10-20: Concur administrative roles

Effective: June 1, 2026
References: 10-4: Travel requests, 10-6: Reimbursement requests, FI 26: Concur administrative roles

Purpose

This policy outlines the roles and responsibilities of employees assigned administrative roles in the Concur system and how to request those roles.

Definitions

Administrative roles – Roles available in Concur that allow users certain abilities.

Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

Concur team – The GovOps Division of Finance’s Concur team.

Expense audit processor – User permission that allows read-only access to all agency employees’ reimbursement requests and p-card reconciliations in any status, except unsubmitted.

Expense processor – User permission that allows viewing and editing of all agency employees’ reimbursement requests and p-card reconciliations in submitted status. Users can’t delete any reimbursement requests or p-card reconciliations.

Expense proxy logon – User permission that allows the creation, editing, and submission of all agency employees’ reimbursement requests or p-card reconciliations.

GovOps – The Department of Government Operations

P-card – A state-issued purchasing card used for approved business purchases.

Request administrator – User permission that allows viewing of all agency employees’ travel requests in any status except unsubmitted and editing of all agency employees’ travel requests in submitted status.

Request auditor – User permission that allows read-only access to all agency employees’ travel requests in any status except unsubmitted.

Request proxy logon – User permission that allows creation, editing, and submission of all agency employees’ travel requests.

Policy

A – Concur administrative roles are used for business needs

1 – Administrative roles in Concur must be limited to specific business needs and should not be used routinely.

2 – Agencies must maintain a list of employees with administrative roles in Concur and review it annually to ensure there is still a business need for the employees to have the roles.

3 – Administrative roles are considered a privilege and not a right.

B – Employees may be request auditors and expense audit processors

1 – Employees may be given the request auditor and/or expense audit processor role if there’s a business need. Generally, these roles are given to auditors and employees responsible for monitoring and reviewing travel requests, reimbursement requests, and p-card reconciliations.

2 – Agencies must maintain and review a list of employees with these roles annually to ensure there is still a business need.

C – Request administrator and expense processor roles are limited

1 – A maximum of 2 employees at each agency may be assigned the request administrator and/or expense processor role if there’s a business need. These employees should know Finance policies and be the agency’s Concur experts responsible for answering questions before asking the Concur team.

2 – These employees are able to do the following to travel requests, reimbursement requests, and p-card reconciliations with submitted status:

correct workflow errors on single reports in compliance with Finance policy;
make limited changes to certain fields;
approve on behalf of an approver for purposes of correcting a workflow (monitored by the Concur team);
send them back to employee; and
reopen closed travel requests.

D – Request and expense proxy logon roles are limited

1 – A maximum of 2 employees at each agency may be assigned the request and/or expense proxy logon roles if there’s a business need. These employees should know Finance policies and be the Concur experts that answer Concur questions for your agency before asking the Concur team.

2 – These employees are able to create and edit travel requests, reimbursement requests and p-card reconciliations and also submit on behalf of employees.

3 – Employees with expense proxy logon roles must only use their ability to submit reimbursement requests and p-card reconciliations on behalf of someone else if there is a justified reason that travelers and cardholders cannot submit their expenses on their own.

3a – Convenience and faster reimbursements are not considered justified reasons. Good internal controls require travelers and cardholders to certify that the expenses are accurate and for business purposes, haven’t been paid by a cash advance or p-card, and won’t be reimbursed by any other party. This certification is weakened when the person who incurred the expenses does not submit them.

E – Employees must get approval for administrative role permissions

1 – To request access to Concur administrative role permissions, employees must fill out form FI 26: Concur administrative roles and have it approved by the appropriate authority.

2 – Concur administrative roles must be approved by the employee’s:

supervisor; and
executive director or designee.

3 – The employee’s supervisor must submit the approved FI 26 to the Concur team by submitting a ticket to the Concur help desk or by sending an email to [email protected].

F – Employees must not have conflicting administrative roles

1 – Employees must not have roles in both section B and C.

2 – Employees must not have roles in section B or C if they are a budget officer, supervisor, division director, or compliance officer in a Concur workflow for travel requests, reimbursement requests, or p-card reconciliations.

3 – Employees must not have roles in section B and C if they have the ability to create and edit employee or vendor profiles in either Vantage Payroll or Financial.

G – The Concur team monitors the usage of the administrator and proxy roles

1 – The Concur team monitors travel requests, reimbursement requests, and p-card reconciliations submitted by employees with administrator and proxy roles to ensure that roles are used as intended and not abused.

2 – If the Concur team determines that employees and agencies don’t use the administrator and proxy roles as intended, they will remove the roles.