Concur Invoice FAQs

Concur Invoice is a cloud-based tool that gives you one view to manage business payment requests. Submit payment requests and route for electronic approval through Concur Invoice, with the ability to monitor and track the request status as it progresses through the payment process. Concur Invoice is a product in the SAP Concur suite of products, created by the software company, SAP.

All active account administrators and support staff will automatically be granted access to Concur Invoice. UH users may sign in using <UH username>@uhf.hawaii.edu and selecting the “SAP Concur Password” sign-in option. When signing in for the first time, you will need to select “Forgot password” to reset your password and then proceed to set up two-factor authentication (2FA).

For those that are not listed as an account administrator or support staff but need to submit invoices on behalf of someone, visit the following page to request access:

When signing in for the first time, you will need to select “Forgot password” to reset your password:

• Visit www.concursolutions.com
• Type in your UHF Concur username (including @uhf.hawaii.edu) and select Next
• Select “Forgot password”
• Select “Send” to send an email with a link to reset your password
• Check your UH email inbox for a password reset email from SAP and follow the provided instructions

After signing in using your SAP Concur Password for the first time, you will be prompted to set up two-factor authentication (2FA). Please note that this is an additional account which must be added in your authenticator app that is separate from your University of Hawaii multi-factor authentication (MFA) account. If you are using a mobile device to set up 2FA and have already downloaded an authenticator app, you can scan the QR code on the “Set Up Two-Factor Authentication” page to begin setting up 2FA for Concur. If you do not yet have an authenticator app set up, you can download one of the following suggested authenticator apps and then proceed to set up 2FA:

Duo (Mobile app)

• Select Add account (+)
• Select “Use QR code” and scan the QR code displayed in your computer browser window
• Confirm the new account name and select Save
• Type the account passcode from the Duo app into the Authentication Code field on your computer and select “Sign In”

Google Authenticator (Mobile app)

• Select “Add a code” (+)
• Select “Scan QR code” and scan the QR code displayed in your computer browser window

If you do not have a mobile device or prefer not to use one for this process, you can use an authenticator app in a web browser:

Google Authenticator (Desktop browser extension)

• Open the Google Authenticator extension
• Select the “Scan QR Code” icon
• Click and drag your cursor to highlight the entire QR code displayed in your computer browser window

After 2FA setup is completed, you will then be able to log into Concur by opening your authenticator app and inputting the Authentication Code on the sign in page. Should you need to reset the 2FA associated with your UHF Concur account, you may select the “Unable to enter authentication code” option on the sign in page and select Send to request a 2FA reset email.

No. A separate 2FA account must be added in your authenticator app to sign into the UH Foundation’s Concur site.

A 30-minute recording of our training session for UH employees is available on YouTube:

You can add Invoice Delegates to act on their behalf, defining specific tasks that the delegate can complete. To assign a delegate: In the top navigation bar, click on Profile and select Profile Settings. On the Invoice Delegates page, click on Add Delegate. A search box will appear. Search for the employee to assign as a delegate using their name or email address. Click on the appropriate employee and then Add.

For more information on how to set up delegates, see the Concur User Guide.

If your payment request requires you to submit required or supporting documents that contain sensitive information (e.g. social security numbers, etc.), please upload the documents to our secure file sharing site using the appropriate link below:

You must itemize all invoices to show the goods or services received. On the Amount Remaining to be Itemized page, select the appropriate expense type, such as Furniture and Fixtures. In the Add Item section, complete all required fields (indicated with a red asterisk) and optional fields as directed by your company, and then click Add. Continue adding items until all the items (expense types) are represented

After creating a new invoice, you can distribute the amount of the expense. Distributing allows you to allocate a portion of the transaction to different accounts (project numbers). In the Itemization Summary area of the page, select the appropriate check boxes (on the left side of the page) for the items that you want to distribute. Click Distribute, and then click Distribute Selected Items. On the Distribute Selected Items page, click Distribute By, and then select Percentage or Amount as the distribution type. Click Add. With each additional allocation, the system automatically distributes the percentage evenly between the departments. You can manually adjust the Percentage or Amount fields as needed. Enter the additional account information to distribute to. Click Save once done and the Remaining to distribute is $0.00 (0%)

For more information on splitting expenses between expense types or funding sources, see the Concur User Guide.

If the vendor for your payment request is not located within the system, you can submit a new vendor request. To request a new vendor: On the Invoice tab, click Create New Invoice. On the Create New Invoice page, click Request New Vendor. Under General Vendor Information, complete the required fields (indicated with a red bar), and then click OK.

The Foundation requires an IRS W-9 form for all new vendors and individuals who are non-UH employees when payment is requested. This is to comply with federal reporting guidelines. 
 
Please upload documents to our secure file sharing site:
https://www.uhfoundation.org/payment-request-documents-upload

Nonresident aliens paid through Concur are required to create a record in Arctic International LLC's GLACIER software, a secure online tax compliance system used to provide immigrant and tax data to UHF. With GLACIER, account administrators no longer have to collect forms from the nonresident alien payees. When we receive a payment request for a nonresident alien through Concur, GLACIER will automatically generate an email and send it directly to the payee. This email will contain instructions on how to set up access and create their individual record within GLACIER. GLACIER will also let the payee know what necessary documentation is needed to return to UHF in order for us to process the payment.

For more information on requesting new vendors, see the Concur User Guide.

Nonresident aliens paid through Concur are required to create a record in Arctic International LLC's GLACIER software, a secure online tax compliance system used to provide immigrant and tax data to UHF. With GLACIER, account administrators no longer have to collect forms from the nonresident alien payees. When we receive a payment request for a nonresident alien through Concur, GLACIER will automatically generate an email and send it directly to the payee. This email will contain instructions on how to set up access and create their individual record within GLACIER. GLACIER will also let the payee know what necessary documentation is needed to return to UHF in order for us to process the payment.

If the vendor address you are looking for does not exist in Concur, you can request a new address by submitting a new vendor request: On the Invoice tab, click Create New Invoice. On the Create New Invoice page, click Request New Vendor. Under General Vendor Information, complete the required fields (indicated with a red bar), and then click OK.

For more information on requesting new vendors, see the Concur User Guide.

The pay cycle time is 4 business days for ACH in the US and 3-5 business days for checks. Checks are issued and sent every weekday via the US Postal Service. Delivery times may vary due to holidays.

A copy of your receipt can be uploaded and attached to your reimbursement request just as you would for an invoice. When uploading a copy of a paper receipt, please write “Submitted to UHF on <date>” on the paper receipt before scanning.

For more information on uploading receipt and invoice images, see the Concur User Guide.

No. Requisition and purchase order form approvals are still handled outside of Concur. However, UHF uses Concur to issue payments to vendors, including when a purchase order is used.

Vendors may complete the ACH authorization form to set up ACH payments.

University of Hawai‘i faculty, staff, and students with domestic (U.S.) bank accounts are also eligible to enroll with ACH.

Please allow approximately one week for the account to be setup and activated before the first ACH payment request is submitted.