Optimizing SAP Concur At The University Of Pennsylvania: The Complete 2026 Guide To Penn Travel And Expense Management

This technical guide focuses exclusively on the SAP Concur platform integrated within the University of Pennsylvania’s financial ecosystem, colloquially known as Penn Travel and Expense (PTE). It is designed for faculty, staff, and authorized student guests utilizing the system for the 2026 fiscal year.

The transition to a fully automated, AI-augmented expense environment in 2026 has transformed how the University of Pennsylvania (Penn) manages its multi-million dollar annual travel budget. For the modern Penn researcher or administrator, "Concur Penn" represents more than just a portal; it is a sophisticated financial tool integrated with Workday and BEN Financials to ensure compliance with federal grant regulations and University policy. Navigating this system requires an understanding of both the software interface and the specific 2026 institutional mandates regarding the Penn Travel Card and per diem reporting.

The 2026 Architecture of Penn Travel and Expense (PTE)

The SAP Concur implementation at Penn serves as the primary interface for travel booking, expense reporting, and invoice processing. As of 2026, the system operates on a seamless Single Sign-On (SSO) framework via PennKey, ensuring that all financial transactions are tied directly to the user's home department (ORC) and funding sources (C-Prism strings).

The infrastructure is built upon three core pillars that interact in real-time:

1. Concur Travel: The booking engine powered by World Travel, Inc. (Penn’s preferred travel management company). It enforces "Penn-Preferred" rates with airlines and hotels while flagging non-compliant bookings that fall outside the University’s 2026 safety and cost-containment guidelines.
2. Concur Expense: The reporting module where the SAP Concur "Verify" AI performs automated audits on every line item. In 2026, this module utilizes optical character recognition (OCR) that achieves 99% accuracy in extracting data from digital receipts.
3. The Penn Travel Card Interface: A direct data feed from Bank of America to Concur. Every swipe of a University-issued card is automatically imported as a "Pending Card Transaction," significantly reducing manual data entry for faculty and staff.

2026 Policy Compliance: Navigating Financial Regulations

University Policy 2353 remains the gold standard for travel and entertainment at Penn. However, in 2026, several key adjustments have been implemented to reflect inflationary trends and new federal auditing standards for NIH and NSF grants.

Mandatory Booking and Documentation

All airfare, whether domestic or international, must be booked through the Concur Penn portal or directly via World Travel, Inc. to ensure that the University can fulfill its "Duty of Care" responsibilities. In 2026, the system includes enhanced GPS-based emergency tracking for faculty traveling to high-risk zones, a feature that only activates when travel is booked within the system.

The Fly America Act and Open Skies

For researchers funded by federal grants, Concur Penn now includes an automated "US Carrier" filter. In 2026, if a user attempts to book a non-compliant international flight on a federal fund, the system will prevent the checkout process unless a valid "Fly America Act Exception Form" is digitally attached and signed by the Departmental Administrator.

Receipt Requirements and the $25 Threshold

Penn maintains a strict receipt policy. For 2026, any expense exceeding $25 requires a legible, itemized receipt. However, for "Entertainment and Business Meetings," an itemized receipt is mandatory regardless of the dollar amount to prevent the reimbursement of prohibited items such as high-value alcohol or personal expenses.

Comparative Analysis: Payment Methods in 2026

Choosing the correct payment method is critical for ensuring rapid reimbursement and maintaining departmental budget integrity. The 2026 landscape heavily favors the Penn Travel Card over personal out-of-pocket spending.

Advanced Features: Utilizing AI and Mobile Tools in 2026

The 2026 version of the SAP Concur Mobile App has become the primary tool for the Penn community. By utilizing the "ExpenseIt" feature, travelers can snap photos of receipts in real-time. The AI then categorizes the expense (e.g., "Breakfast," "Taxi," "Project Supplies") and matches it to a corresponding credit card charge from the Penn Travel Card.

Operational Tip: The "Drive" Integration For local travel between the Philadelphia campus and New Bolton Center or other regional sites, the Concur mobile app now uses "Drive," a GPS-based mileage tracker. Users no longer need to calculate odometer readings. The app monitors the distance, subtracts the user's standard commute distance (per IRS 2026 regulations), and creates an expense entry automatically.

Audit Readiness: The 2026 AI Verify Module Penn has activated the "Verify" AI module which scans for duplicate submissions across the entire University. If a faculty member and a graduate student both attempt to claim the same shared dinner, the system will flag the duplication instantly before it reaches the Departmental Approver.

Step-By-Step Workflow for Expense Submission

To ensure compliance and speed up the approval process in 2026, users should follow this standardized workflow. Failure to follow these steps often results in "Sent Back" reports, delaying payment.

1. Create a Request: Before any international trip, a "Request" must be submitted and approved in Concur. This 2026 requirement ensures funds are encumbered and insurance is active.
2. Book Travel: Use the "Travel" tab to secure flights and hotels. This automatically populates your "Available Expenses" with the itinerary.
3. Capture Receipts: Throughout the trip, use the mobile app to upload receipts. Do not wait until the trip ends; the 2026 OCR works best when receipts are crisp and unwrinkled.
4. Assign Expenses: Drag "Available Expenses" (from the card feed) into a new "Expense Report." Match receipt images to the card charges.
5. Review Alerts: Address any "Red Flags" (Hard stops) or "Yellow Warnings" (Informational). In 2026, a Red Flag will prevent submission, typically indicating a missing business purpose or an expired grant fund.
6. Submit and Track: Once submitted, the report moves to the Departmental Approver and then to Central Accounts Payable. You can track the real-time status (Pending, Approved, Extracted for Payment) within the Concur dashboard.

Strategic Oversight and Departmental Best Practices

For Senior Business Administrators (SBAs) and Financial Coordinators, managing "Concur Penn" involves overseeing the "Reporting" and "Intelligence" dashboards. In 2026, these tools allow departments to analyze spending patterns and negotiate better rates with local vendors near the University City campus.

• Timely Submission: Policy 2353 requires reports to be submitted within 30 days of the trip's conclusion. In 2026, reports older than 90 days are automatically treated as taxable income to the employee, per IRS guidelines, and will be processed through the Penn Payroll system as such.
• Business Purpose Clarity: The "Business Purpose" field must be descriptive. Instead of writing "Conference," the 2026 standard requires: "Attendance at the 2026 American Chemical Society Meeting to present research on [Project Name]."
• Missing Receipt Affidavits: While Concur allows for a "Missing Receipt Declaration" in 2026, frequent use of this feature (more than three times per fiscal year) triggers a mandatory review by the University Tax Office.

Troubleshooting Common 2026 Concur Issues

Despite the technological advancements of 2026, users may encounter specific friction points.

• SSO Errors: If your PennKey fails to log you into Concur, ensure your Workday profile is active and your "Preferred Email" matches the one listed in the Penn Directory.
• Foreign Currency Conversion: Concur Penn automatically converts 2026 foreign exchange rates based on the date of the transaction. If the conversion seems inaccurate, users can manually override it by providing a bank statement showing the actual USD charge.
• Allocation Splits: If an expense needs to be split between two different grants (e.g., 50% NIH, 50% Departmental), use the "Allocate" button at the bottom of the expense entry. In 2026, you can save "Favorite Allocations" to speed up this process for recurring projects.

Frequently Asked Questions (FAQ)

How do I get reimbursed for a trip that was canceled in 2026?

Canceled trips are handled by claiming any non-refundable fees as a "Canceled Trip" expense type, provided a valid business reason (e.g., medical emergency or conference cancellation) is documented. In 2026, most credits are stored in the Concur "Profile" under "Unused Tickets" and should be applied to the next business trip.

Can I use Concur Penn for personal travel if I pay myself?

No, the University of Pennsylvania prohibits the use of the Concur booking tool for purely personal travel. However, in 2026, you may add "Personal Days" to a business trip, provided you document the "Comparison Fare" (a screenshot of what the flight would have cost for just the business portion) at the time of booking.

What should I do if my Penn Travel Card is declined?

Declines usually occur due to a "Merchant Category Code" (MCC) block or reaching the credit limit. In 2026, you should contact the Penn Travel Card team or the 24/7 Bank of America number on the back of the card to request a temporary limit increase or code override.

How are per diems calculated in the 2026 system?

Concur Penn uses the "Travel Allowance" wizard to automatically calculate GSA (General Services Administration) and M&IE (Meals and Incidental Expenses) rates based on your itinerary. The 2026 rates are updated nightly; the system automatically deducts meals provided by a conference or host if you check the "Meal Provided" boxes in the itinerary section.

Is the mobile app mandatory for using Concur at Penn?

While not mandatory, the mobile app is highly recommended in 2026 for its "Verify" AI capabilities and real-time expense matching. Users who rely solely on the desktop version often face longer processing times due to manual receipt scanning and uploading.

Who do I contact for technical support with Concur?

For system-related issues (e.g., login errors, broken links), contact the Penn ISC Service Desk. For policy-related questions (e.g., "Is this meal reimbursable?"), contact your Departmental Business Administrator or the Central Penn Travel Office via the PTE help portal.

The 2026 SAP Concur environment at the University of Pennsylvania is a robust, data-driven system designed to protect the University's non-profit status and federal funding. By adhering to the digital workflows and policy mandates outlined in this guide, Penn employees can ensure efficient, compliant, and rapid management of all travel and business expenses.