CSU Concur Expense Management Optimization Project

The CSU Expense Management Optimization project will bring all universities and auxiliaries using CFS onto one single, unified Concur platform for travel and expense management. This systemwide transition will streamline processes, enhance the user experience, and standardize policies. This effort also supports the CSU Strategic Plan’s emphasis on operational effectiveness and shared services across the system.

Once implemented in April 2026, the project will improve travel and expense processes for all travelers and non-travelers who submit or approve card requests, hospitality justification forms, expense reimbursements, or corporate card reconciliation.

Concur Transition Updates

04-17-26 - Concur Platform Transition Update

The Concur platform is currently being activated as part of the transition to the Chancellor’s Office single-instance system.  During this process, we have identified several issues that are currently affecting functionality.  Below are the most recent updates:  

State Side Travel

The new Concur instance is now operational for state-side travel and expense processing.  If you receive an error message when attempting to log in, please clear your cache, log out and log back in.  If you continue having difficulty logging in, please email the Travel Department at travel@csusb.edu

Auxiliary Travel

Auxiliary organizations are still experiencing a system impairment in Concur.  The Chancellor’s Office is actively working to resolve this issue.

Temporary Process

• Obtain email approval to travel from your MPP in place of a Concur travel request.  Route this email to your "Reports to Approver" and "DOA Approver" for approval.  If International, include Dean or VP, President's Office, and Risk Management in the approval email.  Retain this approval email to attach to your expense report.  Please be sure to include the following information within the email approval:
  • Employee Name
  • Coyote ID
  • Trip Type: In-State, Out-of-State, or International
  • Travel Start Date
  • Travel End Date
  • Traveler Type: Faculty, Staff, Athletics, Faculty with Students, Staff with Students, Auxiliary, or Athletics with Students
  • Trip Purpose: Competition, Conference, Employee Recruitment/Interview, Field Trip, Meeting, Presentation, Professional Development, Recruiting, Team Travel, or Other
  • Departure City
  • Destination (City/State)
  • Final Destination Country
  • Business Unit, Fund, Department, Class, Project to be charged
  • Comments
  • List expense type and estimated expense amount

Once you have returned from your travel: 

• Submit a manual expense report to reconcile expenses.
• Manual Expense Report Form:  TravelClaim-Jan2026_3.xls

If you have any questions, please reach out to the Travel Department for assistance.  travel@csusb.edu

Corporate Card

The new Corporate Card reconciliation platform is still unavailable for all business units.  Corporate Cards are active and available for use, however, the reconciliation of cards is not possible at this time.  An update will be provided as soon as possible.  

Legacy Concur Platform

We are pleased to inform that user access to the legacy CSUSB Concur system has now been temporarily restored.  You may have outstanding transactions within the legacy CSUSB Concur system that were incurred prior to the transition to the new Concur system which occurred on April 6, 2026.  You may log in to the legacy system to finalize any outstanding corporate card and air transactions that were not fully approved and/or reconciled prior to the transition to the new Concur system.   Please follow this guide:  Concur Legacy Platform Access_4.docx

We appreciate your patience and understanding as we work through these transition-related challenges and we will continue to provide updates on this page as new information becomes available, and we will also communicate with the campus community by email as developments occur. Thank you for your patience.  

Project Benefits

• Simplified workflows and reduced administrative effort for faster reimbursements
• Systemwide insights to support better spending decisions and identify savings
• Strengthened controls for improved audit protection and compliance

Overview of Changes in Concur

• Transition into the Chancellor’s Office supported Concur single instance
• Request new credit cards (Corporate Card) or updates to existing cards directly in Concur
• Complete the Hospitality Justification Form in Concur for purchases paid outside the requisition

On-Boarding Timeline

• February 25, 2026 – February 27, 2026: End-to-End Testing conducted by the Accounts Payable, Travel, and Procurement teams.
• March 17, 2026: Deadline to submit all travel requests for trips occurring on or before June 30, 2026, including requests for travel advances. Expense reports for trips that have already taken place must also be submitted. All Corporate Card and Air Card transactions must be entered and submitted in Concur.
• March 24, 2026: Deadline for Accounts Payable, Travel, and Procurement to review and approve all travel advances and expense reports in Concur.
• March 28, 2026 – April 5, 2026: The Concur online booking tool will be unavailable. Travelers with approved requests should book travel prior to March 28.
• March 23, 2026 – April 17, 2026: End User Training
• April 6, 2026: Go Live
• April 6, 2026 – April 17, 2026: Hyper Care support

More information will be shared in the coming months to help our university prepare for the transition. Please refer to this webpage and the CSU Systemwide Concur page for regular updates. For university-specific questions, please reach out to your Travel/Accounts Payable or Procurement teams.

Thank you for your support as we work towards implementing the optimized Concur single instance across the CSU system.

For additional information, please contact Kerri Helfrick, CSU Project Manager, khelfrick@calstate.edu, our campus Travel and Expense Advisory representative, by emailing travel@csusb.edu, or our campus Corporate Card representative, by emailing corporatecard@csusb.edu.

End User Training

Open Session Schedule and Zoom Link