Managing Non-Employee Settings (Sponsored User)

Objective

After completing this lesson, you will be able to manage Non-Employee Settings for Sponsored users in Company Administration for Concur Travel.

The Sponsored Guest Functionality

Sponsored Guest is a functionality that allows a temporary profile to be created in Concur Travel to book travel for non-employees. The Sponsored Guest feature gives customers more visibility and control for guest travel and expenses.

Sponsored Guest functionality is activated in Company Settings. After it’s activated, you can create profiles for sponsored guests in the User Administration. The sponsor can be any user who has been assigned the Sponsor permission.

Review the following graphic and corresponding table to learn more about each company setting as it pertains to sponsored users.

Screenshot of Company Settings related to sponsored users from top to bottom: Allow Sponsored Users, Allow sponsored guest users to add credit cards for travel booking, Allow sponsor to add new sponsored guest users, Allow sponsor to set/edit sponsorship termination date, Allow Sponsor to view sponsored guest profiles.
Company SettingDescription
Allow Sponsored UsersIf enabled, additional fields appear on the User Details page, Ghost Card Administration page, and Sponsor's profile page. These fields allow companies to collect additional information needed for managing non-employee users in Concur Travel.
Allow sponsored guest users to add credit cards for travel bookingIf enabled, the Add a Credit Card link will appear in the Credit Card section of the sponsored user's profile.
Allow sponsor to add new sponsored guest usersIf enabled, the Add a Sponsored User link will appear in the Sponsored Users section of the sponsor's profile.
Allow sponsor to set/edit sponsorship termination dateIf enabled, the sponsor's profile will display a selectable button that will allow the sponsor to add or change the Sponsorship Termination Date for their sponsored non-employees.
Allow Sponsor to view sponsored guest profilesIf enabled, the View Profile link will appear next to each sponsored guest in the Sponsored Guest Users section of the sponsor's profile.

How to Create a Sponsored Guest Profile

Review the following steps to learn how to create a Sponsored Guest profile from the User Administration area.

Steps

  1. On the User Administration page, select Add New User.

    The image is a screenshot of the User Administration page from the SAP Concur administration portal. At the top, there is an option to Add New User, highlighted in yellow. The page allows filtering users by manager, organizational unit, and location, with options to choose user status, enter search text, and select columns to display, such as login ID, manager, organizational unit, and job title. There is a search and reset button, an alphabetical row for browsing by last name, and a message in the Users section indicating users can be found by selecting a letter or searching for an employee.

  2. On the User Details page, enter the Non-Employee Settings. To learn more about the settings, review the labeled graphic and corresponding table.

    The image shows the User Administration page of Concur with two sections: General Settings and Non-Employee Settings. In General Settings, required fields are filled for the user Jessica Pearson, including CTE Login Name and email as Jessica.Pearson@nai.com, first and last name, and an Account Activation Date of 04/23/2025. The Password field is blank, and other fields include Verify Password, Middle Name, Preferred Name, Suffix, Account Termination Date, and Employee ID. In Non-Employee Settings, there are two yellow highlights: 1 by Non-Employee User Type, and 2 by Sponsorship Start Date/Sponsorship End Date. Other fields include Sponsor Name, a Message to Hotel Vendor box, Edit, Save, Cancel buttons, and a Make User an Employee button.
    SettingDescription / Action
    1: Non-Employee User TypeYou can select the following options for a Non-Employee User Type:
    • Contractor
    • Student/Intern
    • Candidate for Hire
    • Invitational Traveler
    • Dependent/Spouse
    • Board Member
    • Other
    2: Sponsorship DatesEnter the Sponsorship Start Date and Sponsorship End Date to determine the time period that this user is allowed to book travel.

  3. After completing the appropriate fields in the Non-Employee Settings, select Save.

    The image displays the User Administration page of Concur with two sections: General Settings and Non-Employee Settings. In General Settings, user information is filled for Jessica Pearson, including CTE Login Name and Email Address as Jessica.Pearson@nai.com, First Name Jessica, Last Name Pearson, and Account Activation Date set to 04/23/2025. Other fields for password, account termination date, employee ID, and preferred/middle name are present but mostly blank. In Non-Employee Settings, Non-Employee User Type is set to Contractor, Sponsor Name is Never, William, Sponsorship Start Date is 05/07/2025, and Sponsorship End Date is 08/21/2025. The Save button is highlighted. Options include Edit, Cancel, and Make User an Employee, plus a Message to Hotel Vendor field.

  4. Select Make User an Employee to make the sponsored guest a permanent employee (if applicable).

    This image shows the User Administration page of Concur with General Settings and Non-Employee Settings sections. In General Settings, user information for Jessica Pearson is entered: CTE Login Name and Email Address as Jessica.Pearson@nai.com, First Name Jessica, Last Name Pearson, and Account Activation Date of 04/23/2025. Password and account termination date fields are blank. In Non-Employee Settings, the user is set as a Contractor, with William Never as Sponsor Name, Sponsorship Start Date 05/07/2025, and End Date 08/21/2025. There is a Message to Hotel Vendor box. Make User an Employee is highlighted in blue and outlined in yellow, and there is an option to add another sponsorship.

Result

The activated sponsored guest is now an employee. The page then displays as depicted in the screenshot below.

The image shows Concur’s User Administration page with General Settings and Non-Employee Settings sections. Jessica Pearson’s info is entered, including CTE Login Name and Email Address (Jessica.Pearson@nai.com), First Name Jessica, Last Name Pearson, and Account Activation Date 04/23/2025. Password, Account Termination Date, and other fields are blank. In Non-Employee Settings, only a Message to Hotel Vendor box appears, along with an option to Add Another Sponsorship and a blue Make User an Employee button. No Non-Employee user type or sponsor details are listed.

If enabled in Company Settings, a user with the Sponsor permission assigned will have the following available in their User Profile:

  1. Add a Sponsored Guest User
  2. Terminate the Sponsorship
  3. View the Sponsored Guest User profile
  4. Manage a section for the Sponsored Guest User in the Add a Credit Card section
Screenshot of the Sponsored Guest User profile. The profile displays a list of sponsored users with the following options available: 1 Add a Sponsored Guest User, 2 Terminate Sponsorship, 3 View Profile.Screenshot of the Add a Credit Card section of the user profile highlighting the fourth option available to Allow this card to be used by Non-Employees for section. The section includes check-boxes for Plane Tickets, Rail Tickets, Car Rentals, and Hotel Reservations.

Note

When you access the Sponsored User profile in User Administration by selecting the Pen and Paper icon, you view the profile as a Sponsor User. This view displays all fields available for the Sponsored Guest Use.

For more information on the Sponsored Guest User Experience, please refer to the Unit Exploring the Legacy Concur Travel Profile in the Course Getting Started with Legacy Concur Travel for Business Users.

Considerations:

  • With Global view for the Sponsor User, the Sponsor User can assign any rule class to the Sponsored Guest User, both through Profile and User Admin (if the sponsor has the User Admin permission)
  • With Divisional view, the Sponsor User can select any rule class associated with the division/ configuration for the Sponsored Guest User
  • With No Data Visibility, the Sponsored Guest User will follow the sponsor's rule class; the Sponsor User does not have an option to select a rule class for the Sponsored Guest User

Sponsored Guest Import Template

You can also create and modify sponsored guest information with the user general information template, accessible in the Import Data feature. It is common practice to use this option when adding or updating multiple users in a site.

To learn more about the import template, review the following labeled graphic and corresponding table.

The image shows an Excel template used to create and update user records and profiles in SAP Concur Travel. The screenshot displays two sheets within the template. The main sheet marked with number 1 provides instructions for filling out the template, including details about required fields, field definitions, data formats, and examples for each column. It explains what each data field means, such as Login ID, last name, first name, password, employee ID, travel class, organization unit, cost center, email address, mobile number, and additional custom fields. The second sheet, marked with number 2, shown in a smaller window, is titled Sponsored Guest and contains the column headers for the user data input, including Login ID, Non-Employee User Type, Sponsor Login ID, Sponsorship Start Date, Sponsorship End Date, and Make Employee Flag. Admins use this template to gather and enter all necessary information to upload multiple user records efficiently into SAP Concur Travel.
Import TabDescription
1. InstructionsThe Instructions tab includes relevant information to populate each tab for import appropriately, such as specific formatting requirements where applicable and required fields. Fields that are bold are required; all other fields are optional.
2. Sponsored GuestEnter the import information on this tab. For details on each field, hover over the red triangle in the top right corner. To find the correct Non-Employee User Type code, use the Non-Employee User Type tab at the end of the template.

Note

To learn how to import the template, review the Importing Templates lesson under the Import Data unit.

Summary

  • Sponsored Guest enables temporary profiles for non-employees in Concur Travel
  • Activate the feature in Company Settings and assign Sponsor permission
  • Configure sponsor features: add sponsored users, set termination dates, view profiles, and allow sponsored users to add credit cards
  • Create a Sponsored Guest in User Administration: add new user, complete Non-Employee Settings and dates, save, optionally convert to employee
  • Data visibility controls rule class assignment: Global and Divisional allow selection; No Data Visibility defaults to sponsor’s rule class
  • Use the user general information import template (Sponsored Guest tab) in Import Data to add or update multiple records with required field guidance

Learning

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