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February TXST Quarterly Team Award Winners

February 2022 - Concur Travel Team

Concur Travel Team
Vice President for Finance and Support Services, and Vice President for Information Technology

TXST Quarterly Team Winners

Concur Travel Team

Members: Percy Adusai-Ameyaw, Mike Colligan, Gabe Gil, Joyce Munoz, Mark Piersol, Cindi Scheid, April Serna, Isabel Valdez, Sydney Vogel, Jenny Wiley

For over a year, the Travel Office in the Division of Finance and Support Services and Enterprise Systems in the Division of Information Technology worked collaboratively on a rigorous project to launch the new Concur Travel System which opened in October 2021. Concur replaced the previous TRAVELTracks system and now allows travel requests and expense reports to be completed in a single system regardless of traveler type. The system also automatically encumbers funds which streamlines and simplifies spend management on travel. This new process not only is more-user friendly and convenient but helps the university to operate in a more efficient and cost-effective manner.


As part of this project, the Concur Travel Team collaborated with third-party partners, Corporate Travel Planners and Concur Travel vendor, to create a custom design workbook outlining the university’s entire travel program, define and map approval workflows in the system, identify and create workflows for credit card streams, develop new SAP codes for all data files sent, develop webservices to perform budget checks, and establish the Secure File Transport between Concur and Texas State University for data sharing. In addition to these behind-the-scenes duties, the team ensured a greater functionality of use by reducing the time spent making travel reservations, allowing on-the-go capabilities through mobile applications, provide 24-hour assistance with the new travel agency, and a variety of other conveniences not offered in TRAVELTracks.


In addition to building a new system from the ground up, the Concur Travel Team tested hundreds of trip scenarios and test reports, established multiple staff-based pilot groups, and conducted several training sessions with the campus community to resolve issues and questions before the system was opened to the university at-large.


Throughout this process, this team has exemplified outstanding skill, commitment, and enthusiasm to the project. Through months of coordinated effort, they have established a professional rapport with the Concur vendor project team, the travel agency project manager, and various credit card issuers. The Concur Travel Team not only provided a professional representation of Texas State to outside partners but has ensured the successful rollout of a much-needed program. Their work is a true testament to the collaboration and cross-functionality of their offices.


Thank you to this team, whose time, dedication, and hard work has contributed to the continued success of Texas State University.