How to Create an Event (Catering) Request in Concur

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 The process outlined below will not change but the screenshots will be outdated.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.


Critical Concepts

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