Concur FAQ (Frequently Asked Questions)

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1 Concur Basics What is my login name? Your employee number (found on your paystub). What if I forget my password? Click the Forgot Password on the Concur page. You will be prompted to create a new password. What should I do if my Approver in Concur is wrong? Inform BEST and they will change it in Concur. This change is temporary and you must submit your expenses THAT DAY, as Concur is updated nightly from SAP and any manual change made by BEST will be overwritten that night. Work with HR to get your Approver updated in SAP. Once that happens, your Approver should be correct in Concur. Will all my airfare now be changed to my Card? Yes, with the exception of Rig Managers and crews. It s therefore important to make sure you have a high enough credit limit to pay for that. Cardholder Expenses Is the exchange rate calculation based on the transaction date or the date the report is submitted? If the transaction came into Concur from the credit card feed, it will be the transaction date. If this is an out-of-pocket transaction, select the exchange rate on the date you spent the money. Can expenses be coded to another cost center? If you purchased something for another cost center (such as Safety Department) use the allocation function to charge it to that cost center. Can expenses be cross-company coded? In very few instances, expenses may need to be charged to another PD company. Using the Allocation function, you can allocate these expenses to another company in the same country either by percentage or dollar amounts. If you need to charge a company in another country, use the X-Border expense type, and enter the company name / cost centre in the Comments section. A/P will process. What if the location I m trying to find for an expense is not coming up? Because this field is used for tax calculations, select the next closest city in the same State or Province. If it is a location that is used regularly, inform BEST and they will add it to the available options. Can I split an expense transaction and allocate part of it as a personal expense? Yes. Use the Itemize function in Concur. Will the system know if a Work Order is closed? No. It is up to you to provide valid work order information. If an expense is submitted against a closed Work Order, AP will follow up to determine the correct number or contact you to advise. Can all expenses on a report be assigned to a single Work Order? Yes. You can assign all transactions at the same time to a single Work Order by entering the work order number in your Expense Report header. What should I do if the system won t let me submit my report? The most likely reason you can t submit your report is that it contains an error. The system will tell you what needs to be corrected before the expense report can be submitted. Make the required corrections and try submitting again. If you continue to have problems, contact your Super User or the Business Expense Services Team (BEST).

2 What should I do if I have an out-of-pocket expense that is older than 45 days? Submit the expense as soon as possible. Be aware that there s a possibility the expense may not be approved by your Manager due to the delay, and you might not be reimbursed. How do I charge an expense to a customer? Create an expense using Third Party Expense as the expense type. Enter the customer s name and details, and AP will charge that expense to the customer. What should I do if the information imported from the card transaction is incorrect (e.g. wrong city)? Change the entry in the applicable field to show the correct information. Out-of-pocket Expenses Can expenses be coded to another cost center? If you purchased something for another cost center (such as Safety Department) use the allocation function to charge it to that cost center. Can expenses be cross-company coded? In very few instances, expenses may need to be charged to another PD company. Using the Allocation function, you can allocate these expenses to another company in the same country either by percentage or dollar amounts. If you need to charge a company in another country, use the X-Border expense type, and enter the company name / cost centre in the Comments section. A/P will process. What if the location I m trying to find for an expense is not coming up? Because this field is used for tax calculations, select the next closest city in the same State or Province. If it is a location that is used regularly, inform BEST and they will add it to the available options. Can I split an expense transaction and allocate part of it as a personal expense? Yes. Use the Itemize function in Concur. What should I do if the system won t let me submit my report? The most likely reason you can t submit your report is that it contains an error. The system will tell you what needs to be corrected before the expense report can be submitted. Make the required corrections and try submitting again. If you continue to have problems, contact your Super User or the Business Expense Services Team (BEST). What should I do if I have an out-of-pocket expense that is older than 45 days? Submit the expense as soon as possible. Be aware that there s a possibility the expense may not be approved by your Manager due to the delay, and you might not be reimbursed. How do I charge an expense to a customer? Create an expense using Third Party Expense as the expense type. Enter the customer s name and details, and AP will charge that expense to the customer. What should I do if the information imported from the card transaction is incorrect (e.g. wrong city)? Change the entry in the applicable field to show the correct information. How should I claim items purchased using cash at entertainment events where no receipts are issued? Ensure your Approving Manager is aware that you will be using cash and provide as much detail as possible when claiming the out-of-pocket expense. As with any out-ofpocket transaction without a receipt, it is up to the discretion of your Approving Manager whether you will be reimbursed. It is expected these types of transactions will be minimal. Do I need to submit a separate report for mileage? No. If you are claiming mileage, include as part of your monthly expense report submission.

3 Approving Expenses How can I see all the attendees that were entertained when approving an expense report? There is no summary view for Approvers, however if you hover over the attendee icon, a pop-up window will show all attendees for that expense. This eliminates the need to click on each expense line and scroll down to the attendee list. Can a summary of an expense report with all key details be printed? Yes. From within an Expense Report, click the Print/ button and select Precision Drilling Detail Report from the drop-down menu. This will create a detailed summary report that can be viewed, ed or printed. Is there anything on the main Concur home page that will prompt a delegated Approver to login and check for expenses that are ready for approval? No. However, you can set up the Delegate role to receive s when expense reports are ready for approval. It is best to routinely check the Approval Queue of the profiles for which you are a Delegate. Receipt Management Is a receipt always required? What if employees do not have an original receipt? Per Precision s Expense policy, all expenses except mileage and toll fees require a receipt. If a receipt is missing, note that within the Comment section for that transaction and check the box Receipt Missing. It is up to your Approving Manager whether an expense without a receipt will be paid. How long do I need to keep my original receipts? Original receipts should be retained for a minimum of 3 months following submission of your monthly report. It is your responsibility to ensure all receipts, not just credit card stubs, are attached and that they are legible for audit purposes. Can I register the same address for multiple accounts if I am a delegate and need to up- load receipt images? No. Each address needs to be tied to one account only so Concur knows which Receipt Store to use. If you have the same address in two accounts the system will not know where to send your receipt images. The best option is to upload images to your local hard drive (into folders for each person you are a delegate for) and attach them to the expense report or upload them into their Receipt Store from there. Do I attach receipts by line item or all at once to the full report? Concur has been set up to allow you to attach receipts individually to each expense item, or scan or photograph them together on a single page and attach that image to the report. For ease of reviewing / approving we recommend they be attached to each expense item. How should I claim items purchased using cash at entertainment events where no receipts are issued? Ensure your Approving Manager is aware that you will be using cash and provide as much detail as possible when claiming the out-of-pocket expense. As with any out-ofpocket transaction without a receipt, it is up to the discretion of your Approving Manager whether you will be reimbursed. It is expected these types of transactions will be minimal. Can I text a photo image to the Receipt Store in Concur? No. The Receipt Store is set up to receive images from registered addresses only. However, you can text an image to your own address, save it to your hard drive, and attach that image from your hard drive. Can receipts be attached to previously submitted and approved expense reports? Receipts can be attached at any time, but the expense cannot be resubmitted if it has already been approved.

4 Delegation Is there a limit on how many people one person can be a delegate for? No. Is there a limit to how many Delegates I can assign? You can assign Reporting Delegation to two people only. Other roles, such as Expense Creation or Approval, can be assigned to as many Delegates as necessary. Can I delegate someone to prepare my expense report, and then leave it to me to submit? Yes. Can I set the approval delegation a few days in advance and set it to expire automatically? Yes. Delegation to Approvers requires a beginning and end date and can be set up as far in advance as you wish, and will automatically expire after the end date entered. What will happen if I go on vacation and forget to assign a delegate to do my expense report? You may call or the Business Expense Service Team (BEST), who have access to log into your profile and can set up a delegate on your behalf. If an Approver has set up a delegate, will notices automatically go to that delegate? No. Expense reports will automatically be copied to Approver Delegates based on dates and allowances set within the system, but they will not receive an informing them that a report is awaiting their approval. Can an Approver delegate approval to any management level? No. An Approver can only delegate to someone with the same or higher approval limit. Generally, the delegate should be another Approver within the same cost centre. As an Approver, how do I request additional information from an employee when reviewing an expense report? If more information is required, click the Send Back to Employee button and enter questions or comments. The employee will correct the expense report, then resubmit it for approval. Do I need to submit a separate report for mileage? No. If you are claiming mileage, include as part of your monthly expense report submission. Card Management How can a Cardholder s credit limit be increased? Use the form at the top of the training page under the Card Services tab to submit a request to the Business Expense Service Team (BEST). The credit limit will be increased once approval per CP2 policy is received. If the request is urgent, BEST directly. Is a Cardholder s credit limit linked to their approval limit? No. These are separate limits and one does not affect the other. Credit limits determine the amount available to spend on a corporate card each statement period, while approval limits are the maximum amount that can be approved by the Approver as per CP2 Policy. What is the card limit for Rig Managers? Currently, most Rig Managers have a $2,000 credit limit per statement period. Is cancelling a corporate card part of the HR off-boarding process? No, although as part of the off-boarding process, HR will ask for the card to be returned. The card won t be cancelled until BEST is made aware of the termination by the Super User, HR or SAP. Can the process be streamlined so a manager only needs to remember to inform one person/ dept. that someone has quit? In most situations, notification of an employee s

5 change in role or status need only be sent to HR. If you believe that Precision is at risk (e.g. employee did not return credit card) let BEST know as soon as possible and the card will be cancelled immediately. Policies & Procedures Can an employee opt out of using a corporate credit card to continue earning points/rewards on their own credit card? No. This is not an option. All expenses will be monitored to ensure the Precision s Corporate Card is being used wherever possible. Are cardholders required to submit a monthly expense report? Absolutely all cardholders with transactions on their credit card statement are required to submit expenses once a month by the due date, and match the credit card statement for that month. This report should also include out-of-pocket expenditures and mileage claims. Are the report submission and approval dates flexible? No. The submission dates are consistent for everyone within Precision. All employees are expected to meet the submission and approval deadlines. What scenarios would cause a card to be suspended? If a Cardholder has not submitted their credit card expenses for 2 months, their credit may be reduced to $1. If a card has been suspended, you will not be reimbursed for out-of-pocket expenses until the issue has been resolved. As it is against policy for employees to use their corporate card for personal expenses, why does the system allow flagging an expense for payroll deduction? While it is against policy to use a corporate card for personal expense, certain vendors such as hotels will not bill separately for personal charges (e.g., laundry). The system allows for these types of expenses to be marked as personal for payroll deduction. Can I make a payment on my credit card at a bank for personal expenses? No. All personal expenses are payroll deducted.