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Designated Approver

The Default Approver for employees is their supervisor as listed in Banner form NEA2SPE. Employees without an assigned supervisor in Banner are manually profiled with their supervisor as the Default Approver. The Default Approver is changeable by statewide and campus travel administration but reverts to the primary supervisor in Banner with the daily extract and file updates.

The Default Approver for non-employees is the authorized financial approver. This is assigned at profile creation and changeable by statewide and campus travel administration.

The Cost Object Approver (COA) is the Researcher assigned to the restricted fund in Banner page FTMFUND. If the "Researcher" field is blank in FTMFUND, then the COA is the PI assigned in Banner page FRAGRNT. This is only changeable by updating the Researcher/PI in Banner.

The optional Department Approver is sometimes the department travel coordinator or financial manager. This is assigned, changed or removed directly on the traveler’s Concur profile.

Travel Request

Concur is programmed to apply regulatory approval requirements to the Travel Request. (R05.02.060.A.(4))

1. At least one authorized approver on each Request, except for self-approvers on domestic travel
   1. Supervisor/Default Approver approval on travel paid with unrestricted funds
   2. COA approval on travel paid with restricted funds
   3. Supervisor/Default Approver approval on travel paid with restricted funds for which the traveler is the COA; Concur is programmed with a "skip-step" to reroute the Request
2. Supervisor/Default Approver approval on all international travel
3. Optional Department Approver as assigned in the traveler’s Concur profile

Expense Report

Concur is programmed to apply most regulatory approval requirements to the Expense Report. (R05.02.060.A.(15.b))

1. Expenditure authority approval if over 10% and $200 of the Travel Request estimate
2. Expenditure authority approval if the funding source changes from the Request
   1. Allocated expenses are not automatically routed for re-approval
   2. The campus Processor may route the Report to additional approvers as required
3. Supervisor/Default Approver approval if the traveler is the expenditure authority
4. Optional Department Approver as assigned in the traveler’s Concur profile
5. Campus Expense Processor (campus travel auditor) approval on all Reports

All international travel requires supervisor approval including international travel for those otherwise authorized to approve their own travel.

US Export Control laws regulate the transfer (physical and electronic) of goods, technologies and technical data outside of the US for economic, national security and foreign policy reasons. The regulations also cover the provisions of services to restricted entities or denied parties.

The three main regulatory agencies are the Department of State, the Department of Commerce and the Department of Treasury. The list below may trigger the need need for an export license from any of those agencies, although the regulations do contain some licensing exceptions and exemptions.

For foreign travel, this means UA needs to screen the following:

1. Destination countries for embargoed or sanctioned destinations
2. Hosting organization or individual or foreign collaborator (for professional conferences, these are the sponsoring institutions) for denied or restricted entities
3. Transportation of any UA owned equipment either for temporary or permanent export, whether shipped ahead of time or taken as carry-on or checked baggage including laptops, computers, after-market software including encryption, scientific instruments, etc.
4. Any technical data including proprietary or confidential data (e.g. via an NDA) and data required for the design, fabrication, operation or maintenance of military or dual-use technology

An approval delegate has access to review and approve Travel Requests and Expense Reports on your behalf. Concur Request and Expense share delegates, so assigning a delegate to one assigns it to the other.

An approval delegate can be permanent or only for a specific date range (e.g. for a planned vacation). Supervisors/Default Approvers and COAs should designate a permanent approval delegate in case you are unexpectedly out.

Visit the "First Time Users" page for more information on logging into Concur and updating your general profile options.

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Add Delegate

1. Navigate to the upper right-hand corner of the Concur dashboard and open the Profile drop-down menu by clicking the user icon
2. Click "Profile Settings"
3. Select "Expense Delegates" from the Profile Options menu
   Or
   Click the "Request Delegates" or "Expense Delegates" link in the left-hand navigation pane
4. The “Delegates” tab is individuals assigned as delegates to your account
5. Click “Add” then search for and select the desired delegate’s name
6. Assign the applicable permissions and click “Save”

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Delegate Permissions

1. Can Approve [indefinitely on the approver’s behalf] – Use this option to set a backup that can always approve on your behalf (no time limit).
   Before giving an individual this type of delegate access please ensure they have the authority to approve on your behalf.
2. Can Approve Temporary (a date range is required) – Use this option to set a date range for someone to approve on your behalf.
   Before giving an individual this type of delegate access please ensure they have the authority to approve on your behalf.
3. Can Preview for Approver – Use this option to set a delegate to preview the Expense Report/Travel Request before you. This delegate cannot approve the Report/Request on your behalf.
   Instead, the delegate's task is to ensure that the Report/Request is ready for you to review and approve. With this option, you can wait until the preview delegate has selected “Notify Approver” (which generates an email notification to the approver), or you can approve the Report/Request without this delegate’s review.
4. Receives Approval Emails – The delegate is copied on your approval notification emails.