Mosaic project is implementing a new process to request travel, book reservations, and manage expenses, including P-Card and Corporate Card expenses. The goal of the new process is to reduce the effort required on everyone’s part to facilitate employee reimbursement.

1

1. Web-based and Mobile App - Supports all web browser. Allow pop-ups in Chrome, note screen differs per browser and user’s access (traveler vs approver), VPN not required. Preferred web browsers are Internet Explorer and Chrome. Log into web portal with BCM account. Log into mobile app with BCM email address in Profile Settings and PIN created. 2. Travel - Used for all your traveling needs (travel request, book travel arrangements, submit expense report for reimbursement)3. Employee Reimbursement – Used for employee reimbursement. Eliminate petty

cash and check request 4. Guest Travel Process - Travelers who are not employees or students of the College

may have their travel expenses paid by the College. A Guest travel request and Guest expense report are required for all Guests. Please note, if there is no travel associated with the guest and only an honorarium is being paid, it should still be processed in Concur as the Guest process.

5. P-Card and Corporate Card Reconciliation – For P-Card and Corporate Cards expense reports

2

3

• Traveler or Employee – Individual who is traveling or requesting non-travel reimbursement

• Traveler Assistant/Arranger – Has been assigned to assist with booking travel• Traveler or Employee’s Delegate – Has been assigned to work on behalf of an

individual for requests and expense reports• Approver – Person authorized to review and approve travel request and expense

reports• Approver Delegate – Has been assigned to work on behalf of an approver (preview

or approver); Approver Delegate cannot be a Non-BCM employees. Delegates should be familiar with the budget for the department and has awareness/authority to review and enforce the policies.

• Cost Object Approver – Approver outside your home department; requests and expense reports will automatically route to Cost Object Approver

NOTE:• Travel Services no longer review• The approver is responsible for reviewing and approving

4

5

1. Submit Travel Request for approval (able to recall or delete before approved).2. Once Request approved, traveler make travel arrangements.

NOTE: A Request ID is required to complete reservations.3. Submit expense report.

IMPORTANT: - An approved Travel Request is required when submitting an expense report. - All travel expenses related to a trip needs to be on one travel expense report. - When booking airfare thru Concur, add expenses (airfare and agency fee) to the

report to be reconciled. - Travel expenses from a Corporate Card need to be reconciled on a Travel Expense

Report. NOTE: Delegates CANNOT complete the Missing Receipt Affidavits. Delegate can't

use it to attest that it's missing if you are not the real person. 4. After approval, traveler receives reimbursement and/or card transactions are

reconciled.

6

1. Submit Expense Reports (able to recall and cancel before approved)NOTE: Delegates CANNOT complete the Missing Receipt Affidavits. Delegate can't

use it to attest that it's missing if you are not the real person. 2. After approval, receive reimbursement/P-Card and/or Corporate Cards

reconciliation is completed

NOTE: P-Card holders will need to submit their expense report to reconciled monthly.

7

8

- Airfare booked thru Concur and Corporate Card transactions will be available within Concur under Available Expenses

- To log in to the Concur mobile app, create a PIN from your Profile Settings.

9

• Preferred web browsers are Internet Explorer and Chrome• Do not need to connect to BCM’s VPN to access remotely• Please note, depending on which web browser you use, there will be some slight

screen and features differences• Idle time is 60 minutes and does not save when exit

10

- Create a PIN from Concur web portal under Profile > Profile Settings > Concur Mobile Registration

- Verify your Sign In email address - Compatible with iOS and Android devices- Use the web portal for full functionality, mobile app have limited features

11

- FROSCH fees and contact information available on www.bcm.edu/mosaic > Products and Services.

- A Request ID is required to complete reservation- To book for guests, contact concursupport@bcm.edu for access.

12

13

14

Many training opportunities:- Attend an in-person session, labs for practice and mobile app set up- Zoom web conference sessions available for Overviews- Videos and guides online at Concur Training page

15

16

17