Admin

During the 12 May release, some cookie-related process changes and links were introduced because of specific consent requirements in Europe.

There are two types of consent when allowing cookies to be saved on the user's computer. As described on the following pages, each country decides which option to use. The options are:

• Active consent: The user actively agrees to accept cookies. In this case, SAP Concur is required to obtain user consent before loading any cookies on a user's computer.

• Passive consent: The user does not prevent cookies.

IMPORTANT

This release note discusses consent for and modification of cookies. Note the following:

• TrustArc, a global privacy and data governance provider, monitors and manages the cookie-related processes for SAP Concur.

  Several consent options are described on the following pages.

  • Be aware the TrustArc provides all consent text and manages all translations of the consent text. Neither SAP Concur nor its customers can affect the text or translation in any way.

  • As described on the following pages, consent regulations differ by country. TrustArc determines the consent option that is appropriate for each user, based on each country's regulations. SAP Concur cannot affect that determination in any way nor does SAP Concur have a list of countries and their consent regulations.

  • Be aware that the "country" is defined as the one in which the user is physically located when they sign in to SAP Concur – not the user's home country as defined in their profile nor the user's company's location.

• In accordance with regulations, the consent and modification processes described here must be completed by individual SAP Concur users. There is no option for companies to make these choices for their users.

• Once a user has actively accepted cookies, they cannot modify their cookies options to stop accepting cookies except to remove all cookies and start over.

Business Purpose / Client Benefit: These changes keep SAP Concur in compliance with global privacy requirements.

As noted in the New Cookie Preferences Link in the SAP Concur Footer release note, cookie-related process changes were introduced because of specific consent regulations in Europe.

To ensure that SAP Concur properly responds to the regulations, SAP Concur has enlisted the assistance of TrustArc, a global privacy and data governance provider. Please ensure that your organisation's IT (or similar) department adds TrustArc.com to its whitelist, so TrustArc can properly monitor and manage these processes.

For customers who currently display the Privacy Agreement page to users, be aware that – with this release – SAP Concur will eliminate that page. That means the existing Privacy Agreement page will no longer display under any circumstances. With that, the options to customise the privacy agreement text and to apply policy (for example, to require that a user accept the privacy agreement) will be removed.

Also with this release, SAP Concur will provide a standard privacy statement, which can be accessed via a link in the page footer. The new SAP Concur Privacy Statement describes SAP Concur's responsibility as a "processor" of customer data.

Business Purpose / Client Benefit: The intent of the change is to ensure that all customers see the same unmodified SAP Concur Privacy Statement.

For the past few months, the release notes stated that – for the 12 May release – the existing Privacy Agreement page would be retired and the new Processor Privacy Statement link would become available in the lower-left corner of the SAP Concur footer.

Targeted for 25 May, the Processor Privacy Statement link will be available in the SAP Concur footer.

SAP Concur is updating our employee’s outgoing email to use sap.com instead of concur.com email addresses. This means clients will receive email communications from both domains. Clients may want to contact their IT department to add "sap.com" to their email whitelist.

Communications sent to SAP Concur using the concur.com email addresses will continue to be supported, including:

• plans@concur.com

• receipts@concur.com

and all other existing concur.com email addresses.

BACKGROUND

In January of this year, we shared with you our evolution to the SAP Concur logo and brand. As part of our evolution to the SAP Concur brand, and as we continue to leverage the assets available to us as members of the SAP family, you can expect to see email communication from Concur that may come from the @sap.com email domain, in addition to @concur.com. Rest assured, communication from either address will be from the same person, and you can engage with us via either address.

Business Purpose / Client Benefit: SAP Concur is moving to the SAP brand, which includes updating email communications to use email addresses on the sap.com domain.

Budget

Clients can view new budget functionality and enhancements in the new Budget Release Notes which are located on the same page as the other product release notes.

Business Purpose / Client Benefit: Standalone release notes provide greater visibility for Concur Budget.

Company Card

With this release, users of Yodlee are now able to work with transaction data from the Income and Transfer categories. Prior to this change, transactions falling into either of these categories were set as undefined and hidden by the system. With this change, these transactions are now correctly categorised for the client.

Please note that this feature enhancement will still filter out transactions categorised as payment or account settlement because they are not expense-claim related. As the integration is based on an individual registration, the end user would delete what is not eligible to expense claim reimbursement.

Business Purpose / Client Benefit: This enhancement extends the scope of what flows into Concur, allowing clients to process their card transactions by bringing support for the missing Income and Transfer categories to the Expense product.

Data Retention

SAP Concur has a new feature, Data Retention, that allows clients to control how long the Concur solution stores their data based on who, when and where criteria. A new shared role, Data Retention Administrator, has been created in the system and is required for accessing this feature.

The feature provides the following functionality:

• Allows a company to set a specific amount of calendar time after which data such as old user profiles, itineraries and expense claims will be removed.
• Provides strict access to policy configuration with an email notification.
• Includes the ability to place a hold on a specific user whose data will be excluded by this feature when it is necessary or desirable to retain older data.
• Includes the ability to remove the data of a specific user independent of the company-wide data retention configuration.
• Provides a high-level summary of events to monitor data retention activities.

Business Purpose / Client Benefit: This feature gives clients the ability to meet their specific compliance needs regarding data retention.

A 23-month filter will be included with the new Data Retention feature. The filter will impact the following areas:

This new feature will automatically filter older transactions. The 23-month time is not configurable. Clients who opt to enable the new Data Retention feature automatically turn on the 23-month filter.

Using View Transactions, statement periods older than 23 months will also be filtered out.

Business Purpose / Client Benefit: This filter will reduce the accumulation of unprocessed transactions over time and support the new Data Retention feature.

Expense Pay – Global

In-Product Messaging (IPM)

For the past few months, there have been release notes about users being able to opt out of in-product messaging (IPM).

Just to clarify:

Japan Public Transportation (JPT)

When Concur renders receipt images for Japan Public Transportation (JPT), they will no longer include IC Card numbers.

Business Purpose / Client Benefit: This change increases personal privacy for Concur users.

The Japan Public Transportation (JPT) database of stations and lines received routine maintenance changes such as additions, name changes and removals.

Business Purpose / Client Benefit: Lists in Expense continue to reflect JPT's current stations and lines.

Next Generation (NextGen) Expense

SAP Concur is dedicated to the consistent improvement of our products, not only the features they provide, but also the experience of using those features. How users interact with technology changes over time, along with needs and expectations. We are constantly listening to our customers and soliciting feedback on how we can improve the user experience.

NextGen Expense is the continued evolution of the SAP Concur user experience. It was built from extensive user research and data analytics that include 680 1:1 conversations, 58 usability studies, 3,000+ survey responses and 1.3B monthly user actions.

Over the next year, customers will have the ability to preview and then opt in to NextGen Expense (as described in detail on the following pages) before the mandatory cutover date.

Business Purpose / Client Benefit: The result is the next generation of the Expense user interface designed to provide a modern, consistent and streamlined user experience. This technology not only provides an enhanced UI, but also allows SAP Concur to react more quickly to customer requests to meet changing needs as they happen.

SAP Concur's Platform

The SAP Concur servers that support the SAP Concur Platform Callouts are scheduled for an upgrade. This maintenance includes the Production Proxy Migration (North America Data Centre only) and PWS Server Migration to VM (EMEA and North American Data Centres only). The PWS Server Migration to VM was completed on 2 May, 2018. The Production Proxy Migration began on 9 May, 2018, with one third of the traffic routed through the production proxy. The other two thirds of the traffic is estimated to migrate through the production proxy in the week of 14 May, 2018.

Admin

Admins can now pre-configure Expense Assistant options.

Expense Assistant can automatically create trip-based expense claims and add trip-based expenses to these expense claims. Currently, Expense Assistant automatically creates monthly expense claims as a client's expenses flow into Concur. This is known as creating a calendar-based expense claim.

With this enhancement, Expense Assistant can create either of two types of expense claims: calendar-based and trip-based. When Expense Assistant creates a trip-based expense claim, Expense Assistant will automatically create an expense claim based on a specific trip booked in Concur Travel, and will populate the expense claim with the client's expenses that occur between the trip's start and end dates.

Users using Expense Assistant will only be able to have Expense Assistant automatically create calendar-based or trip-based expense claims, not both types of expense claims.

The type of expense claims created by Expense Assistant will be defined at the group level.

Plain Text File Transfer Protocol (FTP)

SAP Concur announced the End of Support for plain text FTP to transfer data to and from SAP Concur.

Plain text FTP is not a secured protocol and has inherent security vulnerabilities. On 1 September, 2018, SAP Concur Operations will apply a security update to our File Transfer infrastructure, restricting the use of plain text FTP as a part of our ongoing commitment to securing our customers’ data and meeting the audited security requirements of the SAP Concur Trust Platform.

For more information, refer to the Plain Text FTP Retirement FAQ (English Only).

Client Notifications

The list of non-affiliated subprocessors is available here: SAP Concur Non-Affiliated Subprocessors (English only)

Monthly browser certifications, both current and planned, are available with the other SAP Concur monthly release notes, accessible from What's New - Professional Edition