Quick Reference Card Create and Edit a Blanket Travel Expense Report in Concur Travel and Expense
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1 Create and Edit a Blanket Travel Report in Concur Travel and Use this QRC when you are completing a Blanket travel expense report. Blanket travel is defined in ICA as same day trips. LOG IN TO CONCUR Go to the Employee Portal at Choose Travel System (Concur). Log in using Purdue career account login and password. Click Login. If you are booking on behalf of another traveler, click Yourself. Page 1
2 Create and Edit a Blanket Travel Report in Concur Travel and From the drop-down list, select the individual on whose behalf you are booking. CREATING THE EXPENSE REPORT Select the tab. Click New Report. Complete all required fields on the Report Header (all required fields are noted with a heavy red bar). Page 2
3 Create and Edit a Blanket Travel Report in Concur Travel and Report Name Report Date Policy Purpose of Travel Travel Start Date Travel End Date Traveler Type Travel Type Type a name. Use the naming convention supplied by business office (40 characters max). The naming convention for Intercollegiate Athletics is: ICA-LastName-City,State-1 st Date of Travel Example: ICA-Burke-Chicago,IL-8/5/2013 Automatically set to current date. Defaults to US Policy. Select best option from drop-down menu. Some selections (research related activities) require an explaination in the Comment section. Type date or choose the date from the calendar. Type date or choose the date from the calendar. Select Employee (EMP). Select In State or Out of State. Page 3
4 Create and Edit a Blanket Travel Report in Concur Travel and Account Assignment is a required field. Click in the Account Assignment text box. The CODE radio button is selected by default. Type an asterisk (*), followed by the account number. Or Search by TEXT: Change the radio button to TEXT and type an asterisk (*) followed by the account name. Note: Use the primary and most restrictive account assignment. If all accounts are equally restrictive, list the account that is paying for the majority of the cost. Additional cost assignments will be allocated within itemized expenses. Choose the correct fund/cost center combination from list generated by Concur. Tips: Use as many digits of the account assignment as possible. Use scroll bar at bottom of window to see account assignment name. Refer to the business office with questions about account assignments. Select Next >>. Page 4
5 Create and Edit a Blanket Travel Report in Concur Travel and TRAVEL ALLOWANCE Click Cancel. Concur provides three steps to follow to calculate per diem, based on business location. ICA uses a flat $46.00 per diem rate. SMART EXPENSES Smart s (charges made to the Visa Travel Card) are automatically imported. To associate a Smart with the expense report, click the item and drag and drop to s on the left side of the screen. Page 5
6 Create and Edit a Blanket Travel Report in Concur Travel and Click OK. Items that are missing information or that require additional information will be marked with a red exception icon. Click the icon to view what additional information is needed. Once an expense is selected, complete all required information that is marked with a red bar. Click Save. NEW EXPENSES For charges made outside the system or not using the Visa Travel Card, click New. Page 6
7 Create and Edit a Blanket Travel Report in Concur Travel and Select Type. Complete required fields. Click Save. Follow the Attach Receipts section in the QRC to attach required receipts to expenses, when required. Provide comments in the comment box, if further explanation of expense type is needed. Page 7
8 Create and Edit a Blanket Travel Report in Concur Travel and PERSONAL CAR MILEAGE Select Personal Car Mileage under New. Type Transaction Date, Purpose of Travel, From and To Location. Select appropriate Rate. IRS Federal is default. If other rates are applied in your area, they should be listed in the drop-down selection. Contact your business office or purduetravel@purdue.edu to add other rates. Click Mileage Calculator. Page 8
9 Create and Edit a Blanket Travel Report in Concur Travel and Type addresses for A, B and/or C Waypoints. Select Make Round Trip, if applicable. Choose Suggested Route under Directions. Click Add Mileage to. Click Save. **If the traveler drove to several locations, s/he may have more than one Personal Car Mileage. Create mileage for all stops to ensure the most accurate mileage reimbursement. ** Page 9
10 Create and Edit a Blanket Travel Report in Concur Travel and ICA Per Diem If in travel status for over 12 hours, Click Fixed Meal, from Type list, for single day per diem. Type or select Transaction Date. Type per diem in Amount. Per Diem Key First and last day of travel per diem is 75% of $46.00 = $34.50 $46.00 per diem rate = o $7.00 breakfast o $11.00 lunch o $23.00 dinner Click Save. Page 10
11 Create and Edit a Blanket Travel Report in Concur Travel and Personal s Any expense charged to the Visa Travel Card that was incurred as a personal expense, must be identified as such. In details, click Personal (do not reimburse) check box to mark charge as personal. This reduces the reimbursement amount to employee by the total amount of personal expenses. NOTE: Meal expenses must be marked as personal. Purdue University pays per diem and does not reimburse individual meal expenses. ATTACH RECEIPTS Receipts are required for all expenses totaling $75.00 or more, and all lodging expenses. Click expense to view details and click Attach Receipt. Page 11
12 Create and Edit a Blanket Travel Report in Concur Travel and Browse to find your receipt or attach an image from the Receipt Store. Click Attach. ALLOCATIONS s must be allocated prior to submitting the expense report. All funding sources must be listed in the allocations screen. If different sources for funding are being used for each expense, allocate each expense individually. Select expense and click Allocate. Page 12
13 Create and Edit a Blanket Travel Report in Concur Travel and If all expenses are being allocated uniformly, click check box at the top of s list to select all of the s on the Report. Select Allocate in the right hand box. Allocate by Percentage or Dollar Amount and enter appropriate account assignments for each allocation. Click Save. Page 13
14 Create and Edit a Blanket Travel Report in Concur Travel and When allocations are complete, click Ok, and then Done. When allocating by an amount, Concur translates the amount into a percentage (after the allocation has been saved). To review the allocations by dollar amount, click the Summary button located within the Allocation for Request. Page 14
15 Create and Edit a Blanket Travel Report in Concur Travel and SUBMIT EXPENSE REPORT Review report to ensure that all exceptions have been cleared and that all expenses have been accounted for in the detail. To review or make changes to the header, click Details and select Report Header. In the event the itinerary was missed and no travel allowance was generated, click Details and select New Itinerary. If you are completing the expense report for yourself, click Submit Report. If you are completing the expense report on behalf of someone else, click Notify Employee. NOTE: The traveler must submit his/her own Report. Page 15
16 Create and Edit a Blanket Travel Report in Concur Travel and Report Totals are listed and can be reviewed. Approvals Traveler receives notification from Concur once expense report is approved by fiscal approver. Page 16
17 Create and Edit a Blanket Travel Report in Concur Travel and Traveler receives notification from Concur once expense report is approved by the central travel office approver. Traveler receives notification from Concur once expense report is extracted from Concur and sent to SAP for any reimbursement amount due to traveler. Page 17
18 Create and Edit a Blanket Travel Report in Concur Travel and Page 18
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