There will be a new Request User Interface (UI) in Concur Starting October 1. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a quick look at how the new Request UI will look starting October 1.
Overview
- This guide will demonstrate how to create an Event Request for Catering
- Event Requests are only required if an order is placed with a caterer or a bar service provider and those services were provided at an on-campus Event
Critical Concepts
- Review Event Policy on Meetings and Entertainment: Overview Blink page before creating an Events Request
- An Event Request is required before creating an Events Expense Report
- Reference the Events Expense Report KBA to create the Events Expense Report
- If a Travel & Entertainment (T&E) Card will be used to pay the Supplier, the Event Request needs to be created under the T&E Cardholder's profile
Steps to Take
1. Log into Concur using your Single Sign-On
2. Select the Requests module
3. Below Requests, Select New Request
4. In Request Header tab, make the following entries:
a. Request Type: Event Request
b. Event Name:
c. Event Date:
d. Event Location:
e. Type of Event: select from drop down
f. Type of Service: select from drop down
5. In Request Header, enter required, marked in red, Chart of Accounts (CoA) information, including Fund
a. Review this guide on searching for CoA information
b. Please consult your Fund Manager for any questions on CoA entries
6. In the Business Purpose/Additional Information field, provide a valid business purpose for the Event
7. Select Save
8. On the Expenses tab, outline the estimated costs of the Event, estimates are required to continue the process
9. In Expense Type select from the menu on the right hand side of the page
10. Based on the selected Expense Type, complete all required fields, marked in red
a. Note: if Expense Type: Prepared Food - Catering or On-Campus is selected, also add an additional Expense Type to provide the Supplier Info
11. Select Save
12. Repeat this process until all estimated Expenses have been accounted for
13. Select Submit Request and then Accept & Submit
14. Once you have submitted the Request, track the Request on the Manage Requests page
15. Select the Approval Flow tab, this will display a list of approvers and the order in which they need to approve the Request
If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494