CREATING AN EXPENSE REPORT IN CONCUR FOR P-CARD HOLDERS


Contents

DOS AND DON’TS…………………………………………………………………………………………………………………………………….3

SECTION I: LOGGING IN

SECTION II: CREATING AN EXPENSE REPORT FOR P-CARD HOLDERS

SECTION III: ATTACHING RECEIPTS & ADDING PER DIEM

SECTION IV: USING CONCUR ON YOUR MOBILE DEVICE

SECTION IV: TRAINING SUPPORT

DOS AND DON’TS AT A GLANCE

DOS

  1. Turn in your expense report on time (Between the 15th-20th of every month)
  2. Always book Travel through Concur
  3. Use the mileage calculator when submitting for “Personal Car Mileage”
  4. Submit for Per Diem/Fixed Meals when you travel
  5. All “Out of Pocket” Expenses must have a receipt to be paid out.
  6. Provide itemized receipts for all fuel and meal expenses regardless of the amount of the expense.
  7. Contact Jerome for Permit purchases exceeding $5K
  8. Ask questions

DON’TS

  1. Use your Pcard for individual meals when traveling. (Pcard is for business meals w/an employee-customer only)
  2. Use your Pcard for Materials (Emergencies Only)

NEVER-EVERS

  1. Use your Pcard for 3rd Party Invoices/Expenses
  2. Use your Pcard for donations/charity
  3. Use your Pcard for Personal Expense

CREATING AN EXPENSE REPORT IN CONCUR

SECTION I: LOGGING IN

  1. Log into Concur via OKTA.

  1. Below is a sample view of the homepage, here you will be able to see an overview of your upcoming trips, expense reports, recent charges , and on the left side is a quick link to book travel.

SECTION II: CREATING AN EXPENSE REPORT FOR P-CARD HOLDERS

P-card holders should only submit one report a month. They will receive a monthly reminder through a companywide email when they are due. All reports for P-card Holders have a deadline date to be submitted and approved by the 20th of the month.

  1. From the My Concur homepage go to the Expense tab & select Create New Report.

  1. Report Name: Expense report month and year. Click Next at the bottom of the screen.
  1. Note the column Available Expenses. To move P-card charges into the recently created report, check the box next to the P-card charge you wish to import into the new report, then click the Move dropdown tab, and select To Current Report.

NOTE: Check the box next to “Expense Detail” to add all expenses.

  1. The P-card charge has now been moved into the report March 2015. You will see the Exceptions section at the top, this is where expenses that have been flagged appear, outlining the error and action required to clear the exception.

CATEGORIZE AND ALLOCATE AN EXPENSE

  1. Check the box next to the expense. Anything with a re (!) needs information.
  1. Fill in the corresponding items from the required dropdown menu (denoted with a red line). If the charge is a meal, you must add attendees. You can do so by clicking the New Attendee button or use the search field to add the first or last name of frequently used attendee(s). In this example, we will add two new attendees to clear the exception.
  1. Click New Attendee. Fill out the required information and then repeat the process to add other attendee. Click Save when done.
  1. Click Save and then click Allocate.
  1. Within the Allocations screen, select the percentage you want to distribute to the expense, select the job and Department (if necessary). Click Save.

If you choose to divide the costs, the total allocation must equal 100%.

Majority of costs should be allocated to projects you previously budgeted for; if you receive a flag or exceptions, not allowing you to code to a particular project/department, contact the Asset Manager.

  1. A message will appear confirming your allocations have successfully been saved. Click OK.
  1. Click Done to exit the screen.
  1. Note the exceptions flag for allocation is now cleared.

You can also allocate several charges to the same Department/Division at one time; click the multiple boxes for the charges you want to assign. Select Allocate and enter the corresponding project or division.

SECTION III: ATTACHING RECEIPTS & ADDING PER DIEM

  1. There are two options to attach a receipt: browse receipts saved to your computer or choose a receipt previously stored in your image center (usually saved from the Concur App).

TIP: Take a photo with your iPhone and upload it to the Concur app; this ensures the photo has been saved and you can retrieve it later.

  1. Click the Receipts dropdown link and then choose Attach Receipt Images.
  1. Click Browse.
  1. Select the receipt you want to upload.
  1. Click Upload and then click Close.
  1. You can also attach receipts from your expense home page. Under Available Receipts, Click anywhere inside the Upload New Receipt box.
  1. Follow steps 3 through 5 to upload the receipt.

ADDING PER DIEM

  1. To add Per Diem, select Per Diem from the new expense tab. Fill in all of the required boxes (the nightly rate will automatically be assigned), allocate and save.
  1. To add charges synced with a P-card after a report has already been created, select View Transactions and select the box to select all(if they are within the expense date range outlined by AP; if not, select the box next to the corresponding charges). Select the report you just created and click Add Selected.
  1. Categorize and allocate the expense outlined in steps 5-12 in Section: II.

SECTION IV: USING CONCUR ON YOUR MOBILE DEVICE

  1. To use concur on your mobile device (iPad, IPhone.) click the link below for video tutorials and user guides:

The Concur Mobile App is a mobile companion to Travel & Expense- offering the flexibility to perform Concur tasks from a mobile device. While it compliments Concur’s end-to-end solution functionality, it does not contain full functionality as the Concur desktop application.

SECTION IV: TRAINING SUPPORT

For more information regarding the expense process using Concur, refer to the PM website. You can access the PM Website through the PDI OKTA home page or by clicking on this link:

REV. 04/07/15 CREATING AN EXPENSE REPORT IN CONCUR FOR P-CARD HOLDERS

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