attended, NOT the whole agenda for expense reports

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2 Key Points 1. Remember to submit your travel request & wait for approval BEFORE booking your travel 2. Remember to add Ashlee Clark to the approval flow (Requests & Expense Reports) 3. We need an at-a-glance schedule from the conference you attended, NOT the whole agenda for expense reports 4. Remember to change the speed chart number if you are not traveling with your home dept. 5. You must import the travel expenses you booked within Concur 6. We do NOT need a travel request if you are not claiming reimbursement for travel expenses. To request permission to leave campus, fill out the paper travel request form.

3 #10:How to Fill out a Travel Request 0 Step 1: Go to and log in (the link is also on the HSS Travel Resource Page) 0 Step 2: Select Request, Then select New Request

4 0 Step 3: Complete your Request Header Request Name: Destination, Travel Dates Keep Request Policy the same! Example: Charleston, SC 8/4-9/13 * The Speed Chart will be your default speed chart. Change if you are traveling with a different department.

5 Step 4: Add Segments by selecting the icons (Airfare, Rental Car, Hotel, Dining, Miscellaneous*, & Pre-Paid Registration). Then Save. Pre-Paid Registration is where you provide information regarding registration- even if it has been paid through epro or P Card. You will not include these expenses on your report. *Mileage, Transportation, Parking, Internet, Baggage fees, etc.

6 Step 5: Please double check your allocations within the segments section. Also, if you are traveling with more than one speed chart you may split your allocation here.

7 You can allocate by Amount or Percentage To add a new Speed Chart, select Add New Allocation To change the Speed Chart, search by Department or Speed Chart number (Text or Code) Save Allocations

8 Step 6: Review your Approval Flow. If you have more than one Speed Chart number make sure that each Speed Chart s approver is in your approval flow. Step 7: Add Ashlee Clark to your approval flow by clicking the up arrow beside the Manager Approval line. Clark, Ashlee K, *Important- Add Ashlee Clark to your approval flow EACH time you submit Step 8: Type Clark, Ashlee in the User- Added Approver line.

9 Once you have added your approvers, click Save Workflow Click Submit Request once you have reviewed your Travel Request and are ready to submit Clark, Ashlee Your Travel Request should be fully approved BEFORE you begin booking your travel. You will need to pull in your Travel Request when you submit your Expense Report in Concur after you return from your trip.

10 When filling out your Report Header for your Travel Expense Report, click Add to add your fully approved Travel Request.

11 #9: Booking Travel 0 If you need to book a ticket for yourself & companion, want to book airfare with colleagues, have found a good deal outside of the system and want to see if Concur can match it (or do better), or just need information 0Call the Travel Agent from Travel Inc.!

12 Travel Agent Fees for Booking 0 Please note: You are automatically charged a travel agent fee when booking with Concur: 0 The fee to book online is $ The fee to book over the phone is $ If you edit your bookings (change flight time, etc.) you will be charged an additional fee 0 Booking all of your expenses together (airfare, rental car, and hotel)= 1 fee 0 If you book your expenses separately in Concur you will be charged multiple travel agent fees!

13 Book your Travel on the My Concur Page

14 Booking Hotel with Conference Rate 0 Finance and Accounting has OKAYED the booking of Conference Hotels outside of Concur. 0 However you CAN book the hotel in Concur if you wish: 0 On the last page before you confirm your reservation there is a section for Travel Agent Notes 0 Here you need to indicate the conference name, rate, and any additional information the travel agent will need to know 0 Then confirm your hotel reservation 0 You will receive an initial confirmation via 0 You will receive a second 0 Confirming the conference rate 0 A direct from the agent indicating that they couldn t get the conference rate- if this is the case cancel the reservation and book directly through the hotel or conference

15 #8: How to Add Per Diem 0 Once you have filled out your Report Header, Click Next. Savannah, GA 3/14-22/13

16 0 You will then be asked Will this Report include travel allowance expenses? Click Yes.

17 0 *If you did not click Yes to the Travel Allowance Question and you are already in your Expense Report, click Details and then New Itinerary

18 0 Make sure that you have the appropriate Selection: Multiple Day Per Diem or Single Day. YOUR PER DIEM WILL NOT CALCULATE PROPERLY IF THIS IS NOT CORRECT!

19 0 Type in all of the information on the left side: City you departed from, date, time, city you arrived in, date, and time. Then click Save. Multiple Day Per Diem

20 0 Now you see the first part of your itinerary Multiple Day Per Diem

21 0 Again, type in all of the information on the right side and click Save. 0 You now have your full itinerary (unless you travelled to multiple cities). If you travelled to multiple cities, please continue to fill out your itinerary. Multiple Day Per Diem

22 0 Click Expenses and Adjustments or Next twice Multiple Day Per Diem

23 0 Here you will see the per diem calculated.

24 0 Indicate which meals you DO NOT want to claim (see Breakfast, Lunch, and Dinner provided). The per diem amounts will automatically populate on the right side.

25 0 Next, click Create Expenses

26 0 Your Per Diem is now added to your Expense Report

27 #7 How to Import Expenses 0 Import ALL expenses related to your travel that you ve booked within Concur: 0 Travel Agent Fee, Rental Car, Hotel, and Airfare) 0 Once you are in your expense report (after you have completed the per diem section) the expenses that need to be imported will show up on the right 0 If you do not see expenses to be imported, please click the Import button 0 Check the box beside each expense that needs to be imported to your expense report 0 Select the Import button under Smart Expenses

28 You have Successfully Imported your Expenses! * You will need to indicate Employee as the traveller type for Airfare & Save (eliminating the red!)

29 #6 How to Itemize Hotel 0 Click New Expense and then Hotel 0 Fill out all of the appropriate lines for Hotel 0 Then click Itemize Expenses

30 0 The itemization tab will prompt you to fill in the travel dates, Room Rate, and any taxes you were charged 0 Additional Charges: Internet, Phone, Parking, Hotel Shuttle, etc. that you are claiming will also be itemized on this tab under Additional Charges 0 Then click Save Itemizations

31 0 If you get a red! there is something wrong with the expense line and needs to be adjusted in order to submit your report

32 0 If you did not book in Concur you will get an error asking you to explain why you did not book in the system- please type the explanation in the comments box and save (Ex: Conference Hotel) 0 If your hotel amount is off by a penny or if the room rate was different per night you may adjust one itemized line amount at a time to match the total of the hotel bill Make sure to save!!

33 #5: How to Allocate Expenses in Expense Report 0 Go to Details and then Allocations

34 0 You will see all of your expenses on the left side 0 Select the expenses you want to allocate or select all

35 0 Click Allocate Selected Expenses 0 The allocation will pull up on the right side

36 0 Click Add New Allocation to add a speed chart number 0 Then you may allocate by amount or percentage

37 0 Once you have added your allocation line you may type in the appropriate budget 0 You may search by Text (name of department) or Code (speed chart number)

38 0 Once you have added your allocations, Click Save.

39 Limiting Your Report to Certain Amount 0 If you are only eligible to receive reimbursement for a certain amount you have two options: 0 Only include the expenses you are eligible for 0 Check the personal expense box for the expenses that you are not eligible for reimbursement

40 #4: How to Attach Agenda Go to Receipts, then Attach Receipt Images

41 Click Browse and find the scanned copy of your agenda on your desktop

42 Click Upload

43 Your file is now Attached. Please select Close To view your receipts go to: Receipts, View Receipts in New Window.

44 If you have not added your personal car to your profile, please do so before requesting reimbursement for mileage. SETTING UP MILEAGE WITHIN YOUR PROFILE Go to Profile, Expense Settings, Personal Car You DO NOT have to put your VIN # or tag # Indicate Tier 1 as your Preferred Car and add another line for Tier 2. Then Save. *Tier 1:.56 per mile *Tier 2:.235 per mile

45 #3: Mileage Calculator Under All Expense Types select Personal Car Mileage

46 Fill out all of the required boxes. Then select Mileage Calculator. You may leave the location lines and distance box blank- The Mileage Calculator will fill that information in automatically

47 Type in the addresses of the locations you departed from and arrived to If you departed or arrived from home on weekdays (and did not go to work that day), please select the Deduct Commute box. Click Add Mileage to Expense You may select Make Round Trip and will not have to add another expense line for your return trip

48 After you have filled out the Mileage Calculator, your Distance and Amount is automatically filled in for you This is where you indicate your mileage rate- you must complete your profile to change from.56 to.235. Click Save

49 #2: How to Set up Approver Prompt & Government Rates within your Profile Approver Prompt Set up:

50 Government Rates Set up Log into Concur and select Profile, Personal Information Next, scroll down until you find Travel Preferences, then check the Government box Scroll down and Save.

51 #1: How to Add Ashlee Clark to Approval Flow Select Details, then Approval Flow

52 Click the Up Arrow beside Manager Approval

53 Type Clark, Ashlee K Clark, Ashlee K Save Workflow

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