Travel & Expense FAQ

When will my profile be active in Concur? 

• Concur receives updates from Workday throughout the week. When changes are finalized in Workday, they will flow to Concur on the next scheduled update. 

How do I log in to Concur? 

• Everyone’s username is their six-digit employee number @fivebelow 

• • If your employee number is 123456, then your username is 123456@fivebelow 

• • Don’t put .com on the end of your username or you won’t be able to log in. 

• If you have never logged in, or you forgot your password, enter your username, and then click Forgot Password. The reset will go to the email you have stored in your Concur profile: 

• • @fivebelow.com if you have a corporate email. 

• • Your personal email if you don’t have a corporate email. 

What about the Authenticator on Concur? 

• Desktop users – great news! You now have the option to receive an email link to log into Concur. 
• Mobile app users – this feature is not yet available on the mobile app. We will update you when this changes! 

 

How do I book travel? 

• All travel – including air, rail, car, and hotel – should be booked through Concur at Concur Solutions or on the SAP Concur mobile app. 

• Exception: if you are attending a conference and they have blocked rooms, the hotel may only have availability and pricing through the conference block. In this case, attendees may book directly with the hotel. 

How do I submit an expense report? 

• All expense reports should be submitted through Concur at Concur Solutions or on the SAP Concur mobile app.

Do I need a receipt? 

• Yes, every expense (except mileage on your personal car) requires a receipt and every receipt must be itemized to show detail.

Why won’t my expense report pass audit? 

• There are a variety of reasons that audit may return your report to you. A few of the most common reasons are: 

• • The date, amount, or other details you entered on the expense line do not match what is on the receipt. 

• • The receipt is missing required detail: 

• • • Date, vendor name, line and receipt total are all required fields, so please make sure you get an itemized receipt from the vendor. 

• • • If you do not have an itemized receipt, attach a Missing Receipt Declaration instead of your cc receipt. 

• • • Fuel on a rental car receipt – you must refuel your vehicle prior to returning it to the lot and submit the fuel receipt for reimbursement.

When will I be reimbursed? 

• Expenses are reimbursed on the bi-weekly pay schedule for all employees (see calendar of approval/reimbursement dates). 

• • • Reports must be approved by 6:30pm EST on the (bi-weekly) non-pay Wednesday to be included on the paycheck on the following Friday. 
    • If your report is not approved by the deadline, it will be included in the following reimbursement cycle.

How do I change or cancel my trip?

• To change/cancel a trip booked less than 48 hours earlier, log into Concur and make the necessary changes
• To change/cancel a trip booked more than 48 hours earlier, please email World Travel Inc. directly at [e-mail]

What if I find a better rate outside of Concur?

• Sometimes you may find what seems like a better rate outside of Concur. Be cautious, as often there are unseen fees that make what seems like a better rate, a not-so-great deal by the time the booking is finalized. Not only that, but we also lose the ability to negotiate better rates and report on our T&E spend.
• If you find a better rate outside of Concur, please do the following:
  • 1. Take a screenshot of the reservation/rates inside Concur – make sure your screenshot includes the URL (top of the page) and timestamp (bottom of the page).
    2. Take a screenshot of the same reservation/rates outside of Concur – again, your screenshot should include the URL (top of the page) and timestamp (bottom of the page).
    3. Attach both screenshots to a Five Below (zendesk.com) ticket so that we can send to World Travel for review.
    4. Book your travel inside Concur.
• *If you have Executive Elite Enterprise status, you may not be able to see the same availability in Concur that you can see directly on the Enterprise/National app/site. If that is the case, please book directly with Enterprise/National. Please always check Concur first for availability.

If you still have questions, please consult the T&E documents on Zipline or Five Together, reach out to your manager, or open a ticket at Five Below (zendesk.com)

Safe Travels!!