Expense FAQs
I forgot my password, what do I do?
Please click on Forgot Password on concursolutions.com and a password reset link will be sent to your preferred email address.
What if I clicked on Forgot Password, and have not received an email with a reset link?
It can take several minutes to receive, however, If you have recently changed your preferred email on the PIPSC website, it can take 1-2 weeks before the data is updated in Concur.
What if the name on my passport/government ID does not match my name in Concur, what do I do?
Please call Membership Services at 1-800-267-0446 to have your profile updated to your legal and nicknames. The name in Concur needs to match your government ID/passport.
If I drive, do I have the ability to change the suggested route for the kilometric allowance calculation?
Yes, you can drag the indicated route line to the route that you took, as well as add multiple stops to accurately record your route. You can also override the kilometre distance on the Expense Type however, please keep in mind that this will be verified once your claim is processed.
If I am driving in a different province, will the mileage rate change?
No. The mileage rate is calculated based on your province of residence where the vehicle is plated and insured.
Can you update banking information through Concur?
No, banking information is not stored in Concur.
Do I use Concur for salary replacement?
Yes, please submit appropriate salary claims through Concur. There is an expense type called Compensatory Salary.
Do I use Concur to claim UFLB Salary Claims?
Yes, there is a meeting type created for UFLB Salary Claims.
If I am attending multiple meetings, do I submit multiple claims?
Yes, please enter a claim for each meeting that you attended. This is for proper allocation purposes.
If I am using leave code 641 do I have to submit a salary claim?
No, please do not submit a salary reimbursement claim when using leave code 641.
Can I copy a claim?
Yes you can. From the Claims History page, check the box for the claim you wish to copy. This will enable the Copy Claim button in the top right corner of the page. Change the name of the claim and enter the starting date for the entries on the new claim. Click OK and make any changes as needed in the new claim.
Do I need to supply proof of salary replacement?
Yes, please attach a copy of your approved leave form from your employer. Salary replacement cannot be paid unless this included.
Concur Travel FAQs
How do I book my travel needs, (flight, car, hotel) in Concur Travel?
Go to the PIPSC Concur Travel How-To Guide here for instructions on how to use Concur Travel.
Why can I find cheaper airfares myself?
This could be as a result of seeing Basic fares. Airline Basic fares are non-refundable, can’t be cancelled or modified, and most of the time do not allow for a carry-on bag. As our business frequently changes, and members need to bring items with them, we can’t book these restrictive fares.
How do I choose what hotel to book if the meeting does not have a room block?
PIPSC has preferred arrangements with certain properties across Canada. Members should reserve at one of those. However, if they are not available at our preferred rate, members will be able to choose any property listed that is below the city maximum rate established by PIPSC.
How do I book a train ticket?
Train tickets need to be booked directly with our travel agent – BCD Travel. This can be done by calling BCD at 1-866-768-7624 and indicating the meeting name, date/time and location.
Can I still use BCD to book travel by phone?
The most expedient option is to reserve travel online. You can however call BCD Travel just keep in mind that your request will be routed to the Finance Department for approval.
Can I book travel for my spouse/companion?
You can call in to BCD to request your travel and ask them to book your companions. You will however have to pay the BCD Travel booking fee. The best and cheapest option for you would be to book your travels through Concur and then book your companion’s directly on the airline website.
Can Consultation Presidents still book travel?
Yes, they are able to request travel directly online via Concur Booking, and their request will be routed to Finance for approval. This is similar to the previous paper TAN process.
What do we do if we want to stay longer than the event lasts? (eg. extra days on personal time)
You can book your flights on the days you want to arrive/depart, book your hotel for the approved dates, and then book any additional days on your own, e.g. through the hotel website. Any extra hotel days would be at your own expense.
What do I do in the case of multiple meetings, back to back?
In this case you would book your travel for the whole duration and indicate the trip reasons within Concur Travel. Finance will distribute the cost appropriately for you.
What do I do if a hotel has already been designated (eg. a hotel room block for a meeting)?
The meeting planner will arrange the room for you directly with the hotel. You simply indicate which nights you are requesting during your registration.
Air Canada Altitude members have access to vouchers that can be used when booking on AC. Are we able to use these vouchers with Concur?
This process is unchanged; members would book travel within Concur Travel, then use upgrade certificates, etc. directly via the Air Canada website.
What if I have a special request or would like a different room type?
Members can communicate special requests with their meeting planner, usually during the registration process.
When reserving directly within Concur, basic room types are offered. Members can upgrade directly with the hotel before arrival or at check-in. Any upgrade costs must be paid for directly by the member.
Why does Ottawa have a list of preferred hotels?
The preferred hotels in Ottawa can bill directly to PIPSC so members do not have to pay for their hotel stay in advance and submit an expense claim.
I have more questions relating to online Concur Travel booking. How can I get more help?
BCD Travel has a toll free number for online navigational and booking assistance, 1-866-768-7624. Alternatively, you could also contact PIPSC for general inquiries at cvent@pipsc.ca.