ACICS Expense Reimbursement Submission – Using Concur

LOGIN

From our website, click the LOGIN button at the top of the screen

Click YES

Evaluators, use your username and password sent via email or created when you registered to become an evaluator.

Click on Link to Concur

New Expense Report

To begin a new expense report you can CLICK on Expense tab, then New Expense Report

Or

CLICK on NEW EXPENSE REPORT

NOTE: The fields with a red left-margin outline, are required.

REPORT NAME

ACICS suggests you populate this field with the an abbreviated name of the institution visited + the city + state

Example: SBC, St Peters, MO

POLICY

Keep at default

REPORT DATE: Keep at default

BUSINESS PURPOSE: ACICS suggests “Evaluator travel” or a similar comment.

PROJECT ID: Select the ID for the visit expenses being submitted. The ID is comprised of:

  • User ACICS account ID
  • ACICS visit ID
  • ACICS member institution ID (the institution being visited)
  • Cycle
  • Visit days (Month + day)

NOTE: Some staff may add additional information in this field, but the elements above are standard.

SCHOOL ID – ACTIVITY: Once the Project ID is selected, the School ID and Activity should auto populate. If they don’t, there will be only one choice to select in the drop down box.

TASK: Select either CHAIR or NON-CHAIR

COMMENT: This is not a required field. User has the ability to type any comment they may need to identify this expense report.

Features

Concur is a standard industry tool used for expense reporting. As such, there are features that we are not incorporating in our policies and some that will greatly improve our expense reporting process.

TRAVEL

Concur has a “Travel” tab which allows users to book their travel as they would using similar tools such as Expedia.com or Orbitz.com.

Users will be charged a $6.00 booking agent fee for each use.

This charge will appear on the credit card used to purchase your tickets. In order to receive reimbursement for this expense, please remember to submit it either when submitting your airfare expense reimbursement or when submitting your additional visit expenses and include a copy of your statement or similar confirmation to substantiate the expense. In order to manage the number of expense checks per visit, PLEASE DO NOT submit a separate expense for the $6.00.

E-RECEIPTS

Although Concur has the functionality to accept e-receipts, ACICS travel reimbursement policy does not accept e-receipts as sufficient substantiation of expenses. Original receipts MUST be mailed to ACICS at 750 1st St NE, Suite 980 – Washington, DC 20002. The reimbursement procedure turn-around clock will begin once the receipts are received in office, not at the date of the online submission.

PROFILE

Concur allows users to setup their own profile. The profile information is most beneficial for those that use the TRAVEL component as users can enter in their flight seat preference, meal preference, frequent flyer numbers, etc.

IMPORTANT: Information from ACICS flows into Concur, however, no profile information entered into Concur flows into ACICS. Therefore if you enter a preferred mailing address or email addresses in Concur that are not the same as those entered in your ACICS account, they will not flow into ACICS and your reimbursement checks will be sent to the preferred mailing address you have on record in our database. Please make all address changes in your ACICS account record by logging on and going to MY ACCOUNT / MY ADDRESSES.

HONORARIUM

The honorarium choices in Concur are “Chair” or “Non-Chair”.

The Chair standard rate is $350 per visit day.

The Non-chair standard rate is $250 per visit day.

In order to submit honorarium on an expense report, the user must calculate the standard rate x the number of visit days and enter the total amount – the tool will not auto calculate.

NOTE: Effective September, 2009, ACICS does not pay an honorarium amount for additional reports. This may remain as a selection on the Concur screen temporarily, please ignore.

EXPENSE INFORMATION

As stated earlier in the instructions, any field that is outlined in red on the left side is a required field. Some of the key fields will be described below:

TRANSACTION DATE: The transaction date is the date on your receipt

VENDOR: ACICS requires the Vendor information. Most often you will find the vendor in the drop-down box selection items, if not, enter it for record keeping purposes.

PAYMENT TYPE: Accept the default of “Out of Pocket”

ALLOCATION

Users can use the ALLOCATE feature in Concur when traveling to more than one visit under one airflight. A user can allocate a single line item (airfare only), multiple line items (airfare & hotel), or the entire expense report.

When a user selects the ALLOCATE button, a separate screen will appear.

Enter in the allocation percentage (50% for 2 visits, 33% for 3 visits, etc.)

Select the Project Id for each visit.

ACICS accepts entire expense report allocations when the airfare and hotel are the same, regardless if the meal expenses are different.

SAVE

After entering an expense type, click SAVE and the expense type screen will appear. The items entered will appear on the far left side of your screen

SUBMIT REPORT

When complete, click Submit Report.

Tracking Reports & Additional Concur Instructions

Users have the ability to view any expense report submitted on their Concur home page under EXPENSE REPORTS.

Users have the ability to change the look of their home page and can move any panel on the page to fit their preference. For instructions on HOW TO change the look of your home page, review the concur tools found under COMPANY INFO panel.

Page 1 of 5Effective: September, 2009