role, one

or more groups must be selected.

Shared with

two or more

SAP Concur

products

Tax Administrator

The user assigned this role can fully

manage (add, edit, delete) value added tax

(VAT):

• Tax configurations

• Rates

Expense

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 27

Last Revised: July 2, 2024

Expense Tab

Role Description Product Area

Training Administrator

The user assigned this role can access the

Training Administration tool to configure

client-preferred Training landing page and

the contents and contact information that

displays.

Shared with

two or more

SAP Concur

products

Verify Administrator Can configure the Concur Verify application. Expense

Verify Reports Auditor

Can perform audit tasks within the Concur

Verify Reports Audit pages.

Expense

Travel and Expense

Pilot User

Do not use - this role is retired.

Travel and Expense

User

The user assigned this role can access SAP

Concur. The user requires an additional role

(Expense User, Travel User, etc.) to access

SAP Concur products.

Shared with

two or more

SAP Concur

products

UI Preview

The user assigned this role can preview the

enhanced user interface.

Shared with

two or more

SAP Concur

products

Web Services

Administrator

The user assigned this role can:

• Access the Partner Application

Administration page to register or

enable partner applications to access the

company’s data using the SAP Concur

web services. The partner applications

are required for some integrations, and

do not appear in the SAP Concur App

Center.

• Access the Manage User Apps page to

restrict the User applications in the SAP

Concur App Center for their company's

users.

• Enable Enterprise partner applications

within the SAP Concur App Center

 For more information, refer to the

Shared: App Center Administrator User

Guide.

SAP Concur

Connect

Request Tab

There are several other roles available on the Request tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Section 3: Available Permissions and Roles

28 Shared: User Administration User Guide

Last Revised: July 2, 2024

Role Description

Request Administrator This is one of the Request processor roles.

The user assigned this role can view and fully manage virtually

all requests.

Group-aware: When assigning this role, one or more groups

must be selected.

 Refer to the Authorization Request: Processor User Guide.

Request Approver

The user assigned this role can approve requests within their

assigned group.

Request Auditor This is one of the Request processor roles.

This is a read-only role. The SAP Concur client can assign this

role to TMCs, to its own internal travel agent(s), or to any other

user that needs read-only access to requests.

Group-aware: When assigning this role, one or more groups

must be selected.

 Refer to the Authorization Request: Processor User Guide.

Request Configuration

Administrator

This role is intended to be assigned to and used by SAP

Concur internal staff only, with few exceptions.

The user assigned this role can fully manage (add, edit,

delete) all request-related features on the Request Admin

menu.

Group-aware: When assigning this role, one or more groups

must be selected.

NOTE: This role is generally assigned with the Shared

Configuration Administrator role.

Data Retention

Administrator

The user is assigned this role views and configures the data

retention policy for the company and can hold and purge

individual users.

Request Configuration

Administrator

(Restricted)

The user assigned this role can fully manage (add, edit,

delete):

• List management

• Locations

• Segment types

• Travel agency offices

Group-aware: When assigning this role, one or more groups

must be selected.

NOTE: This role is generally assigned with the Shared

Configuration Administrator (Restricted) role.

Request Event

Manager

The user assigned this role can create a "master" event request

for multiple event attendees.

This role must be assigned with the Request Proxy Logon role.

Request Proxy Logon

The user assigned this role can log on to Request and act as a

proxy user for other employees within an assigned group.

Group-aware: When assigning this role, one or more groups

must be selected.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 29

Last Revised: July 2, 2024

Request Tab

There are several other roles available on the Request tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Request User

The user assigned this role can create and submit requests.

Risk Manager

This permission appears only if Request is integrated with

Concur Risk Management.

Group-aware: When assigning this role, one or more groups

must be selected.

 Refer to the Authorization Request: Risk Management

User Guide for more information.

TMC Agent This is one of the Request processor roles.

The SAP Concur client assigns this role to one or more agents

of its Travel Management Company (TMC) or to the client's

internal travel agent(s). In some regions, it is appropriate for

the TMC Agent to access the request after the user submits it

but before the approver receives it. This way, the TMC Agent

can add/edit the segment amounts – ensuring accuracy for the

request approver.

Group-aware: When assigning this role, one or more groups

must be selected.

 Refer to the Authorization Request: Processor User Guide.

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Budget Administrator

The user assigned this role configures the Fiscal Calendar,

Budget Categories, Budget Tracking Fields, Budget Items, and

Budget Settings. The Budget Administrator can see the budget

amounts as configured in the Budget Items, but not the budget

actuals as is shown in the dashboards. Budget Administrators

have access to all budget items within an entity.

 For Budget documentation, refer to the Shared: Budget

Setup Guide.

Budget

Approver/Manager

The user assigned this role approves invoices, purchase

requests, and expense reports and can view budgets in the

budget dashboards. The Budget Approver does not have access

to the budget configuration information.

 For Budget documentation, refer to the Shared: Budget

Setup Guide.

Section 3: Available Permissions and Roles

30 Shared: User Administration User Guide

Last Revised: July 2, 2024

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Budget Owner

The user assigned this role owns the budget and can view

budgets in the dashboards. The Budget Owner does not have

access to the budget configuration information.

 For Budget documentation, refer to the Shared: Budget

Setup Guide.

Budget Viewer

The user assigned this role views budgets in the dashboards.

There can be one or several budget viewers. The Budget

Viewer does not have access to the budget configuration

information.

 For Budget documentation, refer to the Shared: Budget

Setup Guide.

Central Receiver

The user assigned this role can add, edit, and delete purchase

order receipts and receipt images. However, they cannot

transmit or process purchase orders or invoices.

Client Managed

Capture Verifier

The user assigned this role can verify the output of invoices in

the client-managed version of Capture Processing.

Data Retention

Administrator

The user is assigned this role views and configures the data

retention policy for the company and can hold and purge

individual users.

Invoice AP User

The user assigned this role can create, assign, and reassign,

and delete invoices. They can also reassign a different policy to

an invoice and restore deleted invoices.

Group-aware: When this role is assigned to a user, one or

more groups must also be assigned to the user.

Note: If vendor groups have been configured through the

Vendor Employee Access feature, the Invoice AP User can be

assigned to the configured vendor groups. If vendor groups are

not configured, the AP user is assigned to the Global group by

default.

Invoice Approver

The user assigned this role can to approve invoices within an

assigned group.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 31

Last Revised: July 2, 2024

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Invoice Configuration

Administrator

This role is intended to be assigned to and used by SAP

Concur internal staff only, with few exceptions.

The user assigned this role can fully manage (add, edit,

delete):

• Invoice group configurations

• Policies

• Invoice-based forms, fields, and validations

• Invoice and authorized approver workflows

• Audit rules

• Expense types

• Account codes and account code hierarchy

• Exceptions

• Image handling, including scan configurations, invoice

imaging, vendor imaging

• Email reminders

• Company Info

• Configuration change log (view only)

Group-aware: When assigning this role, one or more groups

must be selected.

NOTE: This role is generally assigned with the Shared

Configuration Administrator role.

Invoice Configuration

Administrator

(Restricted)

The user assigned this role can fully manage (add, edit,

delete):

• Authorized approvers

• Audit rules

• Account codes

• Exceptions

• Expense types

• Scan configurations

• Email reminders

• Configuration change log (view only)

Group-aware: When assigning this role, one or more groups

must be selected.

NOTE: This role is generally assigned with the Shared

Configuration Administrator (Restricted) role.

Client Managed

Capture Verifier

The user assigned this role can verify the output of invoices

created through capture processing.

Section 3: Available Permissions and Roles

32 Shared: User Administration User Guide

Last Revised: July 2, 2024

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Invoice Payment

Manager

A user assigned this role can fully manage (add, edit, delete)

Invoice Pay functionality. This user can monitor and adjust

Invoice Pay batches and invoices scheduled for payment and

define the Checking and ACH funding accounts that are used

for payment.

Payment Release

Manager

Users with this role can access the Release Payments option

from the Actions menu on the Monitor Batches page.

When the Require Batches to be Released setting is

configured for Invoice Pay batches, this role allows Payment

Release Managers to manually approve/release Invoice Pay

batches in pending release status before payments are sent to

payment providers for processing.

This role can be assigned to one or more users depending on

need. Users with this role must also have the Payment Manager

role assigned.

Invoice Image

Processor

The user assigned this role can update the status of receipt and

invoice images.

Invoice Processor The user assigned this role:

• Can view and update invoices within Invoice Processor

• Can assign or reassign invoices

• Can restore deleted invoices

• Cannot delete invoices

Group-aware: When assigning this role, one or more groups

must be selected.

NOTE: The user should only be assigned one of the Invoice

Processor roles. If the user is assigned multiple Invoice

Processor roles, the role with the least level of access will be

applied. The levels of access, from highest to lowest, are:

1. Invoice Processor Manager

2. Invoice Processor

3. Invoice Processor (Audit)

Invoice Processor

(Audit)

The user assigned this role:

• Can view invoices within Invoice Processor

• Cannot update or delete invoices

Group-aware: When assigning this role, one or more groups

must be selected.

Invoice Processor

Manager

The user assigned this role can view, update, and delete

invoices within Invoice Processor.

Group-aware: When assigning this role, one or more groups

must be selected.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 33

Last Revised: July 2, 2024

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Invoice Proxy Logon

The user assigned this role can log on to Vendor Invoices and

act as a proxy user for other employees within an assigned

group.

Group-aware: When assigning this role, one or more groups

must be selected.

Invoice Purchasing

User

NOTE: This role is available only to users of Invoice.

The user assigned this role cannot create and submit invoices

but can be granted rights to change form field values to adjust

totals, etc. in Invoice Purchase Order.

Invoice Receipt

Processor

The user assigned this role:

• Can view and update invoices in Invoice Received status

within Invoice Processor

• Cannot delete invoices

Group-aware: When assigning this role, one or more groups

must be selected.

Invoice Tax

Administrator

The user assigned this role can configure and activate the Tax

Administration tool.

Invoice User The user assigned this role can create and submit invoices.

Invoice Vendor

Manager

The user assigned this role can work with vendors, including

approving new vendors, working with the master list, and

mapping vendors.

Group-aware: When assigning this role, one or more groups

must be selected.

Purchase Order

Processor

The user assigned this role can process purchase orders in the

Purchase Request module.

Group-aware: When assigning this role, one or more groups

must be selected.

Purchase Order

Processor (Audit)

The user assigned this role can view purchase orders within the

purchase order processor and can view receipts within the

purchase order processor. However, they cannot update or

delete purchase orders or update or delete receipts.

Group-aware: When assigning this role, one or more groups

must be selected.

Purchase Request

Approver

The user assigned this role can approve purchase requests in

the Purchase Request module.

Purchase Request

Processor

The user assigned this role can process purchase requests in

the Purchase Request module.

Group-aware: When assigning this role, one or more groups

must be selected.

Section 3: Available Permissions and Roles

34 Shared: User Administration User Guide

Last Revised: July 2, 2024

Invoice Tab

There are several other roles available on the Invoice tab that are shared with other

SAP Concur products. For a definition of each, refer to the Expense roles.

Role Description

Purchase Request

Processor (Audit)

The user assigned this role can view purchase requests within

the purchase request processor but cannot update or delete

purchase requests.

Group-aware: When assigning this role, one or more groups

must be selected.

Purchase Request

Proxy Logon

The user assigned this role can log on to Purchase Request and

act as a proxy user for other employees within an assigned

group.

Group-aware: When assigning this role, one or more groups

must be selected.

Purchase Request User

The user assigned this role can create purchase requests in the

Purchase Request module.

Receipt User

The user assigned this role can enter, update, and delete

receipt data for their own purchase orders.

Reporting Tab

Role Description

Budget Role for Cognos

The user assigned this role can access the Budget module in

the Analysis/Intelligence data model.

Group-aware: When assigning this role, one or more groups

must be selected.

CAS Analyst Do not use - this role is retired.

Cognos Business Author The user assigned this role:

• Can use Analysis/Intelligence to view data for reports

submitted at all hierarchical levels within their assigned

groups (as well as any data not group-related)

• Are assigned the Business license type, which restricts

the features to which they have access

• Can:

♦ Run existing reports

♦ Create new reports or modify existing basic reports

using the basic tool – Query Studio

Group-aware: When assigning this role, one or more groups

must be selected.

Section 3: Available Permissions and Roles

Shared: User Administration User Guide 35

Last Revised: July 2, 2024

Reporting Tab

Role Description

Cognos Consumer The user assigned this role:

• Can use Analysis/Intelligence to view data for reports

submitted at all hierarchical levels within their assigned

groups (as well as any data not group-related)

• Are assigned the Consumer license type, which further

restricts the features to which they have access

• Can run existing reports, with read-only access

Group-aware: When assigning this role, one or more groups

must be selected.

Cognos Professional

Author

The user assigned this role:

• Can use Analysis/Intelligence to view data for reports

submitted at all hierarchical levels (no group assignment

required)

• Are assigned the Professional license type, which allows

access to all features

• Can:

♦ Run existing reports

♦ Create new reports or modify existing basic reports

using the basic tool – Query Studio

♦ Create new reports or modify existing basic reports

using the advanced tool – Report Studio

♦ Schedule automatic report run

Group-aware: When assigning this role, one or more groups

must be selected.

Consolidation

Configuration

Administrator

This role is used by companies using the Reporting Database

that wish to consolidate the data from the current version

and previous versions.

The user assigned this role:

• Maps expense types and custom fields to a single

consolidated definition

• Can adjust other consolidation settings

NOTE: This role does not include access to

Analysis/Intelligence.

Dashboard User Retired – do not use

Section 4: User Administration Page

36 Shared: User Administration User Guide

Last Revised: July 2, 2024

Section 4: User Administration Page

This feature requires the User Administrator employee role.

Before You Begin

Before using the user administration section, the Employee Profile form must be

configured.

 Refer to the Expense: Forms and Fields Setup Guide for more information on

configuring the employee form.

Accessing User Admin

1. Click Administration > Company > Company Admin.

2. Click User Administration (left menu).

Section 4: User Administration Page

Shared: User Administration User Guide 37

Last Revised: July 2, 2024

Searching for Existing Users

The User administrator can search for existing Travel or Expense users. Users with

access to both applications will appear in either search.

Searching for Employees Without Managers

The Managers field in the search options is used to find employees that do not have

a manager/approver assigned.

• When Expense Advanced Filters is selected, the No Manager option in the

Managers field will cause users who meet all the other search criteria and do

not have an Expense manager/approver to display.

• When Travel Advanced Filters is selected, the No Manager option in the

Managers field will cause users who meet all the other search criteria and do

not have a Travel manager/approver to display.

• Select the All Managers option in the Managers field to display users

regardless of whether they have a manager assigned.

Searching for Test Users

The Expense Test Users field in the search options is used to include or exclude

employees of type Test User if any users of this type exist in the system (that is, it

will not appear is the system does not detect one or more Test Users).

• All Users: The filter is ignored, and all test users are returned.

• Exclude Test Users: Return the search results without including any Test

Users.

• Only Test Users: Include only Test Users in the results of the search.

Section 4: User Administration Page

38 Shared: User Administration User Guide

Last Revised: July 2, 2024

 To search for Expense users:

1. On the User Administration page, select (enable) the Show Filters check

box to view the search fields.

2. Select Use Expense Advanced Filters.

NOTE: The Expense Employee Administrator role is required in order to see

the Expense search filters.

3. Enter the search criteria.

Section 4: User Administration Page

Shared: User Administration User Guide 39

Last Revised: July 2, 2024

4. Select (enable) the check boxes next to the desired columns to display.

5. Click Search.

 To search for Travel users:

1. On the user administration page, select (enable) the Show Filters check box

to view the search fields.

2. Select Use Travel Advanced Filters.

Section 4: User Administration Page

40 Shared: User Administration User Guide

Last Revised: July 2, 2024

3. Enter the search criteria.

4. Select (enable) the check boxes next to the desired columns to display.

5. Click Search.

Adding New Users

The User administrator can add new Travel and/or Expense users on the View

Company Users page. The Employee Maintenance roles cannot create a new user

account.

Note the following:

• Your system configuration determines the role check boxes that are

displayed. If you are not seeing the role check boxes for all your SAP Concur

products, contact SAP Concur support to have your module properties

updated.

• If any of the required fields on the employee form are set to read-only, you

will not be able to use the user interface to create new users. You will have to

use the User Import instead. Administrators who attempt to create users with

these form settings will receive the following error: "Users cannot be created

via this UI. Please import new users."

Section 4: User Administration Page

Shared: User Administration User Guide 41

Last Revised: July 2, 2024

Adding New Users

 To add new users:

1. On the user administration page, click Add New User on the main page or

Add User in the left menu. The user detail page appears.

NOTE: The role check boxes – Expense User, Invoice Approver, etc. –

may be hidden to prevent assignment by the administrator – consult

your SAP Concur administrator for more information.

2. Complete the required fields.

User Roles

Field Description

Travel Wizard User The user is able to access Travel and book travel.

Request User The user is able to access Request and submit requests.

Request Approver

The user is able to access Request and approve requests.

This approval may be subject to limitations.

Expense User

The user is able to access Expense and submit expense

reports.

Expense Approver

The user is able to access Expense and approve expense

reports. This approval may be subject to limitations.

Invoice User

The user is able to access Invoice and create payment

demands.

Invoice Approver

The user is able to access Invoice and approve payment

demands.

Section 4: User Administration Page

42 Shared: User Administration User Guide

Last Revised: July 2, 2024

User Roles

Field Description

Company Bill Statement

User

The user is able to access Company Bill Statements.

Company Bill Statement

Approver

The user is able to approve Company Bill Statements

Expense Group

Configuration

Choose the group configuration that applies to the user.

This field is only available when the Expense User,

Expense Approver, Invoice User, or Invoice Approver roles

are selected.

General Settings Section

Field Description

NOTE: The login name must be unique across all SAP

Concur products. If a login name is currently in use in any

SAP Concur product, it cannot be assigned again unless

the original occurrence is changed. For example, assume

that a login name was assigned in error. That login name

can only be used again if an admin (either manually or via

import) renames the original occurrence, allowing the login

name to be used again.

Password and Verify

Password

Password for logging in

This is the field to use if you want to reset a password as

well.

NOTE: To allow password expiration which prompts users

to reset their passwords, you must submit a ticket to SAP

Concur support to enable the Expire Password when set

by an Administrator module property for your company.

Preventing Access: A module property is available to

restrict the ability to change passwords - contact SAP

Concur directly to have the Password Access Restriction

feature activated.

Title User's title

First Name, Middle

Name, Last Name

User's name

The user's name should always be the name that appears

on their identification for travel purposes.

Nickname User's nickname

Suffix User's suffix, if applicable

Account Activation Date Date the user record was created

IMPORTANT: This date cannot occur in the future – it

must the date of creation or earlier to prevent deactivation

of the account.

Section 4: User Administration Page

Shared: User Administration User Guide 43

Last Revised: July 2, 2024

User Roles

Field Description

Account Termination

Date

Date the user will stop using Travel or Expense

If someone is leaving the company or will no longer be

traveling, set this date to the last date the person will use

the system. You can set this to a date in the past to

deactivate someone immediately.

Employee ID User's employee ID number

NOTE: This field is required if the Expense User or Invoice

User role is selected.

Email Address User's email address

On the remainder of the page, additional fields are displayed or hidden,

depending on which user role is selected and the company configuration.

Non-Employee Settings: If the company uses the Sponsored Guest User

feature, the administrator will see the Non-Employee Settings section on the

User Details page.

 For more information, refer to the Expense: Sponsored Guest User

Setup Guide.

Section 4: User Administration Page

44 Shared: User Administration User Guide

Last Revised: July 2, 2024

Travel users: For new users with the Travel Wizard User role, the Travel

Settings section appears:

NOTE: Be aware that only minimal information is required for Expense-only

users. For example, the sections for home and work address do not

appear.

Section 4: User Administration Page

Shared: User Administration User Guide 45

Last Revised: July 2, 2024

Expense and Invoice users: For new users with the Expense User or

Invoice User role, the Expense and Invoice Settings section appears:

Note the following:

♦ Clients using the Email or Composite login ID method will see the Logon

ID field in the Expense and Invoice Settings section. This is the field

used to maintain the classic user interface login ID. This field may have a

different label depending on the Employee form configuration.

♦ The Default Travel Agency field may appear in this section if the user

has the Request User and Expense User roles.

 For information about how to complete these fields, refer to the field

definitions on the following pages.

Request users: For new users with the Request User role, the Request

Settings section appears:

NOTE: If a user has the Request User role but not the Expense User role, this

area becomes a hybrid of Request Settings (shown above) and

Expense and Invoice Settings (shown previously).

 For information about how to complete these fields, refer to the field

definitions on the following pages.

3. Complete the additional fields as desired.

NOTE: To add approvers, delegates, or update preferences, you must first

save the user, then use the steps in the Modifying Existing Users

section of this guide.

Section 4: User Administration Page

46 Shared: User Administration User Guide

Last Revised: July 2, 2024

4. At this point, you can:

♦ Save the information. To do so, click Save.

♦ Save the information and add another new user. To do so, click Save and

New.

♦ Notify the new user via email. To do so:

• Make any desired changes in the Message Text area (if any).

• Click Save and Notify New User.

 Refer to Emailing New Users below.

Emailing New Users

When adding a new user:

• The Save and Notify New User button appears on the top and bottom of

the page.

• The Email Parameters section appears at the bottom of the page.

The Email Parameters section contains the default text for the email sent to the

new user if the admins clicks Save and Notify New User.

Note the following:

• The button and email section appear only for new employees. They are not

available when the admin modifies existing user information.

• The default email information appears, and the admin can edit the From,

Subject, and Message Text portion of the email as desired.

Note the following:

♦ There is no mechanism to permanently edit the email text that appears by

default. If the admin wants to make changes, they must change it for

each new user.

♦ IMPORTANT: The email will print only 1000 characters of message text –

that includes spaces, line breaks, punctuation, etc. The field, however, will

let you enter more than that. Be sure to restrict any message text to 1000

characters total.

Section 4: User Administration Page

Shared: User Administration User Guide 47

Last Revised: July 2, 2024

Modifying Existing Users

Update General Information

 To update general information:

1. On the user administration page, locate the desired user.

2. Review the user's information and make any needed updates.

NOTE: The role check boxes (Expense User, Invoice Approver, etc.) may be

hidden to prevent assignment by the administrator – consult your SAP

Concur administrator for more information.

 Refer to Adding New Users in this guide for field definitions.

Section 4: User Administration Page

48 Shared: User Administration User Guide

Last Revised: July 2, 2024

Update Default Language

 To update default language:

1. On the user administration page, locate the desired user.

2. From the Default Languages list, select the desired language.

NOTE: Changes made to the Default Language display after the user signs

out and back in again.

3. Click Save.

 Refer to Adding New Users in this guide for field definitions.

Update Mobile Settings

 To update mobile settings:

While editing user information (not while adding a new user), the Mobile Settings

section may appear.

Select the check box as appropriate.

Note the following:

• The Remote wipe mobile device check box (in the Mobile Settings

section) appears only for users who have completed the Mobile Registration

page (entered a PIN).

• If an administrator selects this check box, the user's PIN is set to null (blank).

The next time the user tries to log in, all cached device data is cleared.

Section 4: User Administration Page

Shared: User Administration User Guide 49

Last Revised: July 2, 2024

• This flag will also be set automatically by the system if the user enters the

wrong PIN five times. Consecutive failed attempts are tracked on the device.

If the user exceeds five, the PIN is set to null (blank) and all cached device

data is cleared.

Add or Change Expense and

Invoice Approvers

 To add or change

approvers:

1. On the user administration

page, to add Expense and

Invoice approvers, click

Approvers (in the

Expense and Invoice

Settings section). The

Approvers window

appears.

NOTE: The cash advance

approver field will

only appear if that

feature has been

activated for your

company.

 Refer to the Expense: Cash Advance Setup Guide for more

information.

2. Under Default approver for your expense reports, type in the details of

the desired approver. The list displays possible matches.

3. Select the desired approver.

4. Click Copy, if desired. This will copy the expense report approver into all

other approver fields. If the approver does not have the appropriate approver

roles, the fields will not be updated.

5. Select the other approvers, if desired.

6. Click Save.

Section 4: User Administration Page

50 Shared: User Administration User Guide

Last Revised: July 2, 2024

Add or Change Request Approvers

 To add or change Request approvers:

1. On the user administration page, click Request Approvers (in the Request

Settings section).

2. Select the desired approver.

3. Click Save.

Add or Change Expense Preferences

 To add or change Expense preferences:

1. On the user administration page, click Expense Preferences (in the

Expense and Invoice Settings section). The Expense Preferences

window appears.

2. Select (enable) or clear (disable) the desired check boxes.

3. Click Save.

Section 4: User Administration Page

Shared: User Administration User Guide 51

Last Revised: July 2, 2024

Add or Change Invoice Preferences

 To add or change Invoice preferences:

1. Click Profile > Profile Settings > Invoice Preferences. The Invoice

Preferences page appears.

2. Select (enable) or clear (disable) the desired check boxes.

3. Click Save.

Add or Change Request Preferences

 To add or change Request preferences:

1. On the user administration page, click Request Preferences (in the

Request Settings section).

2. Select (enable) or clear (disable) the desired check boxes.

3. Click Save.

Section 4: User Administration Page

52 Shared: User Administration User Guide

Last Revised: July 2, 2024

Add Expense and Request Delegates

Delegates are shared between Expense and Request. Any additions, deletions, or

changes you make in Expense will affect Request, and vice versa.

MAXIMUM NUMBER OF ASSIGNMENTS AND USING THE EXPENSE PROXY ROLE

Delegates are individuals acting on behalf of a named list of specific users. A

reasonable maximum number of user assignments is 250 per delegate, and that is

what is supported by SAP Concur. Please use the Expense Proxy role when assigning

access for shared service centers: the Expense Proxy role is designed to allow an

individual user to support entire Expense groups within the system.

 To add Expense and Request delegates:

1. On the user administration page, click Expense Delegates. The Expense

Delegates window appears.

2. Click Add.

3. In the Search by employee name, email address or logon id field, type

in the details of the desired delegate. The list displays possible matches.

4. Select the desired delegate and configure as required.

Section 4: User Administration Page

Shared: User Administration User Guide 53

Last Revised: July 2, 2024

5. Click Save.

6. On the user detail page, click Save.

Delete a User's Delegate Assignments

Delegates are shared between Expense and Request. Any additions, deletions, or

changes you make in Expense will affect Request, and vice versa.

 To delete Expense and Request delegate assignments:

1. On the User Administration page, click Expense Delegates. The Expense

Delegates window appears.

2. Click Delegate For (tab).

3. If deleting less than 50 users, select each name individually or click the select

all check box and click Delete.

Section 4: User Administration Page

54 Shared: User Administration User Guide

Last Revised: July 2, 2024

4. If deleting more than 50 users, click Delete All repeatedly as needed.

5. Click Save.

Add Invoice Delegates

Use the following procedure to add delegates in Invoice.

MAXIMUM NUMBER OF ASSIGNMENTS AND USING THE INVOICE PROXY ROLE

Delegates are individuals acting on behalf of a named list of specific users. A

reasonable maximum number of user assignments is 250 per delegate, and that is

what is supported by SAP Concur. Please use the Invoice Proxy role when assigning

access for shared service centers: the Invoice Proxy role is designed to allow an

individual user to support entire Invoice groups within the system.

 To add Invoice delegates:

1. On the user administration page, click Invoice Delegates. The Invoice

Delegates window appears.

2. Click Add.

3. In the Search by employee name, email address or logon id field, type

in the details of the desired delegate. The list displays possible matches.

4. Select the desired delegate and configure as required.

5. Click Save.

6. On the user detail page, click Save.

Section 4: User Administration Page

Shared: User Administration User Guide 55

Last Revised: July 2, 2024

Add or Change Reimbursement Method

The Reimbursement Method field provides a way for administrators to indicate what

method the company wants to use to reimburse the employee. The Expense Report

web service uses this as a search term to find reports with the specified employee

Reimbursement Method. It does not impact the accounting extracts. It will appear

only if you have added it to the Employee Form.

 To add or change Reimbursement Method:

1. On the user administration page, in the Expense and Invoice Settings

section, select the desired value in the Reimbursement Method field.

2. Click Save.

Add Expense Authorized Approver or Cost Object Approvers

! IMPORTANT: In order to see the check box or link described below, the user

must have the User Admin rights and the Expense Admin rights; the employee

must have the standard approver role.

EXPENSE AUTHORIZED APPROVER

If a company uses the authorized approver feature in Expense, based on the

company's configuration, the company will see one of these methods - never both.

• Authorized Approver check box

When you select the check box, the Manager Approval Limit field and the

Approval Limit Currency list appear. Make the appropriate choices and click

Save.

NOTE: This method can be used only for limit-based authorized approvers. It

cannot be used for exception-based authorized approvers.

Section 4: User Administration Page

56 Shared: User Administration User Guide

Last Revised: July 2, 2024

• Authorized Approval Limits link

When you click the link, the Authorized Approval Limits window appears.

On the left side, select the appropriate level in the hierarchy.

On the right side:

♦ For exception-based approvers, select (enable) the Can approve

exception check box. (The actual exception levels are defined on the

Authorized Approvers tab in Workflows.)

♦ For limit-based approvers, select the desired currency and enter the

amount.

♦ If an approver has both types of approval authority, define both.

Section 4: User Administration Page

Shared: User Administration User Guide 57

Last Revised: July 2, 2024

EXPENSE COST OBJECT APPROVERS

! IMPORTANT: In order to see the link described below, the user must have the

User Admin rights and the Expense Admin rights; the employee must have the

standard approver role.

If the Cost Object Approver feature is activated, the Authorized Approval Limits

link appears.

When you click the link, the Authorized Approval Limits window appears.

On the left side, select the appropriate level in the hierarchy.

On the right side:

• For limit-based cost object approval, select a currency and enters an amount.

• For level-based cost object approval, enter a level.

Section 4: User Administration Page

58 Shared: User Administration User Guide

Last Revised: July 2, 2024

NOTE: The cost object configuration defines the type – either limit or level. If you

complete both areas in this window – the Approval Limit area and the Level field –

Expense will use the one that applies to your configuration and ignore the other.

Add Invoice/Purchase Request Authorized Approvers or Cost Object

Approvers

! IMPORTANT: In order to see the check box or link described below, the user

must have the User Admin rights and the Invoice Admin rights; the employee

must have the standard approver role.

INVOICE/PURCHASE REQUEST AUTHORIZED APPROVER

If a company uses the authorized approver feature in Invoice, based on the

company's configuration, the company will see one of these methods - never both.

• Authorized Approver check box

When you select the check box, the Manager Approval Limit field and the

Approval Limit Currency list appear. Make the appropriate choices and click

Save.

NOTE: This method can be used only for limit-based authorized approvers. It

cannot be used for exception-based authorized approvers.

• Authorized Approval Limits link

Section 4: User Administration Page

Shared: User Administration User Guide 59

Last Revised: July 2, 2024

When you click the link, the Authorized Approval Limits window appears.

On the left side, select the appropriate level in the hierarchy.

On the right side:

♦ For exception-based approvers, select (enable) the Can approve

exception check box. (The actual exception levels are defined on the

Authorized Approvers tab in Workflows.)

♦ For limit-based approvers, select the desired currency and enter the

amount.

♦ If an approver has both types of approval authority, define both.

INVOICE/PURCHASE REQUEST COST OBJECT APPROVERS

! IMPORTANT: In order to see the link described below, the user must have the

User Admin rights and the Expense/Invoice Admin rights; the employee must

have the standard approver role.

If the Cost Object Approver feature is activated, the Authorized Approval Limits

link appears.

Section 4: User Administration Page

60 Shared: User Administration User Guide

Last Revised: July 2, 2024

When you click the link, the Authorized Approval Limits window appears.

On the left side, select the appropriate level in the hierarchy.

On the right side:

• For limit-based cost object approval, select a currency and enters an amount.

• For level-based cost object approval, enter a level.

NOTE: The cost object configuration defines the type – either limit or level. If you

complete both areas in this window – the Approval Limit area and the Level field –

Invoice will use the one that applies to your configuration and ignore the other.

Add Request Authorized Approvers

! IMPORTANT: In order to see the check box or link described below, the user

must have the User Admin rights and the Expense Admin rights; the employee

must have the standard Request approver role.

If a company uses the authorized approver feature in Request, based on the

company's configuration, the company will see one of these methods - never both.

• Authorized Approver check box

When you select the check box, the Manager Approval Limit field and the

Approval Limit Currency list appear. Make the appropriate choices and click

Save.

NOTE: This method can be used only for limit-based authorized approvers. It

cannot be used for exception-based authorized approvers.

Section 4: User Administration Page

Shared: User Administration User Guide 61

Last Revised: July 2, 2024

• Authorized Approval Limits link

When you click the link, the Authorized Approval Limits window appears.

On the left side, select the appropriate level in the hierarchy.

On the right side:

♦ For exception-based approvers, select (enable) the Can approve

exception check box. (The actual exception levels are defined on the

Authorized Approvers tab in Workflows.)

♦ For limit-based approvers, select the desired currency and enter the

amount.

♦ If an approver has both types of approval authority, define both.

Reactivating a User

The administrator can activate a user that was previously deactivated on the User

Details page. There are two common requirements:

• The existing user account needs to be reactivated. This means this employee

will have one user account in Travel & Expense.

• A new user account needs to be created, using the original login and email

address but keeping the original, now deactivated user. This means this

employee will have two user accounts in Travel & Expense.

Section 4: User Administration Page

62 Shared: User Administration User Guide

Last Revised: July 2, 2024

 To reactivate a user account:

1. On the user administration page, locate the desired user.

NOTE: T

he role check boxes (Expense User, Invoice Approver, etc.) may be

hidden to prevent assignment by the administrator – consult your SAP

Concur administrator for more information.

2. Clear the Account Termination Date field.

A process runs during the Overnight Processing Period that will activate the user. The

user will be able to log in after the process has run.

NOTE: You cannot use the Concur Standard Employee Import to reactivate a

terminated user. Reactivation must be done using the User Administration

tool. Attempting to reactivate an employee using the Concur Standard Import

where the imported employee has the same Login ID or Email address as an

existing terminated user will result in a failure in the import process. Once

you reactivate the employee using the User Administration tool, you may use

the Concur Standard Employee Import to make updates to the user's

information.

Section 4: User Administration Page

Shared: User Administration User Guide 63

Last Revised: July 2, 2024

 To create a new user account using the same login and email:

1. On the user administration page, locate the desired user.

NOTE: The role check boxes (Expense User, Invoice Approver, etc.) may be

hidden to prevent assignment by the administrator – consult your SAP

Concur administrator for more information.

2. Change the value in the Login Name field.

NOTE: The login name must be unique across all SAP Concur products. If a

assigned again unless the original occurrence is changed. For example,

assume that a login name was assigned in error. That login name can

only be used again if an admin (either manually or via import)

renames the original occurrence, allowing the login name to be used

again.

3. Change the value in the Email Address field to match.

4. Click Save.

5. Create a new user with the desired Login and Email by following the steps in

the Adding New Users section of this guide.

 Refer to the Shared: Employee Import Specification.

Section 5: User Permissions

64 Shared: User Administration User Guide

Last Revised: July 2, 2024

Section 5: User Permissions

The User Administrator can assign basic user permissions using the User Role check

boxes on the user details page. The administrator can assign the full list of

permissions using the user permissions page.

Accessing the User Permissions Page

The user permissions page displays tabs for all configured SAP Concur products, such

as Travel, Expense, or Invoice.

 To access the user permissions page:

1. Click Administration > Company > Company Admin.

2. In the left menu, click User Permissions.

Managing Roles by User Name

The Permissions administrator can select users by name, then assign or remove the

available roles.

 To add a role by user name:

1. On the user permissions page, in the Modify Roles By list, click User Name.

Section 5: User Permissions

Shared: User Administration User Guide 65

Last Revised: July 2, 2024

2. In the Search fields in Step2, enter the desired search criteria.

♦ Entering one or more letters in the Search Text field causes the system

to search for data in the selected fields that start with the entered

letter(s).

♦ Entering a comma separated list will search for any value in the list.

♦ The Active Status field enables you to search for users with any status

(All), active users (Active), or inactive users (Inactive).

3. Click Search.

4. In the User Name to Assign Roles field, select the desired user (if there is

more than one).

5. Select the desired role(s) in the Available Roles field. You can select more

than one non-group aware role to assign. Only one group aware role can be

assigned at a time.

6. If the role is group-aware then the Groups to be Assigned to User(s) for

the Selected Role(s) list appears.

Section 5: User Permissions

66 Shared: User Administration User Guide

Last Revised: July 2, 2024

The list defaults with the Global group configuration name. If want to modify

this, click Modify in the Groups area to select the group that the role applies

to. The Select Groups window appears.

It lists available group configuration names that can be applied to the role.

The group configuration can include one or more groups that use the

configuration. It is the group configuration that controls what groups this role

applies to.

7. Select the desired group configuration name.

8. Click Done.

9. Click Add to assign the role(s) to the user.

Section 5: User Permissions

Shared: User Administration User Guide 67

Last Revised: July 2, 2024

 To remove a role by user name:

1. On the user permissions page, in the Modify Roles By list, select User Name.

2. In the Search area, enter the desired user's information. Entering one letter

will cause the system to search for data in the selected fields that start with

that letter. Entering a comma separated list will search for any value in the

list.

3. Click Search. This populates the User Name to Assign Roles field.

4. In the User Name to Assign Roles field, select the desired user.

5. Select the desired role in the Roles for This User field.

6. Click Remove to remove the role from the user.

 To change the group assignment for a role:

The administrator can change the groups that a role is assigned, without removing

the role.

1. In the user permissions section, select the desired role.

Section 5: User Permissions

68 Shared: User Administration User Guide

Last Revised: July 2, 2024

2. Click Modify in the groups area. The group selection window appears:

3. Select the appropriate groups.

4. Click Done.

5. Click Modify.

6. Click Save.

Section 5: User Permissions

Shared: User Administration User Guide 69

Last Revised: July 2, 2024

Managing Roles by Role

The Permissions administrator can select roles by name, view all users with the role,

and assign users to the role.

 To add a role by role:

1. In the user permissions section, in the Modify Roles By list, select Role.

2. In the Role to Assign to Users area, select the desired role.

3. Click Search. The Users without this Role and Users with this Role fields

are populated.

4. Select the desired user(s) in the Users without this Role field. More than

one user can be selected when assigning the role.

5. If the role is group-aware then the Groups to be assigned to User(s) for

the Selected Role(s) list appears. The list defaults to the Global group

configuration name. If you want to modify this, click Modify in the Groups

area to select the group that the role applies to.

The Select Groups window appears. The Select Groups window lists

available group configuration names that can be applied to the role.

Section 5: User Permissions

70 Shared: User Administration User Guide

Last Revised: July 2, 2024

The group configuration name can include one or more groups that use the

configuration. It is the group configuration that controls what groups this role

applies to.

6. Select the desired group configuration name.

7. Click Done.

8. Click Add to assign the role to the user.

 To remove a role by role:

1. In the user permissions section, in the Modify Roles By list, select Role.

2. In the Role to Assign to Users field, select the desired role.

3. Click Search. The Users without this Role and Users with this Role fields

are populated.

4. Select the desired user in the Users with this Role field.

5. Click Remove to remove the role from the user.

Section 5: User Permissions

Shared: User Administration User Guide 71

Last Revised: July 2, 2024

 To change the group assignment for a role:

The administrator can change the groups that a role is assigned, without removing

the role.

1. In the user permissions section, select the desired user.

2. Click Modify in the groups area. The Select Groups window appears:

3. Select the appropriate groups.

4. Click Done.

5. Click Modify.

6. Click Save.

Section 6: Viewing a History of Changes Made to an Employee

72 Shared: User Administration User Guide

Last Revised: July 2, 2024

Section 6: Viewing a History of Changes Made to an

Employee

Reporting on User Changes

Changes to user details and roles are logged and reportable. You can view the

history of changes through reports created in Analysis.

• To view user detail changes, create a report using the fields in the Expense

> Lists > Travel Employee History table.

• To view user role changes, create a report using the fields in the Expense >

Lists > Employee Role History table.

 Refer to the Data Model - Expense Folder chapter of the Analysis/Intelligence

guide for more details.

Viewing a Report Detailing Changes Made to an Employee

Changes made to a user, such as password changes or similar, are available by

running a report in Travel. This option is only available to clients using the integrated

Travel and Expense solution because it requires administrative access within Travel

to assign, run, and view the reports.

These reports are available:

• User Profile Changes Version 2: Detailed report of changes made at the

Profile level

• User Preference Changes Version 2: Detailed report of changes made at

the Profile level

Assigning and Running the Reports for Display

To assign the report, the Travel Report Admin role navigates to Administration >

Company > Report Admin. They then select how the reports are assigned - via the

report, specific to a single user, or in bulk by Group.

Section 6: Viewing a History of Changes Made to an Employee

Shared: User Administration User Guide 73

Last Revised: July 2, 2024

In the figure below, the user is selected, and reports assigned to them using the Add

button:

The user assigned the reports may now run them by navigating to Reporting >

Travel Reports and selecting a report to run. In the figure below, the Admin

Password Changes report is selected:

Section 6: Viewing a History of Changes Made to an Employee

74 Shared: User Administration User Guide

Last Revised: July 2, 2024

Setting the Default Report View

Open a report and click Show this Report by default to force the next display to

automatically open to the selected report. In the figure below, the Admin Password

Changes report is selected for automatic display:

Section 7: Special Cases

Shared: User Administration User Guide 75

Last Revised: July 2, 2024

Section 7: Special Cases

This section covers information about special situations.

When a Payee is Terminated During the Reimbursement Process

When a payee is terminated and has outstanding expense reports:

• A user with the Expense Proxy Logon role should submit any unsubmitted

expense reports for the employee.

• The employee should be marked Inactive in User Administration.

• Expense Pay will process the payment demands normally.

☼