Shared: Employee Import

Specification
Last Revised: May 31, 2019

Applies to these SAP Concur solutions:

 Expense
 Professional/Premium edition
 Standard edition

 Travel
 Professional/Premium edition
 Standard edition

 Invoice
 Professional/Premium edition
 Standard edition

 Authorization Request
 Professional/Premium edition
 Standard edition
Table of Contents
Employee Import .........................................................................................................1
Section 1: Overview .............................................................................................1
Section 2: Employee Import – The Basic Process .................................................2
Section 3: Step 1: Creating the Import Data File ..................................................2
File Naming Conventions .................................................................................... 4
Reviewing the Import Definition File (Feed ID "StandardEmployeeImport") ............... 4
Import Settings (Record Type 100) Format ....................................................... 4
Optional for the Import ...................................................................................... 7
Using the 305, 310, and 350 Record Types ....................................................... 7
Using the 320 Record Type ............................................................................. 7
Enabling and Disabling the Update of Employee Names Using This Import ............ 7
Employee Import (Record Type 300) Format ..................................................... 8
Employee Import (Record Type 305) Format ................................................... 19
User Primary Field Addendum Import (Record Type 310) Format ....................... 33
Update ID Information Import (Record Type 320) Format ................................. 37
Travel Addendum Import (Record Type 350) Format ........................................ 38
Importing AeTM User Information Into Concur ................................................ 43
Invoice Employee Import (Record Type 360) Format ........................................ 44
Statement Employee Import (Record Type 370) Format ................................... 47
Role Import (Record Type 400) Format .......................................................... 48
Delegate Import (Record Type 500) Format .................................................... 52
Enhanced Delegate Import (Record Type 550) Format ..................................... 54
Card Account Import (Record Type 600) Format .............................................. 57
Enhanced Card Account Import (Record Type 650) Format ............................... 58
Authorized Approver Import (Record Type 700) Format .................................... 61
Cost Object Approver Import (Record Type 710) Format .................................. 63
Authorized Approver With Level Import (Record Type 720) Format .................... 64
Insight Budget Approver Import (Record Type 730) Format .............................. 65
Delete Authorized Approver Import (Record Type 750) Format .......................... 66
Delete Cost Object Approver Import (Record Type 760) Format ........................ 67
Delete Budget Approver Import (Record Type 770) Format ............................... 68
EFT Bank Account Import (Record Type 800) Format ....................................... 69
EFT Detail Bank Account Import (Record Type 810) Format .............................. 70
Car Import (Record Type 900) Format ............................................................ 76
Car Import (Record Type 910) Format ............................................................ 77
Analytics Bursting Value Import (Record Type 1000) Format ............................. 80
Delete Analytics Bursting Value Import (Record Type 1100) Format ................... 81
Request Addendum Import (Record Type 1200) Format ................................... 82
JPY Commuter Pass Routes Import (Record Type 1300) Format ........................ 83

Shared: Employee Import Specification i

Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.
 Section 4: Step 2: Move the Import Data File to Concur .....................................85
Section 5: Step 3: Concur Imports the Data .......................................................85
Section 6: Appendix ...........................................................................................86
About the Use of the Concur-Only System Record Roles ....................................... 86
Locale Codes................................................................................................... 86
Activation Determines Your Current Local Code – How to Change the Locale Code86
Country Codes (as of March 2019) ..................................................................... 91

ii Shared: Employee Import Specification

Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.
Revision History

Date Notes/Comments/Changes

May 31, 2019 Removed references to the composite login, which is no longer available

May 11, 2019 Added the following note to the Amadeus User Permission field: "Although still
displayed, this field is no longer active, and any values it contains will be
ignored by the system."
Added the following note to the Password field: "The password field remains
available in the 100, 300, 305, 310 records sets, but will only be read during
an initial import of the file, or when creating a new user in the system.
Subsequent uses of the field are ignored by the system. The update and
replace password features on the 100 record are no longer available."

April 30, 2019 Removed the Budget Role for Cognos in the 400 record.

April 25, 2019 Removed the Budget Viewer, Budget Owner, Budget Administrator, and
Budget Approver role for Budget in the 400 record.

March 28, 2019 Clarified the definition of Country Code and updated the list in the appendix

March 5, 2019 Added rows to the tables in the Multiple Dialect Support section, including re-
adding Singapore.

February 21, 2019 Added purchase request information to the 550 record.

February 12, 2019 Updated the copyright; no other changes; cover date not updated.

November 14, 2018 Added a definition to the 350 record, column 17.

October 20, 2018 Added Indonesian to the locale list.

July 2, 2018 The 810-level Iban Number field requirement is changed for UK to 8
character.
The 400-level Travel Administrator role is retired and removed from this
document.

June 21, 2018 Added Turkey to the locale list.

May 22, 2018 Added information that the Comma delimiter is the default, and that Pipe
must be requested by the client to use that delimiter type instead.

April 16, 2018 Changed the check boxes on the front cover; no other changes; cover date
not updated.

February 27, 2018 Added the following note:

Best practice is to not allow personal, sensitive, or uniquely identifying

information in custom fields.

February 23, 2018 Added a note: The LoginID must be unique across all Concur products. If a
LoginID is currently in use in any Concur product, it cannot be assigned again
unless the original occurrence is changed. For example, assume that a
LoginID was assigned in error. That LoginID can only be used again if an
admin (either manually or via import) renames the original occurrence,
allowing the LoginID to be used again.

February 2, 2018 Updated the cover and footer; no other changes; cover date not updated.

Shared: Employee Import Specification iii

Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.
 Date Notes/Comments/Changes

January 25, 2018 Updated the Request Approver field to note that Request User field must
equal Y (Yes) for a successful assignment of Approver role.

January 22, 2018 Updated the cover and the footer; no other changes; cover date not updated.

January 22, 2018 Regrouped the Budget roles in the 400 record. No content changes.

January 10, 2018 Clarify the default use of Yes for Expense User role in the 300- and 305-level
records.

November 27, 2017 The Travel 350 record Open Booking User Permission field is now group-
aware and is administered at the group level.

November 15, 2017 The following fields are now required for the US region:
• Branch Name
• Postal Address Line 1
Postal Address Line 2
• Postal Address City
• Postal Address Region
• Postal Address Postal Code

August 19, 2017 Added information in 700 record about clients using purchase request
approvers.

August 4, 2017 Added budget roles to the 305 record.

July 17, 2017 Minor edit.

June 8, 2017 Added a note that the Email Address field in the 305 record is required if the
Email Address field is required on the employee form.

June 3, 2017 Added budget insight roles to 400 record.

May 11, 2017 Removal of selected IBAN-specific information from the IBAN and Bank
Information Number fields in the 810 record set.

March 3, 2017 Note to advise the client to use the 810 banking record instead of the 800
record.

January 20, 2017 Updates to the 810 record:

• Three new banking data fields are now available
• BIN is not required for Norway (Krona)
• SEPA (EUR) countries no longer require postal code

January 5, 2017 Added information that UTF-8 with Byte Order Mark (BOM) is the preferred
use of UTF character set for greater accuracy in consuming data.

December 9, 2016 Previously restricted characters are now permitted for the Email Address
field.

November 4, 2016 Explanation of Concur-only "system" roles used to maintain and secure the
client entity (and their unavailability to the client).

September 6, 2016 Added a note to the 305-level Request User field that this is Required field
type for existing records in order to update Travel Request Approver 2

Older revision history has been removed.

iv Shared: Employee Import Specification

Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.
 Section 1: Overview

Employee Import
Section 1: Overview
A client uses this feature to import employee information. The client can add or remove (deactivate) an employee, and
modify information about the employee or the employee's bank account using the options in the data file they create.

Importing employee can include any or all of the following information:

• Employees
 General information
 Workflow preferences
 Employee preferences
 Approvers
 Roles without associated groups
• Travel data, including primary user and travel information
• Roles that require group identification
• Delegate data
• Company card data
• Authorized approver data
• Delete Authorized approver data
• EFT Bank Account information
• Cost Object Approver information

The client can also update this information one employee at a time by using the Employee Administrator tool in Tools
and Configuration. The import is best used when many changes are required, and the administrator feature is best used
when only a few changes are required.

Concur performs the employee import; however, the client creates the import file and then passes it to Concur to
import. This document explains how to set up the import data file.

 For more information, refer to the Shared: Employee Administrator User Guide.
Shared: Employee Import Specification 1
Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.
Section 2: Employee Import – The Basic Process

Section 2: Employee Import – The Basic Process

The basic steps are described briefly here and then described in detail on the following pages:
• Step 1: The client creates an import data file, ensuring that it complies with the requirements of this
specification.
• Step 2: The client moves the import data file to Concur.

NOTE: If the employee import is not scheduled to run periodically, the client must contact Concur Client Support
for assistance.

Clients can confirm whether or not an import schedule has been set up. A user assigned the
Import/Extract Monitor role can view the import definitions and schedules that are configured for the
entity.

• Step 3: Concur runs a batch job that imports the data file.

Section 3: Step 1: Creating the Import Data File

The Client assembles the import data file, formatting it according to the specifications in this document. The import data
file specifications are as follow:
• Format Type: Comma Separated Value, UTF-8 with BOM
• Default Field Delimiter: Comma (or support for Pipe, but only by contacting SAP Concur implementation or
support teams to enable this delimiter type)
• Enclosing Character: To "escape" a reserved character, such as a slash, use a quotation mark, for example: "/"
• Record Delimiter: CRLF
• Data Record Layout: There are several record types in the Employee import file. The record types are:
 100 (Import Settings)
 300 (Employee Importer – Legacy record supported for existing clients)
 305 (Enhanced Employee Importer – Identical to 300 and recommended for new clients or existing clients
who need additional fields for emerging features they will use)
 310 (User Primary Field Addendum Importer)

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 Section 3: Step 1: Creating the Import Data File

 320 (Update ID Information Importer)

 350 (Travel Addendum Importer)
 360 (Invoice Employee Importer)
 370 (Employee Purchasing Card)
 400 (Role Importer)
 500 (Delegate Importer)
 550 (Enhanced Delegate Importer)
 600 (Card Account Importer)
 650 (Enhanced Card Account Importer)
 700 (Authorized Approver Importer)
 710 (Cost Object Approver Importer)
 720 (Authorized Approver With Level Importer)
 730 (Insight Budget Approver Importer)
 750 (Delete Authorized Approver Importer)
 760 (Delete Cost Object Approver Importer)
 770 (Delete Insight Budget Approver Importer)
 800 (EFT Bank Account Importer)
NOTE: Use the 810 enhanced importer (below) instead of the 800 import
 810 (EFT Universal Bank Account Importer)
 900 (Car Importer)
 910 (Car Importer)
 1000 (Analytics Bursting Value Import)
 1100 (Delete Analytics Bursting Value Import)
 1200 (Request Addendum Import)
 1300 (JPY Commuter Pass Routes Import)

The record types are referenced in the tables on the following pages.

Shared: Employee Import Specification 3

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© 2004 – 2019 SAP Concur All rights reserved.
Section 3: Step 1: Creating the Import Data File

File Naming Conventions

The import file name should be of the format "jobtype_entitycode". The employee job type for a employee import data
file is "employee." If an entity has the code t0000123abcd, then the file name for a employee import data file would be
"employee_t0000123abcd" to which is appended the date and timestamp as “YYYYMMDDHHMMSS.”

Reviewing the Import Definition File (Feed ID "StandardEmployeeImport")

Within a record type, all fields must be represented, although optional fields may be blank.

Import Settings (Record Type 100) Format

This information must be included in the import. This record set defines the following:

Table 1: Data for record ID "ImportSettings"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 100 Y This is a static numeric value

always equal to 100. It indicates
the Record Type.

2 Error Threshold integer greater than or equal to Y This field is no longer used but it
0 cannot be omitted or left blank.
Provide an integer greater than or
equal to 0.

Password Warning! The Password Generation field option TEXT requires that a value be provided if you elect to use this option. Not
providing a value will generate an error message to the log file, prevent login by users, and require the IT Administrator role to
contact the user and provide a valid password. For this reason it is STRONGLY recommended that a value be provided - a blank
password is not supported.
New Users Must Change Password on First Login! No matter which method you choose, the new user logging in for the first time
must change their password or the current password will expire, leaving them unable to log in to the system.
NOTE: The password field remains available in the 100, 300, 305, 310 records sets, but will only be read during an initial import of
the file, or when creating a new user in the system. Subsequent uses of the field are ignored by the system. The update and
replace password features on the 100 record are no longer available.

4 Shared: Employee Import Specification

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

3 Password • EMPID: Set password to Y Specifies how to create a password

Generation Employee ID for new users.
• LOGINID: Set password to NOTES: When using the Travel &
Login ID Expense product:
• TEXT: Use the text provided in • The 305-level Password record
the employee 305- or 310- is required
level records • A password of "welcome"
forces the system to display
NOTE: See warning message the Change Password window -
above! the password the user enters
• WELCOME: Use the text string here is used for all logins going
"welcome" forward
(see note) • You MUST provide a value for
• SSO: A special password is the TEXT field option - a blank
generated that cannot be password is not supported.
entered at the Login page - NOTE: A new user must provide a
this forces the user to log in new password on initial login no
through the client's Internet matter what method is used for
Portal. Password Generation in the
Password field of the 305- or 310-
level record.

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

4 Existing Record • REPLACE: Replace the existing Y Specifies how to process when a
Handling record completely with the one matching record already exists in
in the feed. the database.
• UPDATE: Update the existing
record with only those fields
that are non-blank in the
import file. Existing passwords
for employees are never
overwritten.

NOTE: To clear a field of its

current value, use the
$BLANK$ operator in
combination with the UPDATE
option to have the existing
value in the field cleared in the
database.
• WARN: Ignore and log a
warning that the record was
not processed
• IGNORE: Ignore and log
nothing

5 Language Code Y Specifies the language code of any

localized text in the import file;
this is used when performing
lookups in the database and must
match one of the languages
supported by the database.

6 Validate Expense Y or N Y Specifies whether the Expense

Group Default = Y group fields in the employee
records need to be validated
against their Expense group.

7 Validate Payment Y or N Y Specifies whether the Payment

Group Default = Y group fields in the employee
records need to be validated
against their Payment group.

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 Section 3: Step 1: Creating the Import Data File

Optional for the Import

The information provided in the following tables may be included in the import, as needed.

Using the 305, 310, and 350 Record Types

The 305, 310, and 350 record types should be used in combination.
• 305 + 350 records: Expense primary employee information + Travel-related information. Employee is both an
Expense and Travel user.
• 310 + 350 records: Travel primary employee information + Travel-related information. Employee is a Travel user
only.

Using the 320 Record Type

The 320 record set is used for updating the Employee ID and Login ID values only. The administrator is strongly
encouraged to use this record type for this purpose instead of any other record type. In addition, as a best practice, the
administrator will want to perform the 320 import separate from the 305 or 310 imports to prevent issues updating the
employee.

Enabling and Disabling the Update of Employee Names Using This Import

The client using both Expense and Travel has the option of controlling how names are updated at their site in order to
comply with requirements that a ticket include the traveler's legal name. For example, some clients allow their users to
update their names using User Profile when a change (marriage, etc.) occurs. Other clients allow only their HR
departments to do this via the employee import. The method that is employed must account for the requirement that a
legal name be presented for traveling purposes - failure to provide this value may prevent the traveler from traveling.
This means the client should use a method that prevents conflicting update of the name fields in order to ensure the
correct, legal name is resident when a ticket is issued.

CONFIGURATION

Within this employee import a host database entity setting, EMP_IMPORT_UPDATE_NAME_FIELDS, controls whether the
First Name, Middle Name, Last Name, Name Prefix, and Name Suffix fields in the 305, 310, and 350-level records are
updated or left unchanged on import. It is designed to allow HR systems that do not maintain an explicit legal name for
a traveler to bypass update of these employee name fields, presumably to allow the user to do this instead. However,

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Section 3: Step 1: Creating the Import Data File

since the default setting of Yes means the name fields will be updated on import the client will need to confirm that this
is the behavior they want.

If the client wishes to change the setting to No to prevent update, and/or grant permissions for the user to update their
own name in Profile, they will need to submit a Service Request directly to Concur.

Employee Import (Record Type 300) Format

This record is fully supported for existing clients. However, Concur recommends that new clients use the 305 record as it
is identical to this one with the addition of Future Use fields that will support emerging features.

Table 2: Data for record ID "EmployeeImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 300 Y This is a static numeric value always equal

to 300. It indicates the Record Type.

2 First Name 32 characters Y

maximum

3 Middle Name 32 characters N

maximum

4 Last Name 32 characters Y

maximum

5 Employee ID 48 characters Y
maximum, and must
be a unique
identification for each
employee.

8 Shared: Employee Import Specification

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

6 Login ID 64 characters Y Format of user@domain required.

maximum (see The following characters cannot be used as
Description for a value for this record:
restricted characters) %[#!*&()~`'{^}\|/?><,;:
"+=]
NOTE: The LoginID must be unique across
all Concur products. If a LoginID is
currently in use in any Concur product, it
cannot be assigned again unless the
original occurrence is changed. For
example, assume that a LoginID was
assigned in error. That LoginID can only be
used again if an admin (either manually or
via import) renames the original
occurrence, allowing the LoginID to be
used again.

7 Password 30 characters Required When the password is saved it is encrypted

maximum, with a only for in the database.
requirement that a the Travel NOTE: The value for the 100-level Existing
value be provided if & Expense Record Handling (REPLACE, WARN, etc.)
the TEXT 100-level product affects the password like so:
Password Generation
option is used. • When UPDATE is used the existing
password is retained
• When REPLACE is used the existing
password is overwritten
NOTE: The password field remains
available in the 100, 300, 305, 310 records
sets, but will only be read during an initial
import of the file, or when creating a new
user in the system. Subsequent uses of the
field are ignored by the system. The
update and replace password features on
the 100 record are no longer available.

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

8 Email Address 255 characters N Should be all lowercase, as

maximum [email protected]
The following characters cannot be used as
a value for this record: [ ( ) \ > < ; : " ] ,”
NOTE: The "." character (dot; period; full
stop) may be used, but not as the first or
last character, and never in a sequence of
two or more.

9 Locale Code 5 characters Y Value is as stored in the database. The

maximum value is based on Java locale standards.
For example, "en" is used for English, "de"
for German, "ar" for Arabic, etc.
 Refer to the Appendix in this guide.

10 Country Code 3 characters Y Valid ISO country code for the country the
maximum user resides in. This field assigns the
country from which the user is
administered.
If country is defined as a connected list
field, then the county code must be in the
connected list data and in the country list
in the application.
Example: CA, IE, UK, US
Canada represents as CA
Ireland represents as IE
United Kingdom represents as UK
United States represents as US
 Refer to the Appendix in this guide
for a full listing of Country Codes.

11 Country Sub 6 characters Must be a valid country sub-code

Code maximum NOTE: This field is primarily used for value
added tax (VAT).

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

12 Ledger Code 20 characters Y Must be a valid ledger.

maximum If ledger is defined as a connected list field,
then the ledger must be in the connected
list data and in the ledger list in the
application.

13 Reimbursement 3 characters Y Can be either three-digit or three-letter

Currency Code currency code; must be a valid currency in
the list of system (reimbursement)
currencies
If currency is defined as a connected list
field, then the currency must be in the
connected list data and in the currency list
in the application.

14 Cash Advance 20 characters N

Account Code maximum

15 Active Y or N Y

16 - Organizational 48 characters 48 characters maximum for each field.

21 Unit 1 - 6 maximum NOTE: The connected list field in the
(sequential = 16 import must be the code value, not the
- 21) long name.

22 - Custom 1 – 20 48 characters N 48 characters maximum for each field;

41 (sequential = 22 maximum custom field data is validated:
- 41) • First, check the employee form for any
custom fields that are required. If the
form specifies custom fields and the
feed does not provide them, this is
treated as an error and the record is not
processed.
• If a custom field is required and the
value does not pass a validation, this is
treated as an error.
• If a custom field is not required and the
value does not pass a validation, a
warning is logged.

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition
• For each custom field defined in the
form, an appropriate validation is
performed based on the data type
specified:
 List (custom and connected):
Validated against the code value,
not the long name, for the list item
 Date: Must be a valid date, in the
following format YYYYMMDD
 Boolean: Value must be Y or N
 Numeric: Value must be a number
(e.g. “10000.00”)
 Text: Value must be less than or
equal to max_length and pass
whatever validation is specified for
the field.
NOTE: Best practice is to not allow
personal, sensitive, or uniquely identifying
information in custom fields.

42 Employee 48 characters See As above; used for Expense Group

Custom 21 maximum Description Hierarchy.
(sequential = 43) * Required for new employee; not required
for existing employees.

Employee Preferences: Workflow

43 Send email when Y or N N

the cash advance Default = Y
status changes

44 Send email when Y or N N

a cash advance Default = Y
is awaiting
approval

45 Send email when Y or N N

the report status Default = Y
changes

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

46 Send email when Y or N N

a report is Default = Y
awaiting
approval

47 Prompt for Y or N N
approver when Default = N
submitting a
report

48 Send email when Y or N N

the request Default = Y
status changes

49 Send email when Y or N N

a request is Default = Y
awaiting
approval

50 Prompt for Y or N N
approver when Default = N
submitting a
request

51 Send email when Y or N N

the payment Default = Y
status changes

52 Send email when Y or N N

a payment is Default = Y
awaiting
approval

53 Prompt for Y or N N
approver when Default = N
submitting a
payment

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

Employee Preferences

54 Prompt to add Y or N N
company card Default = Y
transactions to
report

55 Send email when Y or N N

new company Default = Y
card transactions
arrive

56 Send email when Y or N N

faxed receipts Default = Y
received

57 Display Y or N N
instructional help Default = Y
on the
application pages

58 Display imaging Y or N N
introduction page Default = Y

Approvers

NOTE: If Request is enabled, then the Request User and Approver roles and corresponding assignments are imported.
A setting in Hosted Management Console, Set AR and TR Approver based on the approver roles, allows you to change the import
functionality to reference the roles of the Approver specified in Employee ID of the Request Approver field to determine a user's
approver - consult your Expense representative for more information.

59 Employee ID of 48 characters N Must be an existing employee ID or in the

the expense maximum current import.
report approver (See Note above.)

60 Employee ID of 48 characters N Must be an existing employee ID or in the

the cash advance maximum current import.
approver (See Note above.)

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

61 Employee ID of 48 characters N Must be an existing employee ID or in the

the request maximum current import, and must assign a "Y" for
approver the Request User role in this same import
in order to successfully assign the Approver
role.
(See Note above.)

62 Employee ID of 48 characters N Must be an existing employee ID or in the

the Invoice maximum current import.
approver (See Note above.)

Non-Group Roles

63 Expense User 1 character N Note default change of value if existing

• If a user has no assigned role.
other assigned
roles, then this role
is assigned (that
is, Y, N, or blank
will always equal
Yes).
• If a user has other
assigned roles,
then Y = Yes, N =
No, and blank =
Yes.

64 Approver Y or N N
Default = N

Company Card Administrator is a Group Role!

65 Company Card Y or N N If Yes (Y), the user is granted this role at

Administrator Default = N the Global group level.
THIS IS A GROUP ROLE! The Company
Card Administrator role is Group-aware.
Use the 400-level record to specify the
Hierarchy node.

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

Non-Group Roles, continued...

66 Integration Y or N N Cannot be assigned both this role and the

Administrator Default = N Import/Extract Monitor role as well (see
(now known as Warning below)
Import/Extract
Administrator)

67 Receipt Processor Y or N N
Default = N

68 Authorization Y or N N Can approve authorization requests in

Request Default = N expense
Approver NOTE: A Y (Yes) value is used only if the
Authorization Request feature is enabled.
Otherwise, leave this field with the default
value of N (No).

69 Integration Y or N N Cannot be assigned both this role and the

Administrator Default = N Import/Extract Administrator role as well
(Restricted) (see Warning below)
(now known as
Import/Extract
Monitor)

70 Company Info Y or N N
Administrator Default = N

71 Offline User Y or N N
Default = N

72 Reporting Y or N N Consolidation Configuration administrator

Configuration Default = N
administrator

73 Invoice User Y or N N
Default = N

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# Name Definition Req? Description Client Field

Definition

74 Invoice Approver Y or N N
Default = N

75 Invoice Vendor Y or N N The Invoice Vendor Manager role is a

Manager Default = N Group-based role. A value of Y in this field
auto-assigns the Default Group role.
To assign a specific Vendor Access Group,
use the 400-level record set instead of this
field.

76 Expense Audit One of these: N

Required • REQ: Required
conditionally
• ALW: Always
required
• NVR: Never
required

77 BI Manager 48 characters N Enter the employee ID of the person

Employee ID maximum designated as the user's BI Manager
Must be an existing employee ID or in the
current import
NOTE: A validation is run on this field that
prevents any circular reporting among
users. The field is nulled if the logic is in
error.

78 Request User Y or N N
Default = N

79 Request Manager Y or N N
Default = N

80 Expense Report 48 characters N The second approver that populates the

Approver maximum Default Approver 2 field in Workflow
Employee ID 2 when adding an Approver step.
Must be an existing employee ID.

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# Name Definition Req? Description Client Field

Definition

81 A Payment Y or N N Send email to a user when the payment

Request has Default = Y request is assigned to that user.
been Assigned

82 - Future Use 18 - N Reserved for Future Use

83 19
(Sequential is 82
– 83)

84 Tax Y or N N
Administrator Default = N

85 FBT Y or N N
Administrator Default = N

86 Travel Wizard Y or N N
User Default = N

! WARNING: One employee cannot be assigned both the Import/Extract Administrator and the Import/Extract
Monitor role. If an employee is already assigned one version of the role, and the load contains a record assigning the
other version, the role is not updated and a warning appears in the employee load error log. The administrator must
remove the role through the Employee Administrator before the new version can be assigned.

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 Section 3: Step 1: Creating the Import Data File

Employee Import (Record Type 305) Format

Please note that when the 305 record is used in conjunction with the 320 record to change employee data, the 320
record must be uploaded and run one day prior to running the 305 import. This ensures employee data changed by the
320 record is resident in the system prior to changes included in the 305 record.

NOTE: The import of this record set will override any matching 300-level imported data.

Table 3: Data for record ID "EnhancedEmployeeImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 305 Y This is a static numeric value always equal

to 305. It indicates the Record Type.

2 First Name 32 characters Y

maximum

3 Middle Name 32 characters N

maximum

4 Last Name 32 characters Y

maximum

5 Employee ID 48 characters Y NOTE: May only be updated manually or

maximum and must by using the 320-level record.
be a unique
identification for each
employee.

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# Name Definition Req? Description Client Field

Definition

6 Login ID 64 characters Y Format of user@domain required.

maximum (see The following characters cannot be used as
Description for a value for this record:
restricted characters) %[#!*&()~`'{^}\|/?><,;:
"+=]
NOTE: May only be updated manually or
by using the 320-level record.
NOTE: The LoginID must be unique across
all Concur products. If a LoginID is
currently in use in any Concur product, it
cannot be assigned again unless the
original occurrence is changed. For
example, assume that a LoginID was
assigned in error. That LoginID can only be
used again if an admin (either manually or
via import) renames the original
occurrence, allowing the LoginID to be
used again.

7 Password 30 characters Required When the password is saved it is encrypted

maximum, with a only for in the database.
requirement that a the Travel NOTE: The value for the 100-level Existing
value be provided if & Expense Record Handling (REPLACE, WARN, etc.)
the TEXT 100-level product affects the password like so:
Password Generation
option is used. • When UPDATE is used the existing
password is retained
• When REPLACE is used the existing
password is overwritten
NOTE: The password field remains
available in the 100, 300, 305, 310 records
sets, but will only be read during an initial
import of the file, or when creating a new
user in the system. Subsequent uses of the
field are ignored by the system. The
update and replace password features on
the 100 record are no longer available.

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

8 Email Address 255 characters N Should be all lowercase, as

maximum (see [email protected]
Notes) The following characters cannot be used as
a value for this record: [ ( ) \ > < ; : " ] ,”
NOTES:
• The "." character (dot; period; full
stop) may be used, but not as the first
or last character, and never in a
sequence of two or more.
• This field is required if the Email
Address field is required on the
employee form.

9 Locale Code 5 characters Y Value is as stored in the database. The

maximum value is based on Java locale standards.
For example, "en" is used for English, "de"
for German, "ar" for Arabic, etc.
 Refer to the Appendix in this guide.

10 Country Code 3 characters Y Valid ISO country code for the country the
maximum user resides in. This field assigns the
country from which the user is
administered.
If country is defined as a connected list
field, then the county code must be in the
connected list data and in the country list
in the application.
Example: CA, IE, UK, US
Canada represents as CA
Ireland represents as IE
United Kingdom represents as UK
United States represents as US
 Refer to the Appendix in this guide
for a full listing of Country Codes.

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# Name Definition Req? Description Client Field

Definition

11 Country Sub 6 characters Must be a valid country sub-code

Code maximum NOTE: This field is primarily used for value
added tax (VAT).

12 Ledger Code 20 characters Y Must be a valid ledger.

maximum If ledger is defined as a connected list field,
then the ledger must be in the connected
list data and in the ledger list in the
application.

13 Reimbursement 3 characters Y Can be either three-digit or three-letter

Currency Code currency code; must be a valid currency in
the list of system (reimbursement)
currencies
If currency is defined as a connected list
field, then the currency must be in the
connected list data and in the currency list
in the application.

14 Cash Advance 20 characters N

Account Code maximum

15 Active Y or N Y

16 - Organizational 48 characters 48 characters maximum for each field.

21 Unit 1 - 6 maximum NOTE: The connected list field in the
(sequential = 16 import must be the code value, not the
- 21) long name.

22 - Custom 1 - 20 48 characters N 48 characters maximum for each field;

41 (sequential = 22 maximum custom field data is validated:
- 41) • First, check the employee form for any
custom fields that are required. If the
form specifies custom fields and the
feed does not provide them, this is
treated as an error and the record is not
processed.
• If a custom field is required and the
value does not pass a validation, this is

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition
treated as an error.
• If a custom field is not required and the
value does not pass a validation, a
warning is logged.
• For each custom field defined in the
form, an appropriate validation is
performed based on the data type
specified:
 List (custom and connected):
Validated against the code value,
not the long name, for the list item
 Date: Must be a valid date, in the
following format YYYYMMDD
 Boolean: Value must be Y or N
 Numeric: Value must be a number
(e.g. “10000.00”)
 Text: Value must be less than or
equal to max_length and pass
whatever validation is specified for
the field.
NOTE: Best practice is to not allow
personal, sensitive, or uniquely
identifying information in custom fields.

42 Employee 48 characters See As above; used for Expense Group

Custom 21 maximum Description Hierarchy.
(sequential = 42) * Required for new employee; not required
for existing employees.

Employee Preferences: Workflow

43 Send email when Y or N N

the cash advance Default = Y
status changes

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# Name Definition Req? Description Client Field

Definition

44 Send email when Y or N N

a cash advance Default = Y
is awaiting
approval

45 Send email when Y or N N

the report status Default = Y
changes

46 Send email when Y or N N

a report is Default = Y
awaiting
approval

47 Prompt for Y or N N
approver when Default = N
submitting a
report

48 Send email when Y or N N NOTE: This preference is enforced only if

the request Default = Y Request User and/or Request Manager
status changes (Approver) role is set to Y in this file.

49 Send email when Y or N N NOTE: This preference is enforced only if

a request is Default = Y Request User and/or Request Manager
awaiting (Approver) role is set to Y in this file.
approval

50 Prompt for Y or N N
approver when Default = N
submitting a
request

51 Send email when Y or N N

the payment Default = Y
status changes

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

52 Send email when Y or N N

a payment is Default = Y
awaiting
approval

53 Prompt for Y or N N
approver when Default = N
submitting a
payment

Employee Preferences

54 Prompt to add Y or N N
company card Default = Y
transactions to
report

55 Send email when Y or N N

new company Default = Y
card transactions
arrive

56 Send email when Y or N N

faxed receipts Default = Y
received

57 Display Y or N N
instructional help Default = Y
on the
application pages

58 Display imaging Y or N N
introduction page Default = Y

Approvers

NOTE: If Request is enabled, then the Request User and Approver roles and corresponding assignments are imported.
A setting in Hosted Management Console, Set AR and TR Approver based on the approver roles, allows you to change the import
functionality to reference the roles of the Approver specified in Employee ID of the Request Approver field to determine a user's
approver - consult your Expense representative for more information.

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# Name Definition Req? Description Client Field

Definition

59 Employee ID of 48 characters N Must be an existing employee ID or in the

the Expense maximum current import.
Report Approver (See Note above.)

60 Employee ID of 48 characters N Must be an existing employee ID or in the

the Cash maximum current import.
Advance (See Note above.)
Approver

61 Employee ID of 48 characters N Must be an existing employee ID or in the

the Request maximum current import.
Approver (See Note above.)

62 Employee ID of 48 characters N Must be an existing employee ID or in the

the Invoice maximum current import.
Approver (See Note above.)

Non-Group Roles

63 Expense User 1 character N Note default change of value if existing

• If a user has no assigned role.
other assigned
roles, then this role
is assigned (that
is, Y, N, or blank
will always equal
Yes).
• If a user has other
assigned roles,
then Y = Yes, N =
No, and blank =
Yes.

64 Expense and/or Y or N N
Cash Advance Default = N
Approver

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

Company Card Administrator is a Group Role!

65 Company Card Y or N N If Yes (Y), the user is granted this role at

Administrator Default = N the Global group level.
THIS IS A GROUP ROLE! Beginning
November of 2011 the Company Card
Administrator role is Group-aware. Use the
400-level record to specify the Hierarchy
node.

Non-Group Roles, continued...

66 Future Use N Reserved for Future Use

67 Receipt Processor Y or N N
Default = N

68 Future Use N Reserved for Future Use

69 Import/Extract Y or N N
Monitor Default = N

70 Company Info Y or N N
Administrator Default = N

71 Offline User Y or N N
Default = N

72 Reporting Y or N N Consolidation Configuration administrator

Configuration Default = N
administrator

73 Invoice User Y or N N
Default = N

74 Invoice Approver Y or N N
Default = N

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# Name Definition Req? Description Client Field

Definition

75 Invoice Vendor Y or N N The Invoice Vendor Manager role is a

Manager Default = N Group-based role. A value of Y in this field
auto-assigns the Default Group role.
To assign a specific Vendor Access Group,
use the 400-level record set instead of this
field.

76 Expense Audit One of these: N

Required • REQ: Required
conditionally
• ALW: Always
required
• NVR: Never
required

77 BI Manager 48 characters N Enter the employee ID of the person

Employee ID maximum designated as the user's BI Manager
Must be an existing employee ID or in the
current import
NOTE: A validation is run on this field that
prevents any circular reporting among
users. The field is nulled if the logic is in
error.

78 Request User Y or N N* * NOTE: This field is required for existing

Default = N employee records in order to update the
Request Approver Employee ID 2 field.

79 Request Y or N N
Approver Default = N

80 Expense Report 48 characters N The second approver that populates the

Approver maximum Default Approver 2 field in Workflow
Employee ID 2 when adding an Approver step.
Must be an existing employee ID.

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

81 A Payment Y or N N Send email to a user when the payment

Request has Default = Y request is assigned to that user.
been Assigned

82 Future Use N Reserved for Future Use

NOTE: Was Concur Invoice User role
(field), and is now retired. The Invoice
current interface is accessed by a user via
an entity module setting and no longer by
assignment of this role.

83 Future Use N Reserved for Future Use

NOTE: Was Travel and Expense User role
(field), and is now retired.

84 Tax Y or N N
Administrator Default = N

85 FBT Y or N N
Administrator Default = N

86 Travel Wizard Y or N N
User Default = N

87 Employee 48 characters See Used for Invoice Group Hierarchy.

Custom 22 maximum Description * Required for new employee; not required
for existing employees.
48 characters maximum for each field;
custom field data is validated:
• First, check the employee form for any
custom fields that are required. If the
form specifies custom fields and the
feed does not provide them, this is
treated as an error and the record is not
processed.
• If a custom field is required and the
value does not pass a validation, this is
treated as an error.

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition
• If a custom field is not required and the
value does not pass a validation, a
warning is logged.
• For each custom field defined in the
form, an appropriate validation is
performed based on the data type
specified:
 List (custom and connected):
Validated against the code value,
not the long name, for the list item
 Date: Must be a valid date, in the
following format YYYYMMDD
 Boolean: Value must be Y or N
 Numeric: Value must be a number
(e.g. “10000.00”)
 Text: Value must be less than or
equal to max_length and pass
whatever validation is specified for
the field.
NOTE: Best practice is to not allow
personal, sensitive, or uniquely identifying
information in custom fields.

88 Request 48 characters N The second approver that populates the

Approver maximum Default Approver 2 field in Workflow
Employee ID 2 when adding an Approver step.
Must be an existing employee ID.

89 Is Non Employee Y or N N Use to designate as a user who is not an

blank = N employee, for example to exclude from
Attendees and other features.

90 Reimbursement The supported N* This field specifies the reimbursement

Type values are: method for the employee’s reports.

• ADPPAYR: ADP
* Not a Required field type, but if used,
Payroll please notes dependencies if the
ADPPAYR reimbursement method type is
• CNQRPAY:

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition
Expense Pay by specified in this field.
Concur
• APCHECK:
Accounts
Payable/Company
Check
• PMTSERV: Other
Reimbursement
Method

91 ADP Employee ID N* The identifier for the employee within ADP,

also known as the "Employee File Number".
* This field is required if the ADP
Reimbursement type is used.

92 ADP Company N* The company code for the employee within

Code ADP.
* This field is required if the ADP
Reimbursement type is used.

93 ADP Deduction N* The deduction code for the employee

Code within ADP.
* This field is required if the ADP
Reimbursement type is used.

94 Budget Manager 48 characters N Must be an existing employee ID or in the

Employee ID maximum current import. (See note above.)

95 Budget Owner Y or N N If Yes (Y), the Budget Owner role is

assigned to the user.

96 Budget Viewer Y or N N If Yes (Y), the Budget Viewer role is

assigned to the user.

97 Budget Approver Y or N N If Yes (Y), the Budget Approver role is

assigned to the user.

98 Budget Admin Y or N N If Yes (Y), the Budget Admin role is

assigned to the user.

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# Name Definition Req? Description Client Field

Definition

99 - Future Use 7 - 50 48 characters N 48 characters maximum for each field;

137 (sequential = 99 maximum custom field data is validated:
- 137) • First, check the employee form for any
custom fields that are required. If the
form specifies custom fields and the
feed does not provide them, this is
treated as an error and the record is not
processed.
• If a custom field is required and the
value does not pass a validation, this is
treated as an error.
• If a custom field is not required and the
value does not pass a validation, a
warning is logged.
• For each custom field defined in the
form, an appropriate validation is
performed based on the data type
specified:
 List (custom and connected):
Validated against the code value,
not the long name, for the list item
 Date: Must be a valid date, in the
following format YYYYMMDD
 Boolean: Value must be Y or N
 Numeric: Value must be a number
(e.g. “10000.00”)
 Text: Value must be less than or
equal to max_length and pass
whatever validation is specified for
the field.
NOTE: Best practice is to not allow
personal, sensitive, or uniquely identifying
information in custom fields.

32 Shared: Employee Import Specification

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 Section 3: Step 1: Creating the Import Data File

! WARNING: One employee cannot be assigned both the Import/Extract Administrator and the Import/Extract
Monitor role. If an employee is already assigned one version of the role, and the load contains a record assigning the
other version, the role is not updated and a warning appears in the employee load error log. The administrator must
remove the role through the Employee Administrator before the new version can be assigned.

User Primary Field Addendum Import (Record Type 310) Format

NOTE: This record importer is used in place of the 305-level EmployeeImporter record, in combination with the 350-level
TravelAddendum record, where the employee will be only a Travel user (that is, updates made to the EmployeeID
via the 310 record set are updated in Travel only).

As a reminder, the administrator is strongly encouraged to use the 320 record type to update the EmployeeID
instead of any other record type. In addition, as a best practice, the administrator will want to perform the 320
import separate from the 305 or 310 imports to prevent issues updating the employee.

Table 4: Data for record ID "UserPrimaryFieldAddendumImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 310 Y This is a static numeric value always equal

to 310. It indicates the Record Type.

2 Employee ID 48 characters Y
maximum

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# Name Definition Req? Description Client Field

Definition

3 Login ID 64 characters Y Format of user@domain required.

maximum (see The following characters cannot be used as
Description for a value for this record:
restricted characters) %[#!*&()~`'{^}\|/?><,;:
"+=]
NOTE: The LoginID must be unique across
all Concur products. If a LoginID is
currently in use in any Concur product, it
cannot be assigned again unless the
original occurrence is changed. For
example, assume that a LoginID was
assigned in error. That LoginID can only be
used again if an admin (either manually or
via import) renames the original
occurrence, allowing the LoginID to be
used again.

4 First Name 32 characters Y

maximum

5 Middle Name 32 characters N* * The middle name must be populated

maximum accurately in User Profile in order for the
employee to meet TSA requirements when
traveling.

6 Last Name 32 characters Y

maximum

7 Email Address 255 characters Y Should be all lowercase, as

maximum [email protected]
The following characters cannot be used as
a value for this record: [ ( ) \ > < ; : " ] ,”
NOTE: The "." character (dot; period; full
stop) may be used, but not as the first or
last character, and never in a sequence of
two or more.

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

8 Password 255 characters Required When the password is saved it is encrypted

maximum only for in the database.
the Travel NOTE: The value for the 100-level Existing
& Expense Record Handling (REPLACE, WARN, etc.)
affects the password like so:
• When UPDATE is used the existing
password is retained
• When REPLACE is used the existing
password is overwritten
NOTE: The password field remains
available in the 100, 300, 305, 310 records
sets, but will only be read during an initial
import of the file, or when creating a new
user in the system. Subsequent uses of the
field are ignored by the system. The
update and replace password features on
the 100 record are no longer available.

9 Locale Code 5 characters N

maximum

10 Expense User Y or N N Indicates if the user can submit expense

reports. If set to Y, either a 305 record
must be present or the employee must
already exist in the Expense database.
NOTE: For Travel-only users implementing
the 310 & 350 import combination this field
MUST be N (No).

11 Expense Y or N N Indicates if the user can submit expense

Approver reports. If set to Y, either a 305 record
must be present or the employee must
already exist in the Expense database.
NOTE: For Travel-only users implementing
the 310 & 350 import combination this field
MUST be N (No).

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Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

12 Invoice User Y or N N Indicates if the user can submit expense

reports. If set to Y, either a 305 record
must be present or the employee must
already exist in the Expense database.
NOTE: For Travel-only users implementing
the 310 & 350 import combination this field
MUST be N (No).

13 Invoice Approver Y or N Y Indicates if the user can submit expense

reports. If set to Y, either a 305 record
must be present or the employee must
already exist in the Expense database.
NOTE: For Travel-only users implementing
the 310 & 350 import combination this field
MUST be N (No).

14 Travel User Y or N Y Indicates if the user can book trips.

15 Active Y or N Y

16 No Middle Name Y or N N Set this value to Y if it is known that the

employee does not have a middle name
and no value is being passed in the middle
name field.
Set this value to N if a value is being
passed in the middle name field but it is
not known if this is the employee’s full
middle name, for example, an initial. If the
full middle name is provided this value may
be left blank.

17 Locate and Alert Values include: N Locate and Alert must be enabled for this
• Enrolled role to be applied. Otherwise, it will fail
silently (the import is not blocked, but the
• Sensitive role is not assigned).
• Not enrolled

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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition

18 ExpenseIt User Y or N N ExpenseIt must be enabled for this role to

be applied. Otherwise, it will fail silently
(the import is not blocked, but the role is
not assigned).

19 - Future Use 5 - 10 N Reserved for future use.

24 (sequential = 19
- 24)

Update ID Information Import (Record Type 320) Format

The 320-level record is the only valid method of updating a user's Employee ID and Login ID values. As a best practice,
the administrator will want to perform the 320 import in sequence as follows:
• Keep the 320 update separate from updates in the 305 or 310 imports to prevent issues updating the employee.
• Upload the 320 one day (that is, overnight) prior to running the 305 import to ensure employee information
updates in the proper sequence.

NOTE: The update will likely fail if the user has an invalid currency.

! IMPORTANT: Clients currently using the Email login option must contact SAP Concur support to successfully update
their employee’s ID information using the 320-level record set.

Table 5: Data for record ID "UpdateIDInformationImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 320 Y This is a static numeric value always equal

to 320. It indicates the Record Type.

2 Current 48 characters Y The Employee ID value that is being used

Employee ID maximum for the employee at this time.

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# Name Definition Req? Description Client Field

Definition

3 New Employee 48 characters N The new Employee ID value that will

ID maximum replace the current Employee ID.

4 New Login ID 64 characters N The new Login ID value that will replace
maximum the current Login ID.
Format of user@domain required.
The following characters cannot be used as
a value for this record:
%[#!*&()~`'{^}\|/?><,;:
"+=]
NOTE: The LoginID must be unique across
all Concur products. If a LoginID is
currently in use in any Concur product, it
cannot be assigned again unless the
original occurrence is changed. For
example, assume that a LoginID was
assigned in error. That LoginID can only be
used again if an admin (either manually or
via import) renames the original
occurrence, allowing the LoginID to be
used again.

5-9 Future Use 1 - 5 N Reserved for future use.

(sequential 5 - 9)

Travel Addendum Import (Record Type 350) Format

The 350-level record is used with either the 305-level (Expense & Travel user) or the 310-level (Travel only user) record
block, or the user must already exist in the Expense database / system.

! The 350 record import functionality is not available if the Email login option is used.

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Table 6: Data for record ID "TravelAddendumImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 350 Y This is a static numeric value always equal

to 350. It indicates the Record Type

2 Employee ID 48 characters Y Must match a 305-level record in this file

maximum

3 Name Prefix 60 characters N Must contain these exact values (Lord,

maximum Lady, Sir, Mr, Miss, Ms, Mrs, Dr, Rev, Prof)

4 Name Suffix 60 characters N Must contain these exact values (Jr., Sr., I,
maximum II, III, IV, V)

5 Nick Name 60 characters N Informal, non-birth name employee is

maximum known as.

6 Redress Number 13 characters N A varchar (13) that identifies users who

maximum have gone through a process to verify they
are not on the no-fly list.
NOTE: This field is not currently active and
any value is ignored.

7 Gender 1 character N
• M: Male
• F: Female

8 Date of Birth 10 characters N Must match format "YYYYMMDD".

maximum

9 Employee ID of 128 characters N Must match either an existing employee in

the Travel maximum the travel database or a Record 310 and
Approver 350 record in this file

10 Job Title 255 characters N

maximum

11 Work Phone 60 characters N Value will be moved to Travel as formatted

maximum in the file

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# Name Definition Req? Description Client Field

Definition

12 Work Phone 60 characters N Value will be moved to Travel as formatted

Extension maximum in the file

13 Work Fax 60 characters N Value will be moved to Travel as formatted

maximum in the file

14 Home Phone 60 characters N Value will be moved to Travel as formatted

maximum in the file

15 Cell Phone 60 characters N Value will be moved to Travel as formatted

maximum in the file

16 Pager Phone 60 characters N Value will be moved to Travel as formatted

maximum in the file

17 Travel Name 30 characters N Can be used by TMCs to distinguish profiles

Remark maximum where companies have multiple users with
the same name; for example, employee ID
or department name

18 Travel Class 60 characters N Value must exactly match Travel Class

Name maximum name maintained in Travel (Default Travel
(Same as "Rule Class will be set for new accounts if no
Class" in Travel value is provided)
Settings)

19 GDS Profile 60 characters N The name of the profile in the GDS

Name maximum system. This value associates a Concur
Travel profile to the GDS profile.

20 Org Unit/Division 60 characters N Value must exactly match an Org

maximum Unit/Division value setup for the company

21 Home Street 255 characters N

Address maximum

22 Home City 30 characters N

maximum

23 Home State 30 characters N

maximum

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# Name Definition Req? Description Client Field

Definition

24 Home Postal 20 characters N

Code maximum

25 Home Country 2 characters N Must be a valid country code

26 Work Street 255 characters N

Address maximum

27 Work City 30 characters N

maximum

28 Work State 30 characters N

maximum

29 Work Postal Code 20 characters N

maximum

30 Work Country 2 characters N Must be a valid country code

31 Email 2 255 characters The following characters cannot be used as

maximum a value for this record:
%[#!*&()~`'{^}\|/?><,;:
"+=]

32 Email 3 255 characters The following characters cannot be used as

maximum a value for this record:
%[#!*&()~`'{^}\|/?><,;:
"+=]

33 - Custom 1 - 25 255 characters N Values must conform to custom field Each custom field
57 (sequential = 33 maximum parameters set up in Company column must be of
- 57) Administration; Applies to all custom fields format
CustomFieldName=C
ustomFieldValue
where
CustomFieldName is
the name of the field
defined in Travel.
For example:
(,,,,,,,,GLCODE=
1234,,,,,,)

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# Name Definition Req? Description Client Field

Definition

58 XML Profile 64 characters N The unique, client-assigned Travel user

Synchronization maximum identifier that allows the user profile to be
ID synchronized with other vendors.
IMPORTANT: The following characters
cannot be used as a value for this record:
%[#!*&()~`'{-^}\|/?><,;
:"+=]

59 Profile User Y or N N Allows access to Travel and allows profiles

Permission to be saved to the GDX or external XML
synchronizing tools, but user cannot book
trips through the Travel Wizard.

60 Amadeus User Y or N N Indicates if the user can have trips

Permission imported from AeTM.
 See the section Importing AeTM User
Information Into Concur below for
information on using Custom fields to
import the following information:
• Community ID
• Login ID
NOTE: Although still displayed, this field is
no longer active, and any values it contains
will be ignored by the system.

61 Open Booking Y or N N NOTE: This field is now group-aware and is

User Permission administered at the group level. All Y or N
values inserted here are now systematically
ignored for this retired field in order to
support existing values in client templates.
For clients using Open Booking.
Assigns the Open Booking User role to the
user.

62 - Future Use 5 - 10 N Reserved for future use.

67 (sequential = 62
- 67)

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 Section 3: Step 1: Creating the Import Data File

Importing AeTM User Information Into Concur

Authentication for clients who use AeTM requires that each AeTM user be matched to an existing Concur user. To
accomplish this, two 350-level Custom fields (any pair) must be configured to include the existing Community ID and
Login Name values associated with the AeTM user. This means the client must collect and include this data in the import
in order to successfully match the AeTM user across the two systems.

The table below describes the AeTM-required user information for import to Concur:

Field Also Known As Description

Community ID Site Code An 8-character alphanumeric code identifying the client's AeTM implementation.
The first four characters represent the Level 1 ID, in which all users are created.

Login Name Real Login The user's login ID, which may or may not be the same as the User ID. This 64-
character field is unique within a Level 1 community.
The following characters cannot be used as a value for this record:
%[#!*&()~`'{^}\|/?><,;:"+=]

The 350-level custom fields should be configured as follows:

Field Import Data File Syntax

Community ID AETM_COMMUNITY_ID=<8 characters max.>

Login Name AETM_LOGIN_ID= <64 characters max.>

On import, the data in the two custom fields is stored in AeTM-specific fields in the application. When the first itinerary is
synched to Concur for the user, the additional field for AeTM Traveler ID –the unique system identifier for the user
within the AeTM system – is added to the employee's Concur profile.

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Invoice Employee Import (Record Type 360) Format

NOTE: If the 360 record set is used in conjunction with the 305/310 records, the system will honor the last record set
feed, meaning that any duplicate role assignments, etc. will be superseded by the last same record value.

Table 7: Data for record ID "EmployeeImporterInvoice"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 360 Y This is a static numeric value always equal

to 360. It indicates the Record Type

2 Employee ID 48 characters Y
maximum

3 Invoice User Role Y or N N

4 Invoice Approver Y or N N
Role

5 Invoice Vendor Y or N N
Approver Role

6 Invoice AP User Y or N N The Invoice AP User role is a Group-based

Role role. A value of Y in this field auto-assigns
the Default Group role.
To assign a specific Vendor Access Group,
use the 400-level record set instead of this
field.
The Invoice User role is required in order to
assign this role.

7 Invoice Payment Y or N N
Manager Role

8 Invoice Y or N N
Purchasing Role

9 Purchase Y or N N
Request User

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# Name Definition Req? Description Client Field

Definition

10 Purchase Y or N N
Request
Approver

11 - Future Use 3 - 7 N Reserved for future use

15 (sequential 11 -
15)

16 Send email when Y or N N

the purchase
request status
changes

17 Send email when Y or N N

the purchase
request is
awaiting
approval

18 Default Purchase 48 characters N Must be an existing employee ID

Request maximum
Approver
Employee ID

19 Payment 48 characters N Must be an existing employee ID

Approver maximum
Employee ID

20 Send email when Y or N N

the payment Default = Y
status changes

21 Send email when Y or N N

a payment is Default = Y
awaiting
approval

22 Prompt for Y or N N
approver when Default = N
submitting a
payment

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# Name Definition Req? Description Client Field

Definition

23 Send email when Y or N N

the payment Default = Y
request is
assigned to a
user

24 Send email when Y or N N

a request is Default = Y
assigned to
purchasing

25 Send email when Y or N N

a request is sent Default = Y
back from
purchasing

26 Send email when Y or N N

a fax image is Default = Y
available for a
payment request

27 Prompt a user Y or N N
with a window to Default = Y
create new line
items when
creating a new
payment request

28 Default Shipping 32 characters N This field applies to Purchase

Address maximum Requests. This is the shipping location code
provided by the client that uniquely
identifies the default shipping address
associated with this user, and that will be
utilized when creating a Purchase Request.

29 Display Image Y or N N This field causes the image associated with

Inline Default = N the request to always display inline
(beside) the request in the user interface.
NOTE: If Auto Open Image (below) is set
to Y, this field is automatically set to Y as
well.

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# Name Definition Req? Description Client Field

Definition

30 Auto Open Image Y or N N This field causes the image associated with
Default = N the request to always open automatically
when the request is opened.
NOTE: If this field is set to Y, Display
Image Inline (above) is automatically set to
Y as well.

31 - Future Use 16 - N Reserved for future use

35 20 (sequential 31
- 35)

Statement Employee Import (Record Type 370) Format

This record set grants or revokes the Statement User and Statement Manager roles, and establishes the Statement
Approver for the employee.

Table 8: Data for record ID "EmployeeImporterPcard"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 370 Y This is a static numeric value always equal

to 370. It indicates the Record Type.

2 Employee ID 48 characters Y
maximum

3 Statement Y or N N A user granted this role is automatically

Report User Default = N assigned the Traveller role as well.

4 Statement Y or N N A user granted this role is automatically

Report Approver Default = N assigned the Manager role as well.

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# Name Definition Req? Description Client Field

Definition

5 Employee ID of 48 characters N
the employee's maximum
Statement
Report
Approver

6- Future Use 1 - 25 N/A N

30

Role Import (Record Type 400) Format

NOTE: Since role information is specific to Expense and since employee import data is generally obtained from a client's
internal Human Resources/Personnel system, the role information is rarely included in the employee import.

Table 9: Data for record ID "RoleImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 400 Y This is a static numeric value always equal

to 400. It indicates the Record Type.

2 Employee ID 48 characters Y If Role Import is used, then this field is

maximum (see required; must be an existing employee ID
Descriptio or in the current import
n)

3 Role Code 15 characters Y Must be a valid role, for any of the

maximum following roles:

Code Role Client Field

Definition

ACCT_AUDIT_MGR Expense Processor Audit

NOTE: A user cannot be assigned the audit role and any other Expense
processor role.

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Code Role Client Field

Definition

ACCT_CLERK Expense Processor

NOTE: A user cannot be assigned the audit role and any other Expense
processor role.

ACCT_MANAGER Expense Processor Manager

NOTE: A user cannot be assigned the audit role and any other Expense
processor role.

CARD_ADMIN Company Card administrator

CASHADV_ADMIN Expense Cash Advance administrator

EMPLOYEE_ADMIN Employee administrator

• EMP_ADM_BI_PER NOTE: Each user assigned Employee admin must also be assigned
• EMP_ADM_EXP_PER
permissions for reporting (BI), expense, and payment (Invoice). These
additional permissions govern the roles the employee administrator can
• EMP_ADM_PMT_PER assign for the employees in his or her assigned groups.

EXP_ADMIN Expense Configuration administrator

NOTE: A user cannot be assigned the admin role and the restricted
admin role.

EXP_ADMIN_RO Expense Configuration administrator (restricted)

NOTE: A user cannot be assigned the admin role and the restricted
admin role.

EXP_PROXY_LOGON Expense Proxy Logon

GROUP_ANALYST CAS Analyst

INVOICE_RCVR Invoice (Payment) Processor

PAYMENT_AUDITOR Invoice (Payment) Processor Audit

NOTE: A user cannot be assigned the Processor Audit role and any other
Invoice (Payment) processor role.

PMT_ACCT_CLERK Invoice (Payment) Processor

NOTE: A user cannot be assigned the Invoice (Payment) processor role
and an audit role.

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Code Role Client Field

Definition

PMT_ACCT_MGR Invoice (Payment) Processor Manager

NOTE: A user cannot be assigned the Invoice (Payment) Processor
Manager role and an audit role.

PMT_ADMIN Invoice (Payment) Configuration administrator

NOTE: A user cannot be assigned the admin role and the restricted
admin role.

PMT_ADMIN_RO Invoice (Payment) Configuration administrator (restricted)

NOTE: A user cannot be assigned the admin role and the restricted
admin role.

PMT_AP_USER Invoice (Payment) AP User

PMT_PROXY_LOGON Invoice (Payment) Proxy Logon

PMT_VENDOR_APPROVER Invoice (Payment) Vendor Manager

NOTE: Use this field when assigning Vendor Access Groups, and note
that this field does not honor the 100-level Existing Record Handling
REPLACE functionality.

REQ_ADMIN Request Configuration administrator

NOTE: A user cannot be assigned the admin role and the restricted
admin rolep.

REQ_ADMIN_RO Request Configuration administrator (restricted)

NOTE: A user cannot be assigned the admin role and the restricted
admin role.

REQ_PROCESSOR1 TMC Agent

NOTE: A user cannot be assigned more than one Request processor
role.

REQ_PROCESSOR2 Request Administrator

NOTE: A user cannot be assigned more than one Request processor
role.

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Code Role Client Field

Definition

REQ_PROCESSOR3 Request Auditor

NOTE: A user cannot be assigned more than one Request processor
role.

REQ_PROXY_LOGON Request Proxy Logon

RISK_PROCESSOR Processor for Risk Management

NOTE: A user cannot be assigned this role and one of the other
Request processor roles.

RPTNET_BUS_AUTH Cognos Business Author

NOTE: A user cannot be assigned this role and the Cognos Professional
Author or Cognos Consumer roles – only one of these three may be
assigned.

RPTNET_CONSUMER Cognos Consumer

NOTE: A user cannot be assigned this role and the Cognos Professional
Author or Cognos Business Author roles – only one of these three may
be assigned.

STMT_ACCT_CLERK Statement Report Processor

Users with this role must also have the ACCT_CLERK role (i.e. able to
process Expense Reports).

STMT_ACCT_MGR Statement Report Processor Manager

Users with this role must also have the ACCT_MANAGER role (i.e. able to
process Expense Reports).

STMT_ACCT_AUDT Statement Report Processor Manager (Audit)

Users with this role must also have the ACCT_AUDIT_MGR role.

PUR_PROXY_LOGON Purchase Request Proxy User

This role may proxy for any user assigned the Purchase Request User
role.

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Code Role Client Field

Definition

SHARED_ADMIN Shared Configuration administrator

Hierarchy segment values are used to identify the hierarchy node for
which this employee has approval rights.
If blank, resolves to the global group.
NOTE: A user cannot be assigned the admin role and the restricted
admin role.

SHARED_ADMIN_ Shared Configuration administrator (restricted)

RO NOTE: A user cannot be assigned the admin role and the restricted
admin role.

# Name Definition Req? Description Client Field

Definition

4 Segment 1 - 10 N
(sequential = 7 -
16)

NOTE: Additional roles such as the Cognos Professional Author, Tax Administrator, and Tax Administrator (Restricted)
are assigned only by using the Employee Administrator tool.

! WARNING: As indicated in the table above, a user cannot be assigned certain overlapping roles. If an employee is
already assigned one version of the role and the load contains a record assigning the other version, the role is not
updated and a warning appears in the employee load error log. The administrator must remove the role through the
Employee Administrator before the new version can be assigned.

Delegate Import (Record Type 500) Format

Delegates are individuals acting on behalf of a named list of specific users. A reasonable maximum number of user
assignments is 250 per delegate, and that is what is supported by Concur. Please use the Expense Proxy role when
assigning access for shared service centers: the Expense Proxy role is designed to allow an individual user to support
entire Expense groups within the system.
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Table 10: Data for record ID "DelegateImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction 500 Y This is a static numeric value always

Type equal to 500. It indicates the Record
Type.

2 Employee ID 48 characters Y (see If Delegate Import is used, then this field

maximum Description) is required; must be an existing employee
ID or in the current import.

3 Delegate ID 48 characters Y Must be an existing employee ID or in the

maximum current import.

4 Product Code Case Y Use these values to direct whether

insensitive; options change Expense or Invoice
use either: delegate options listed in this table
• EXP:
Expense
• PMT: Invoice

NOTE: The options below are used for Expense and Invoice. If EXP is entered in the Product Code field, then these options apply to
Expense. If PMT is entered in the Product Code field, then these options apply to Invoice.

5 Can Prepare Y or N N The Delegate Configuration for the Group

Reports* Default = N the employee belongs to takes priority
over this setting.

6 Can Submit Y or N N The Delegate Configuration for the Group

Reports* Default = N the employee belongs to takes priority
over this setting.

7 Can Approve Y or N N The Delegate Configuration for the Group

Reports* Default = N the employee belongs to takes priority
over this setting.

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# Name Definition Req? Description Client Field

Definition

8 Can Temporarily Y or N N If Y, then are both Temporarily Approval

Approve Default = N Delegation From Date and Temporarily
Reports* Approval Delegation To Date are required.
The Delegate Configuration for the Group
the employee belongs to takes priority
over this setting.

9 Temporarily 8 characters Dependency: See

Approval maximum; Can Temporarily
Delegation From must be in the Approve Reports
Date following Description
format:
YYYYMMDD

10 Temporarily 8 characters Dependency: See

Approval maximum; Can Temporarily
Delegation To must be in the Approve Reports
Date following Description
format:
YYYYMMDD

11 Can View Y or N N The Delegate Configuration for the Group

Receipt Images Default = N the employee belongs to takes priority
over this setting.

* Reports refers to both Expense reports and Invoice requests.

Enhanced Delegate Import (Record Type 550) Format

Delegates are individuals acting on behalf of a named list of specific users. A reasonable maximum number of user
assignments is 250 per delegate, and that is what is supported by Concur. Please use the Expense Proxy role when
assigning access for shared service centers: the Expense Proxy role is designed to allow an individual user to support
entire Expense groups within the system.

NOTE: Privileges granted to a delegate using this record activate both the Employee and User Administrator delegate
settings for the employee – the user interface will reflect this change on successful import.

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Table 11: Data for record ID "EnhancedDelegateImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction 550 Y This is a static numeric value always equal

Type to 550. It indicates the Record Type.

2 Employee ID 48 characters Y (see If Delegate Import is used, then this field

maximum Description) is required; must be an existing employee
ID or in the current import.

3 Delegate ID 48 characters Y Must be an existing employee ID or in the

maximum current import.

4 Product Code Case Y The product value you choose here means
insensitive; all choices you make using options below
use either: apply to that product.
• EXP: NOTE: Request delegates share all
Expense options if EXP is selected for this field -
• PMT: only the ability to submit requests is
Invoice excepted, and that can be set using the
Can Submit Request field, below.
• PUR:
Purchase
Request

NOTE: The options below are used for Expense and Invoice. If EXP is entered in the Product Code field, then these options apply to
Expense. If PMT is entered in the Product Code field, then these options apply to Invoice.

5 Can Prepare Y or N N
Reports* Default = N

6 Can Submit Y or N N
Reports* Default = N

7 Can Approve Y or N N
Reports* Default = N

8 Can Temporarily Y or N N If Y, then are both Temporarily Approval

Approve Default = N Delegation From Date and Temporarily
Reports* Approval Delegation To Date are required.

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# Name Definition Req? Description Client Field

Definition

9 Temporarily 8 characters Dependency: See

Approval maximum; Can Temporarily
Delegation From must be in the Approve Reports
Date following Description
format:
YYYYMMDD

10 Temporarily 8 characters Dependency: See

Approval maximum; Can Temporarily
Delegation To must be in the Approve Reports
Date following Description
format:
YYYYMMDD

11 Can View Y or N N
Receipt Images Default = N

12 Can Receive Y or N N
Email Default = N

13 Can Receive Y or N N
Email Approval Default = N

14 Can Use Y or N N
Business Default = N
Intelligence

15 Can submit Y or N N If Y, delegate can submit requests.

Request Default = N

16 Can preview Y or N N Delegate is permitted to prepare an

report for Default = N expense report for approval (Expense
approval Admin > Delegate Configuration >
Delegate can preview report for
approver).
NOTE: Applies to Expense and Request

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# Name Definition Req? Description Client Field

Definition

17 - Future Use 4-5 N/A N/A Reserved for future use

18 (sequential = 17
- 18)

* Reports refers to expense reports, invoices, and purchase requests.

Card Account Import (Record Type 600) Format

NOTE: If you intend on synchonizing a card account with the Travel product, you must use the 650 record set and not
the 600 record set. This is because the 650 record set includes the Card Type and Expiration Date fields that are
required to complete this task.

Table 12: Data for record ID "CardAccountImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction 600 Y This is a static numeric value always equal

Type to 600. It indicates the Record Type.

2 Employee ID 48 characters maximum Y If Card Account Import is used, then this

field is required; must be an existing
employee ID or in the current import.

3 Name on Card 255 characters Y

maximum

4 Payment Type 80 characters maximum Y Must be a valid payment type

Name

5 Account Number 16 characters maximum Y NOTE: There is no validation to verify the

number of digits with the card type.

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# Name Definition Req? Description Client Field

Definition

6 Effective Date 8 characters maximum; N NOTE: For each company card transaction
must be in the following that is imported, Expense compares the
format: transaction's Posted Date to the effective
YYYYMMDD date for the associated card. Then:
• If the Posted Date is earlier than the
effective date, then the transaction is
not imported
• If the effective date has not been set,
then all transactions are imported
regardless of the Posted Date

7 Credit Card 20 characters maximum N

Clearing Account

Enhanced Card Account Import (Record Type 650) Format

NOTE: If you intend on synchronizing a card account with the Travel product, you must use the 650 record set and not
the 600 record set. This is because the 650 record set includes the Card Type and Expiration Date fields that are
required to complete this task.

Table 13: Data for record ID "EnhancedCardAccountImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction 650 Y This is a static numeric value always equal

Type to 650. It indicates the Record Type.

2 Employee ID 48 characters maximum Y If Card Account Import is used, then this

field is required; must be an existing
employee ID or in the current import.

3 Name on Card 255 characters Y

maximum

4 Payment Type 80 characters maximum Y Must be a valid payment type.

Name

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# Name Definition Req? Description Client Field

Definition

5 Account Number 16 characters maximum Y NOTE: There is no validation to verify the

number of digits with the card type.

6 Effective Date 8 characters maximum, N NOTE: For each company card transaction
must be in the format that is imported, Expense compares the
YYYYMMDD transaction's Posted Date to the effective
date for the associated card.
Then:
• If the Posted Date is earlier than the
effective date, then the transaction is
not imported
• If the effective date has not been set,
then all transactions are imported
regardless of the Posted Date

7 Credit Card 20 characters maximum N

Clearing Account

8 Card Type 2 characters maximum Y This field is required for the card account
Valid Values: to be included in the card account extract
to Travel.
• AX: American
Express
• CA: MasterCard
• CB: Carte Blanche
• DC: Diners Club
• DS: Discover
• EC: EuroCard
• ER: ENROUTE
• JC: JCB
International
• OT: Other
• TP: UATP Card
• VI: VISA

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# Name Definition Req? Description Client Field

Definition

9 Expiration Date 8 characters maximum, N* The date the card account expires.
must be in the format *Required if you intend to synch this card
YYYYMMDD account with Travel.

10 Billing Address 1000 characters N The billing address the card provider uses
maximum when posting mail to the employee for this
card account.

11 Billing City 30 characters maximum N The billing city the card provider uses
when posting mail to the employee for this
card account.

12 Billing State 30 characters maximum N The billing state the card provider uses
when posting mail to the employee for this
card account.

13 Billing Postal 20 characters maximum N The billing postal code the card provider
Code uses when posting mail to the employee
for this card account.

14 Billing Country 2 characters N The two-letter, ISO Country Code for the
Code country where the card holder’s bill is
sent.

NOTE: Using a value of $BLANK$ in all four of the “Program” fields below will automatically unlink the card account from the card
program.

15 Card Program 5 characters maximum N/Y* The type of card program to which the
Type account will be linked.
Must be a valid Card Program Type:
• PURCH (Purchasing Card Program)

16 Card Program 2 characters N/Y* ISO 2-character alpha code for the country
Country in which the card is issued (e.g. US, CA)

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# Name Definition Req? Description Client Field

Definition

17 Card Program 64 characters maximum N/Y* The name of the provider (issuer) of the
Issuer Case sensitive – must card.
match the name used
for Card Program
configuration exactly
(ex: US BANK; US
Bank; etc.)!

18 Card Program 64 characters maximum N/Y* The name of card program to which the
Name Case sensitive – must account will be linked. This value must be
match the name used a valid Card Program Name.
for Card Program
configuration exactly
(ex: US BANK; US
Bank; etc.)!

* All four fields required in import and populated if using the Company Billed Statements (CBS) feature.

19 Sync Account to Y or N N Determines if the specified account should

Travel NULL (Blank) be included in the Employee Extract to
Travel job. If not, select N; if yes, select
Default = NULL Y; if left blank defaults to NULL.

20 – Future Use 6-10 N/A N/A Reserved for future use.

24 (sequential = 20
- 24)

Authorized Approver Import (Record Type 700) Format

This record is supported for authorized approver imports. However, clients who use purchase request approvers must
work with the 720 record, since this record supports the approval type of purchase requests.

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Table 14: Data for record ID "AuthorizedApproverImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction 700 Y This is a static numeric value always

Type equal to 700. It indicates the Record
Type.

2 Approval Type Case insensitive; use Y Use these values to direct whether
either: options change Expense, Invoice, or
• EXP: Expense Request delegate options listed in this
Report table

• PMT: Payment
Request
• REQ: Request

3 Employee ID 48 characters Y If Authorized Approver Import is used,

maximum then this field is required; must be an
existing employee ID or in the current
import.

4- Segment 1 - 10 N Hierarchy segment values used to

13 (sequential 4 - identify the hierarchy node for which
13) this employee has approval rights
If blank, resolves to the global group.

14 Exception Y or N N
Approval Default = N
Authority

15 Approval Limit Numeric N Specified in the approval limit currency

If used, then Approval Limit Currency
Code below is required.

16 Approval Limit 3 characters Dependency: If Approval Limit is used then this is

Currency Code See Approval required.
Limit Can be either three-digit or three-
Description letter currency code; must be a valid
currency in the list of system
(reimbursement) currencies

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Cost Object Approver Import (Record Type 710) Format

Table 15: Data for record ID "CostObjectApproverImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 710 Y This is a static numeric value always

equal to 710. It indicates the Record
Type.

2 Approval Type Case insensitive; use: Y Use these values to direct whether
• EXP: Expense options change Expense, Invoice, or
Report Request delegate options listed in this
table
• PMT: Payment
Request
• REQ: Request
• PUR: Purchase
Request

3 Employee ID 48 characters Y If Cost Object Approver Import is used,

maximum then this field is required; must be an
existing employee ID or in the current
import.

4- Segment 1 - 10 N Hierarchy segment values used to

13 (sequential = 4 - identify the hierarchy node for which
13) this employee has approval rights.
If blank, resolves to the global group.

14 Exception Y or N N
Approval Default = N
Authority

15 Approval Limit Numeric N Specified in the approval limit currency.

If used, then Approval Limit Currency
Code below is required.

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# Name Definition Req? Description Client Field

Definition

16 Approval Limit 3 characters Dependenc If Approval Limit is used then this is

Currency Code y: See required.
Approval Can be either three-digit or three-letter
Limit currency code; must be a valid currency
Description in the list of system (reimbursement)
currencies

17 Level 1 number (1, 2, 3, N The approval level of the employee. This

etc.) denotes the sequential order in which
the employee(s) will approve the report
or request.

Authorized Approver With Level Import (Record Type 720) Format

Table 16: Data for record ID "AuthApproverWithLevelImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 720 Y This is a static numeric value always

equal to 720. It indicates the Record
Type.

2 Approval Type Case insensitive; use Y Use these values to direct whether
either: options change Expense, Invoice, or
• EXP: Expense Request delegate options listed in this
Report table.

• PMT: Payment
Request
• REQ: Request
• PUR: Purchase
Request

3 Employee ID 48 characters Y If Cost Object Approver Import is used,

maximum then this field is required; must be an
existing employee ID or in the current
import.

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# Name Definition Req? Description Client Field

Definition

4- Segment 1 - 10 N Hierarchy segment values used to

13 (sequential = 4 - identify the hierarchy node for which
13) this employee has approval rights.
If blank, resolves to the global group.

14 Exception Y or N N
Approval Default = N
Authority

15 Approval Limit Numeric N Specified in the approval limit currency.

If used, then Approval Limit Currency
Code below is required.

16 Approval Limit 3 characters Dependency: If Approval Limit is used then this is

Currency Code See Approval required.
Limit Can be either three-digit or three-letter
Description currency code; must be a valid
currency in the list of system
(reimbursement) currencies

17 Level 1 number (1, 2, 3, N The approval level of the employee.

etc.) This denotes the sequential order in
which the employee(s) will approve the
report or request.

Insight Budget Approver Import (Record Type 730) Format

Please note the user associated with Employee ID must already be assigned the Budget Approver role.

Table 17: Data for record ID "BudgetApproverImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 730 Y This is a static numeric value always

equal to 730. It indicates the Record
Type.

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# Name Definition Req? Description Client Field

Definition

2 Period Start Date Date Y Must be a valid date, in the following

format YYYYMMDD.

3 Period End Date Date Y Must be a valid date, in the following

format YYYYMMDD.

4 Employee ID 48 characters Y Must be an existing employee ID or in

maximum the current import, and assigned the
Budget Approver role prior to assigning
the attributes in this record set.

5- Segment 1 - 10 N Hierarchy segment values used to

14 (sequential = 5 - identify the hierarchy node for which
14) this employee has approval rights.
If blank, resolves to the global group.

15 Starting Amount Numeric Y Specified in the budgeted amount

currency

16 Starting Amount 3 characters Y Can be either three-digit or three-letter

currency code currency code; must be a valid currency
in the list of system (reimbursement)
currencies

17 - Future Use field 1 N Reserved for future use.

26 to 10 (sequential
= 17 - 26)

Delete Authorized Approver Import (Record Type 750) Format

Table 18: Data for record ID "DeleteAuthorizedApproverImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 750 Y This is a static numeric value always equal

to 750. It indicates the Record Type.

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# Name Definition Req? Description Client Field

Definition

2 Approval Type Case insensitive; use: Y Use these values to direct whether options
• EXP: Expense Report change Expense, Invoice, or Request
delegate options listed in this table.
• PMT: Payment
Request
• REQ: Request
• PUR: Purchase
Request

3 Employee ID 48 characters maximum Y If Authorized Approver Import is used,

then this field is required; must be an
existing employee ID or in the current
import.

4- Segment 1 - 10 N Hierarchy segment values used to identify

13 (sequential = 4 - the hierarchy node for which this
13) employee has approval rights that you
want to delete
If blank, resolves to the global group.

Delete Cost Object Approver Import (Record Type 760) Format

Table 19: Data for record ID "DeleteCostObjectApproverImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 760 Y This is a static numeric value always equal

to 760. It indicates the Record Type.

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# Name Definition Req? Description Client Field

Definition

2 Approval Type Case insensitive; use: Y Use these values to direct whether options
• EXP: Expense Report change Expense, Invoice, or Request
delegate options listed in this table.
• PMT: Payment
Request
• REQ: Request
• PUR: Purchase
Request

3 Employee ID 48 characters maximum Y If Cost Object Approver Import is used,

then this field is required; must be an
existing employee ID or in the current
import.

4- Segment 1 - 10 N Hierarchy segment values used to identify

13 (sequential = 4 - the hierarchy node for which this
13) employee has approval rights that you
want to delete.
If blank, resolves to the global group.

Delete Budget Approver Import (Record Type 770) Format

Table 20: Data for record ID "DeleteBudgetApproverImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 770 Y This is a static numeric value always equal

to 770. It indicates the Record Type.

2 Period start date Date Y Must be a valid date, in the following

format YYYYMMDD.

3 Period End Date Date Y Must be a valid date, in the following

format YYYYMMDD.

4 Employee ID 48 characters maximum Y Must be an existing employee ID or in the

current import.

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# Name Definition Req? Description Client Field

Definition

5 to Segment 1 - 10 N Hierarchy segment values used to identify

14 (sequential = 5 - the hierarchy node for which this
14) employee has approval rights that you
want to delete.
If blank, resolves to the global group.

EFT Bank Account Import (Record Type 800) Format

Important Note: This is the legacy banking profile and should not be used for new import activity because it does not
support the new Expense Pay Global banking feature. Instead, create any new bank data imports using the enhanced
810 record which is compatible with both legacy and future Expense Pay banking data.

Table 21: Data for record ID "EFT BankAccountImport"

Name Definition Req? Description Client Field

Definition

1 Transaction Type 800 Y This is a static numeric value always equal

to 800. It indicates the Record Type.

2 Employee ID 48 characters maximum Y If EFT Bank Account Import is used, then

this field is required; must be an existing
employee ID or in the current import.

3-4 Future Use 1-2 N/A Reserved for future use

(sequential = 3 -
4)

5 EFT Bank Account 20 characters maximum Y The account number

Number

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Name Definition Req? Description Client Field

Definition

6 EFT Bank Account • USD: 9 numeric Y The routing number assigned to the bank.
Routing Number characters
• CAD: 9 numeric
characters,
comprised of a
leading 0, the 3-
digit Institution #,
and the 5-digit
Branch #
• All Other: Minimum
5 characters

7 EFT Bank Account Use either: Y The account type; savings, checking.
Type • SA: Savings
• CH: Checking

8 EFT Bank Account Currency code of the Y Can be either three-digit or three-letter
Currency Code currency used by the currency code; must be a valid currency in
bank. the list of system currencies.

9 Is Active Y or N Y Specify if the bank account is active or has

Default = N been deactivated.

EFT Detail Bank Account Import (Record Type 810) Format

Important Note: This is the current banking profile and should always be used for new import activity as it supports
the new Expense Pay Global banking feature. For this reason, do not create any new bank data imports using the 800
record.

Table 22: Data for record ID "EFT BankAccountImport"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 810 Y This is a static numeric value. It

indicates the Record Type.

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# Name Definition Req? Description Client Field

Definition

2 Employee ID 48 characters Y This field is required. Must be an

maximum existing employee ID or in the
current import.

3 Bank Country 2 characters Y The two-letter, ISO Country Code

for the country where the expense
claim filer has their bank account.

4 Bank 11 characters Y = if US, CAD, International users should refer to

Identification maximum with the Australia, New the BIN or SWIFT numbers.
Number (BIN) following guidelines: Zealand, Hong
• USD: 9 numeric Kong,
character routing Singapore,
number Switzerland if
currency =
• AUS: 6 numeric Euro, Sweden
character BSB code or EUR
• CAD: 9 numeric N = Norway,
characters, Mexico, and
comprised of a Switzerland if
leading 0, the 3- currency = CHF
digit Institution #,
and the 5-digit
Branch number
• EUR: 8 or 11
character SWIFT
code, where
positions 5 and 6 of
SWIFT code are the
two-letter ISO
Country Code for
the country where
the expense claim
filer has their bank
account
• HK: 3-digit bank
code + 3-digit
branch code =
routing number

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# Name Definition Req? Description Client Field

Definition
• Japan: 4 digit bank
number + 3 digit
branch number
• NZ: 2-digit bank
number + 4-digit
branch number
• SING: 4-digit bank
code + 3-digit
branch code.
• GBP: Sort Code (6
numeric characters)
• IN: 11 Character
IFSC

5 IBAN Number • SEK, EUR, CHF: 48 Y The International Bank Account

characters Number (IBAN) is an international
maximum standard for identifying bank
• Japan: 7 numeric accounts. Its format varies by
character country.

• MX: CLABE is
account number
• NZ: 7 numeric
character account
number + 2- or 3-
digit suffix number
• UK: 8 character
account number
• IN: 1 to 34
character account
number
• HK: Bank Account
Number - numeric,
9 digits maximum,
1 digit minimum,
length varies by
bank

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# Name Definition Req? Description Client Field

Definition

6 Branch Name 48 characters Blank for CA; The branch name of the bank at
maximum required for which the expense claim filer has
AUS, HK, their bank account.
Japan, MX, NZ, For Japan: Specify Bank Name (15
UK, US, characters)
Singapore,
Sweden,
Switzerland
and SEPA
countries.

7 Branch Location 30 characters Blank for CA The branch location when combined
maximum and US; with the branch/bank name makes
required for clear where the expense claim filer
AUS, HK, has their bank account.
Japan, MX, NZ, For Japan: Specify Branch Name
UK, Singapore, (15 characters)
Sweden,
Switzerland
and SEPA
countries.

8 Bank Account 2 characters Y The account type, either savings or

Type Use either: checking.

• SA: Savings
• CH: Checking

9 Currency Code 3 characters Y Can be either three-digit or three-

Example: USD, CAD, letter currency code; must be a
MXN valid currency in the list of system
currencies.

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# Name Definition Req? Description Client Field

Definition

10 Name on the 48 characters Blank for CA The name on the account provided
Account maximum and US; to the bank for this account.
required for
AUS, HK,
Japan, MX, NZ,
UK, Singapore,
Sweden,
Switzerland
and SEPA
countries.

11 Postal Address 48 characters Blank for CA; The postal address the bank uses
Line 1 maximum required for when posting mail to the employee
AUS, HK, for this bank account. Street
Japan, MX, NZ, address line 1, or Building Number
UK, US, and Road.
Singapore,
Sweden,
Switzerland
and SEPA
countries.

12 Postal Address 48 characters Blank for CA; The postal address the bank uses
Line 2 maximum required for when posting mail to the employee
AUS, HK, for this bank account. Street
Japan, MX, NZ, address line 2, or Building Name.
UK, US,
Singapore,
Sweden,
Switzerland
and SEPA
countries.

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# Name Definition Req? Description Client Field

Definition

13 Postal Address 24 characters Blank for CA; The postal address the bank uses
City maximum required for when posting mail to the employee
AUS, HK, for this bank account. The postal
Japan, MX, NZ, address city.
UK, US,
Singapore,
Sweden,
Switzerland
and SEPA
countries.

14 Postal Address 24 characters Required for The postal address the bank uses
Region maximum MX, US, and when posting mail to the employee
HK Blank for for this bank account. Locality,
CA, and Province, Region, State, or other;
Singapore; Sub-Country.
optional for UK,
SEPA countries,
Switzerland
and Sweden,
Australia, New
Zealand;

15 Postal Address 20 characters Blank for CA, The postal address the bank uses
Postal Code maximum and Hong when posting mail to the employee
Kong; required for this bank account. The postal
for AUS, MX, address postal code.
NZ, UK, US,
Singapore,
Switzerland,
and Sweden.

16 Is Active • Y = Yes (is N Specify if the bank account is

activated) active.
• N = No (is
deactivated)
Default = N

17 Tax ID 48 characters N The Tax ID associated with the

maximum employee.

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# Name Definition Req? Description Client Field

Definition

18 Bank Account 48 characters N Secondary SWIFT Code.

Secondary maximum
Routing Number

19 Is Resident • Y = Yes (is a N Specify if the employee is a

resident) resident or not of the same country
• N = No (is not a
offering the banking service.
resident) NOTE: This field is useful to
determine if there are any tax
ramifications when making
payments to employees outside of
the Expense Pay process.

20 - Future Use 1-20 N/A N/A Reserved for future use.

36 (sequential = 20 -
36)

Car Import (Record Type 900) Format

Updates to existing car configurations are not supported using the 900-level fields.

Table 23: Data for record ID "CarImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 900 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee for whom to

maximum register the car. This field is required;
must be an existing employee ID or in the
current import.

3 Car Type 3 characters Y This is required to be able to identify the

• COM = Company applicable car configuration if the user has
both a personal and company car
• PER = Personal configuration that applies.

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# Name Definition Req? Description Client Field

Definition

4 Vehicle ID 30 characters Y Defines the name of the car for use in

maximum vehicle lists.

5 Car Criteria Name 30 characters N Required if car criteria is used for the
maximum configuration.

6 Initial Distance Numeric Y Accumulated mileage to date for the

reporting period for a new user. Most
commonly would be set to zero.

7 Inactive Y or N N Y will mark an existing car registration

inactive.
If blank, assume value as N.

Car Import (Record Type 910) Format

The 910 record set fields are used to create new vehicle records assigned to the specified user. Updates to existing car
configurations are not supported using these fields.

Table 24: Data for record ID "CarImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 910 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee for whom to

maximum register the car. This field is required;
must be an existing employee ID or in the
current import.

3 Car Type 3 characters Y This is required to be able to identify the

• COM = Company
applicable car configuration if the user has
both a personal and company car
• PER = Personal configuration that applies.

4 Vehicle ID 30 characters Y Defines the name of the car for use in

maximum vehicle lists.
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# Name Definition Req? Description Client Field

Definition

5 Car Criteria Name 30 characters N Required if car criteria is used for the
maximum configuration.

6 Initial Distance Numeric Y Accumulated mileage to date for the

reporting period for a new user. Most
commonly would be set to zero.

7 Inactive Y or N N Y will mark an existing car registration

inactive.
If blank, assume value as N.

8 Preferred Car Y or N N Default car that will appear when creating

an expense entry.
NOTE: This record cannot be used to
overwrite an existing preferred car for the
user.
Y will mark an existing car as the
preferred (default) car.
If blank, assume value as N.

9 Engine Size 10 characters N The size of the engine, measured in

maximum horsepower (hp).

10 Energy 48 characters N Type of energy used to propel car (gas,

maximum electric, etc.). Controlled by a list defined
by the client in List management. The list
is validated against the code for the list
item.

11 CO2 Emission 10 characters N The rate over time of carbon dioxide

Rate maximum emitted by the car.

12 First Date of 10 characters N Must match format "YYYYMMDD"

Circulation maximum

13 Company First 10 characters N Must match format "YYYYMMDD"

Date of maximum
Circulation

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# Name Definition Req? Description Client Field

Definition

14 End Date of 10 characters N Must match format "YYYYMMDD"

Circulation maximum

15 Registration Date 10 characters N Must match format "YYYYMMDD"

maximum

16 - Custom 1 - 5 48 characters N 48 characters maximum for each field;

20 (sequential = 16 maximum custom field data is validated:
- 20) • First, check the employee form for any
custom fields that are required. If the
form specifies custom fields and the
feed does not provide them, this is
treated as an error and the record is
not processed.
• If a custom field is required and the
value does not pass a validation, this is
treated as an error.
• If a custom field is not required and the
value does not pass a validation, a
warning is logged.
• For each custom field defined in the
form, an appropriate validation is
performed based on the data type
specified:
 List (custom and connected):
Validated against the code for the
list item
 Date: Must be a valid date, in the
following format YYYYMMDD
 Boolean: Value must be Y or N
 Numeric: Value must be a number
(e.g. “10000.00”)
 Text: Value must be less than or
equal to max_length and pass
whatever validation is specified for
the field.
NOTE: Best practice is to not allow
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# Name Definition Req? Description Client Field

Definition
personal, sensitive, or uniquely identifying
information in custom fields.

21 - Future Use 1 - 5 N/A Reserved for future use.

25 (sequential = 21
- 25)

Analytics Bursting Value Import (Record Type 1000) Format

 For more information about bursting, refer to the Analysis/Intelligence: Bursting User Guide.

Table 25: Data for record ID "AnalyticsBurstingValueImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 1000 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee who will receive the

maximum bursted report (for example, JSMITH)

3 Bursting ID 48 characters Y The ID or category of bursting data. This

maximum is a user-defined value that groups users
who receive bursted reports, for example
Cost Center 1234.

4 Bursting Value 64 characters Y The actual value that the report will be
maximum bursted off of (if a user wanted to receive
all data on Cost Center 1234, as an
example).

5- Future Use 1 - 10 N/A Reserved for future use.

14 (sequential = 5 -
14)

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Delete Analytics Bursting Value Import (Record Type 1100) Format

This record type deletes values from the custom bursting table of the transactional database. The number of fields below
must match those of the 1000-level Analytics Bursting Value Import above.

USING THE DELETE ALL RECORDS VALUE TO DELETE RECORDS

The value DELETE_ALL_RECORDS is used to delete the current values of a specified field or field group so that one or
more report recipients will no longer receive the bursted reports.

RECORD SAMPLE

This record sample will delete all records (prevent reception) for reports sent to JSMITH generated for the Bursting ID of
Cost Center Owners. Note that, since records are processed in order, the DELETE_ALL_RECORDS value is placed so that
following records are NOT affected by the deletion - only those preceding the value are deleted:

1100,JSMITH,COST_CENTER_OWNERS,DELETE_ALL_RECORDS,,,,,,,,,,

The record sample below will expedite deletion of ALL records in the custom bursting table:

1100,DELETE_ALL_RECORDS,DELETE_ALL_RECORDS,DELETE_ALL_RECORDS,,,,,,,,,,

 For more information about bursting, refer to the Analysis/Intelligence: Bursting User Guide.

Table 26: Data for record ID "DeleteAnalyticsBurstingValueImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 1100 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee who will no longer

maximum receive the bursted report (for example,
JSMITH).

3 Bursting ID 48 characters Y Defines the group that will no longer

maximum receive the bursted reports, for example
Cost Center 1234.

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# Name Definition Req? Description Client Field

Definition

4 Bursting Value 64 characters Y The value of the report that will now be
maximum deleted from the transactional database
bursting table (if a user no longer wanted
to receive all data on Cost Center 1234,
as an example).

5- Future Use 1 - 10 N/A Reserved for future use.

14 (sequential = 5 -
14)

Request Addendum Import (Record Type 1200) Format

The 1200 record type adds the Default Travel Agency Office Code row addendum to the Request import by associating
an agency, in its integer key form (1, 2, etc.) with a Request user.

RECORD SAMPLE

This record sample will associate Byrne Travel (agency key = 1) to the employee JSMITH:

1200,JSMITH,1,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

Table 27: Data for record ID "RequestAddendumImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 1200 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee (for example,

maximum JSMITH) who will be associated with the
travel agency office specified under
Default Travel Agency Office Code.

3 Default Travel Integer Y Defines the name of the travel agency

Agency Office office that will be associated with the
Code employee specified under Employee ID.
This field is updated, and errors or
82 Shared: Employee Import Specification
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 Section 3: Step 1: Creating the Import Data File

# Name Definition Req? Description Client Field

Definition
warnings generated to the log, based on
the following criteria:
• The record is processed if the
specified value is permitted under the
employee's assigned Group
• If the field is configured as a Required
field on the form, and a value is not
provided in this feed, the record is not
processed and is treated as an error
• If the field is configured as a Required
field on the form and the value does
not pass validation, the record is not
processed and is treated as an error
• If the field is not configured as a
Required field and the value does not
pass validation, the record is
processed and a warning is logged

4- Future Use 1 - N/A N/A Reserved for future use.

80 77 (sequential =
4 - 80)

JPY Commuter Pass Routes Import (Record Type 1300) Format

The 1300 record type adds commuter routes from station to station by employee ID.

RECORD SAMPLE

This record sample will add the commuter route of Wakoshi to Shin-Kiba via the Tokyo-Metro Yurakucho line as a
prepaid route paid for using a commuter pass that is associated with employee JSMITH:

1300,JSMITH,N,WAKOSHI,TOKYO-METRO YURAKUCHO LINE,SHIN-KIBA,,,,,,,,,,,,,,,,,,,,

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Section 3: Step 1: Creating the Import Data File

Table 28: Data for record ID "JPYCommuterPassRoutesImporter"

# Name Definition Req? Description Client Field

Definition

1 Transaction Type 1300 Y This is a static numeric value. It indicates

the Record Type.

2 Employee ID 48 characters Y Defines the employee (for example,

maximum JSMITH) who will be associated with the
travel agency office specified under
Default Travel Agency Office Code.

3 Delete? Y or N N Delete this commute route from the

Default = N system?

4 From Station Y Commuter pass departure station name.

Name

5 Line Name Y Commuter pass line name used for this

route commute (that is, the line that
connects the departure to the arrival
stations specified in this record).

6 To Station Name Y Commuter pass arrival station name.

7 Start Date 8 characters maximum N The start date (activated) of the

in format YYYYMMDD commuter pass.

8 End Date 8 characters maximum N The end date (deactivated) of the

in format YYYYMMDD commuter pass.

9- Future Use 3 - N/A N/A Reserved for future use.

26 20 (sequential =
9 - 26)

84 Shared: Employee Import Specification

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 Section 4: Step 2: Move the Import Data File to Concur

Section 4: Step 2: Move the Import Data File to Concur

When the file is complete and the client is ready to submit the import data file, the client uploads the import data file to
Concur's FTP server.

New clients have employee imports set up as part of implementation. Existing clients who want to use this import must
contact Concur Client Support for assistance.

NOTE: Clients can confirm whether or not an import schedule has been set up. A user assigned the Import/Extract
Monitor role can view the import definitions and schedules that are configured for the entity.

Section 5: Step 3: Concur Imports the Data

On a pre-determined schedule, Concur runs the job that loads the import data file into the client's database. When the
process is complete, Concur notifies the client by means of an automated job success email that the employee
information has been updated. The changes are immediately available to users.

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Section 6: Appendix

Section 6: Appendix

About the Use of the Concur-Only System Record Roles

The client may come across roles granted only to Concur administrative personnel for the purpose of working within a
client entity. These roles, such as ConcurAuditor, ConcurConsultant, and ConcurAdmin are secure "system" roles Concur
uses on behalf of the client to fulfill requests, troubleshoot, and maintain the overall integrity of the client entity.

The client may encounter these roles as they work with their employee and user imports – for example, the system
record (CT_EMPLOYEE.SYSTEM_RECORD) or similar. They may be safely ignored as they are used by the application or
Concur to secure the entity for use by the client.

Locale Codes
Before using these codes - Be sure the locale already exists for your implementation. To find out, either:
• Look under User Profile > System Settings > Default Language field to identify the current assigned code
• Contact Concur Support
If you require locale information not listed here, please contact Concur Client Support.

Activation Determines Your Current Local Code – How to Change the Locale Code
The locales that are available via the user profile and import will vary based on which languages were activated for the
company during implementation. Locale is the combination of language plus system settings that include factors such as
formats for dates, times, and numbers.
The user may override the default format settings using options in their User Profile page. This allows the user to
configure system settings that suit their own preferences for an ideal working environment.

MULTIPLE DIALECT SUPPORT

If Concur supports multiple dialects for a language, it is possible that languages associated with a locale may change
based on the activated languages. For example, if French is active, then all French locales would use the default French
language. However, if Canadian French is activated, then the fr_CA locale will use the language dialect for Canadian
French. If a primary language is not active, then all primary languages fallback to English, US (en – default).

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 Section 6: Appendix

Locale Primary language Alternate language

(if primary is not active)
Dutch (Belgium) Dutch (nl) English, US (en – default)
Dutch (Netherlands)

Chinese (China) Chinese, Simplified (zh_CN) English, US (en – default)

Chinese (Singapore)

Chinese (Hong Kong) Chinese, Traditional (zh_TW) English, US (en – default)

Chinese (Taiwan)

English (Australia) English, UK (en_GB) English, US (en – default)

English (Canada)
English (United Kingdom)
English (Ireland)
English (India)
English (New Zealand)
English (South Africa)

French (Canada) French, Canada (fr_CA) French (fr)

French (Belgium) French (fr) English, US (en – default)

French (France)
French (Luxembourg)
French (Switzerland)

German (Austria) German (de) English, US (en – default)

German (Germany)
German (Luxembourg)
German (Switzerland)

Italian (Italy) Italian (it) English, US (en – default)

Italian (Switzerland)

Korean (North Korea) Korean (ko) English, US (en – default)

Korean (South Korea)

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Section 6: Appendix

Locale Primary language Alternate language

(if primary is not active)
Spanish (Argentina) Spanish, Latin America (es_LA) Spanish, Spain (es)
Spanish (Bolivia)
Spanish (Chile)
Spanish (Colombia)
Spanish (Costa Rica)
Spanish (Dominican
Republic)
Spanish (Ecuador)
Spanish (El Salvador)
Spanish (Guatemala)
Spanish (Honduras)
Spanish (Mexico)
Spanish (Nicaragua)
Spanish (Panama)
Spanish (Paraguay)
Spanish (Peru)
Spanish (Puerto Rico)
Spanish (Uruguay)
Spanish (Venezuela)

Spanish (Spain) Spanish, Spain (es) English, US (en – default)

88 Shared: Employee Import Specification

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 Section 6: Appendix

Default Locales Locales for Supported Languages Locales for Supported Languages

English (Australia) en_AU Bulgarian (Bulgaria) bg_BG French (Switzerland) fr_CH

English (Canada) en_CA Chinese (China) zh_CN German (Austria) de_AT

English (United Kingdom) en_GB Chinese (Hong Kong) zh_HK German (Germany) de_DE

English (Ireland) en_IE Chinese (Singapore) zh_SG German (Luxembourg) de_LU

English (India) en_IN Chinese (Taiwan) zh_TW German (Switzerland) de_CH

English (New Zealand) en_NZ Croatian (Croatia) hr_HR Hungarian (Hungary) hu_HU

English (United States) en_US Czech (Czech Republic) cs_CZ Indonesian (Indonesia) id_ID

English (South Africa) en_ZA Danish (Denmark) da_DK Italian (Italy) it_IT
Dutch (Belgium) nl_BE Italian (Switzerland) it_CH
Dutch (Netherlands) nl_NL Japanese (Japan) ja_JP
English (Australia) en_AU Korean (North Korea) ko_KP
English (Canada) en_CA Korean (South Korea) ko_KR
English (India) en_IN Norwegian (Norway) no_NO
English (Ireland) en_IE Polish (Poland) pl_PL
English (New Zealand) en_NZ Portuguese (Brazil) pt_BR
English (South Africa) en_ZA Romanian (Romania) ro_RO
English (United Kingdom) en_GB Russian (Russian Federation) ru_RU
English (United States) en_US Slovak (Slovakia) sk_SK
Finnish (Finland) fi_FI Spanish (Argentina) es_AR
French (Belgium) fr_BE Spanish (Bolivia) es_BO
French (Canada) fr_CA Spanish (Chile) es_CL
French (France) fr_FR Spanish (Colombia) es_CO
French (Luxembourg) fr_LU Spanish (Costa Rica) es_CR

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Section 6: Appendix

Locales for Supported Languages

Spanish (Dominican Republic) es_DO

Spanish (Ecuador) es_EC

Spanish (El Salvador) es_SV

Spanish (Guatemala) es_GT

Spanish (Honduras) es_HN

Spanish (Mexico) es_MX

Spanish (Nicaragua) es_NI

Spanish (Panama) es_PA

Spanish (Paraguay) es_PY

Spanish (Peru) es_PE

Spanish (Puerto Rico) es_PR

Spanish (Spain) es_ES

Spanish (Uruguay) es_UY

Spanish (Venezuela) es_VE

Swedish (Sweden) sv_SE

Turkish (Turkey) tr_TR

90 Shared: Employee Import Specification

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 Section 6: Appendix

Country Codes (as of March 2019)

Country ISO Code Country ISO Code

AFGHANISTAN AF BOTSWANA BW
ÅLAND ISLANDS AX BOUVET ISLAND BV
ALBANIA AL BRAZIL BR
ALGERIA DZ BRITISH INDIAN OCEAN TERRITORY IO
AMERICAN SAMOA AS BRUNEI DARUSSALAM BN
ANDORRA AD BULGARIA BG
ANGOLA AO BURKINA FASO BF
ANGUILLA AI BURUNDI BI
ANTARCTICA AQ CAMBODIA KH
ANTIGUA AND BARBUDA AG CAMEROON CM
ARGENTINA AR CANADA CA
ARMENIA AM CAPE VERDE CV
ARUBA AW CAYMAN ISLANDS KY
AUSTRALIA AU CENTRAL AFRICAN REPUBLIC CF
AUSTRIA AT CHAD TD
AZERBAIJAN AZ CHILE CL
BAHAMAS BS CHINA CN
BAHRAIN BH CHRISTMAS ISLAND CX
BANGLADESH BD COCOS (KEELING) ISLANDS CC
BARBADOS BB COLOMBIA CO
BELARUS BY COMOROS KM
BELGIUM BE CONGO, Democratic Republic of CD
BELIZE BZ CONGO, People's Republic of CG
BENIN BJ COOK ISLANDS CK
BERMUDA BM COSTA RICA CR
BHUTAN BT COTE D'IVOIRE CI
BOLIVIA BO CROATIA HR
BONAIRE, SAINT EUSTATIUS AND SABA BQ CUBA CU
BOSNIA AND HERZEGOVINA BA CURAÇAO CW

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Section 6: Appendix

Country ISO Code Country ISO Code

CYPRUS CY GRENADA GD
CZECH REPUBLIC CZ GUADELOUPE GP
DENMARK DK GUAM GU
DJIBOUTI DJ GUATEMALA GT
DOMINICA DM GUERNSEY GG
DOMINICAN REPUBLIC DO GUINEA GN
ECUADOR EC GUINEA-BISSAU GW
EGYPT EG GUYANA GY
EL SALVADOR SV HAITI HT
EQUATORIAL GUINEA GQ HEARD AND MC DONALD ISLANDS HM
ERITREA ER HONDURAS HN
ESTONIA EE HONG KONG HK
ETHIOPIA ET HUNGARY HU
FAEROE ISLANDS FO ICELAND IS
FALKLAND ISLANDS (MALVINAS) FK INDIA IN
FIJI FJ INDONESIA ID
FINLAND FI IRAN (ISLAMIC REPUBLIC OF) IR
FRANCE FR IRAQ IQ
FRENCH GUIANA GF IRELAND IE
FRENCH POLYNESIA PF ISLE OF MAN IM
FRENCH SOUTHERN TERRITORIES TF ISRAEL IL
GABON GA ITALY IT
GAMBIA GM JAMAICA JM
GEORGIA GE JAPAN JP
GERMANY DE JERSEY JE
GHANA GH JORDAN JO
GIBRALTAR GI KAZAKHSTAN KZ
GREECE GR KENYA KE
GREENLAND GL KIRIBATI KI

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 Section 6: Appendix

Country ISO Code Country ISO Code

KOREA, DEMOCRATIC PEOPLE'S REPUBLIC OF KP MONTENEGRO ME

KOREA, REPUBLIC OF KR MONTSERRAT MS
KUWAIT KW MONACO MC
KYRGYZSTAN KG MONGOLIA MN
LAO PEOPLE'S DEMOCRATIC REPUBLIC LA MOROCCO MA
LATVIA LV MOZAMBIQUE MZ
LEBANON LB MYANMAR MM
LESOTHO LS NAMIBIA NA
LIBERIA LR NAURU NR
LIBYA LY NEPAL NP
LIECHTENSTEIN LI NETHERLANDS NL
LITHUANIA LT NEW CALEDONIA NC
LUXEMBOURG LU NEW ZEALAND NZ
MACAO MO NICARAGUA NI
MACEDONIA, THE FORMER YUGOSLAV REPUBLIC OF MK NIGER NE
MADAGASCAR MG NIGERIA NG
MALAWI MW NIUE NU
MALAYSIA MY NORFOLK ISLAND NF
MALDIVES MV NORTHERN MARIANA ISLANDS MP
MALI ML NORWAY NO
MALTA MT OMAN OM
MARSHALL ISLANDS MH PAKISTAN PK
MARTINIQUE MQ PALAU PW
MAURITANIA MR PALESTINE PS
MAURITIUS MU PANAMA PA
MAYOTTE YT PAPUA NEW GUINEA PG
MEXICO MX PARAGUAY PY
MICRONESIA, FEDERATED STATES OF FM PERU PE
MOLDOVA, REPUBLIC OF MD PHILIPPINES PH

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Section 6: Appendix

Country ISO Code Country ISO Code

PITCAIRN PN SOUTH AFRICA ZA

POLAND PL SOUTH GEORGIA AND THE SOUTH SANDWICH ISLANDS GS
PORTUGAL PT SOUTH SUDAN SS
PUERTO RICO PR SPAIN ES
QATAR QA SRI LANKA LK
REUNION RE ST. PIERRE AND MIQUELON PM
ROMANIA RO SUDAN SD
RUSSIAN FEDERATION RU SURINAME SR
RWANDA RW SVALBARD AND JAN MAYEN ISLANDS SJ
SAINT BARTHÉLEMY BL SWAZILAND SZ
SAINT HELENA, ASCENSION AND TRISTAN DA CUNHA SH SWEDEN SE
SAINT KITTS AND NEVIS KN SWITZERLAND CH
SAINT LUCIA LC SYRIAN ARAB REPUBLIC SY
SAINT MARTIN MF TAIWAN TW
SAINT VINCENT AND THE GRENADINES VC TAJIKISTAN TJ
SAMOA WS TANZANIA, UNITED REPUBLIC OF TZ
SAN MARINO SM THAILAND TH
SAO TOME AND PRINCIPE ST TIMOR-LESTE TL
SAUDI ARABIA SA TOGO TG
SENEGAL SN TOKELAU TK
SERBIA RS TONGA TO
SEYCHELLES SC TRINIDAD AND TOBAGO TT
SIERRA LEONE SL TUNISIA TN
SINGAPORE SG TURKEY TR
SINT MAARTEN (DUTCH PART) SX TURKMENISTAN TM
SLOVAKIA (Slovak Republic) SK TURKS AND CAICOS ISLANDS TC
SLOVENIA SI TUVALU TV
SOLOMON ISLANDS SB UGANDA UG
SOMALIA SO UKRAINE UA

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 Section 6: Appendix

Country ISO Code

UNITED ARAB EMIRATES AE

UNITED KINGDOM GB
UNITED STATES US
UNITED STATES MINOR OUTLYING ISLANDS UM
URUGUAY UY
UZBEKISTAN UZ
VANUATU VU
VATICAN CITY STATE (HOLY SEE) VA
VENEZUELA VE
VIET NAM VN
VIRGIN ISLANDS (BRITISH) VG
VIRGIN ISLANDS (U.S.) VI
WALLIS AND FUTUNA ISLANDS WF
WESTERN SAHARA EH
YEMEN YE
ZAMBIA ZM
ZIMBABWE ZW

Shared: Employee Import Specification

Last Revised: May 31, 2019
© 2004 – 2019 SAP Concur All rights reserved.