Setting up your Profile and Expense Reporting (Employee)

Transcription

1 Setting up your Profile and Expense Reporting (Employee)

2 Concur 101 There are 3 types of expense reports that you will be preparing and submitting in Concur: Project Marketing Overhead Concur calls these expense categories. You will need to create separate reports for each. There are two types of expenses that can hit your expense report: 1. Cash paid by you or personal credit card, 2. Expenses paid by the company-paid credit card, your Bank of America Visa. Except for mileage reimbursement, all expenses require receipts and will need to be attached to the expense report. In Concur, these are stored electronically (either by scanning and attaching receipts as a PDF or by fax). Original receipts are not needed; however, you should retain them until your report has been approved. Once a report is completed/submitted, it automatically goes to the Project Owner for approval with all back up. Once approved, your job is complete. If you are an approver, please see Approver Addendum

3 Your Home Page Login into Your login is your address (ex: Your one-time password is welcome

4 Setting up your profile First things first please set up your profile, change your password and register your car under Personal Car. This is needed for mileage reimbursement. This only takes a minute! To register your car 1. Under Personal Car, Click Register a New Car 2. For VIN, enter your name. Ex: Elisa Personal Car 3. Then click ES3 Standard Rate and OK Kia Trainers, you will use the Kia Rate

5 Expense Reports 101 Create an Expense Report Header List out cash (out-of-pocket) reimbursable expenses, if any List out ES3 Visa charges (for this you will be importing charges from your Bank of America VISA through Concur), if any Assign expense items (formerly known as account codes) to each expense, itemize/allocate charges, if necessary Attach receipts View attached receipts Submit report

6 Expense Reports Report Header To create an expense report, please click the Expense tab. You can view old /saved reports,as well as create new reports. Click New Expense Report. You can expense cash receipts as well as import charges from your Bank of America VISA (this is a sweet feature). Below is the Report Header. All fields that are marked red are required. The process is the same for all three expense categories. Job Number: select a job # that is being expensed. If you are expensing for more than one job # in the same expense category, you will be able to allocate your expenses to a different job # later in the report. *There are 3 types of expense reports: Project Marketing Overhead You must create a separate report for each report type. Click Next

7 Expense Report Cash Expenses When submitting cash expenses, click New Expense and enter each individual expense. Fill in all required fields (in red). Please also familiarize yourself with all the expense types. Example of Mileage Reimbursement expense You can enter the distance and it automatically calculates the amount. *No receipts required for mileage Click Save once you ve filled out the information. The expense will show up on the left side of your screen. Example of Supplies Expense Once all expenses are listed, you must attach your receipts (scan or fax them). You can scan all of them on one page if they fit. Then click Receipts and Attach Receipt Images. (We ll talk more about this feature later on.)

8 Expense Reports Co. Paid Credit Card Expenses To import charges from your BoA VISA, click Import, Credit Card Charges. Any charges will show up on the right side of the screen. You ll select the charges you want to expense and click Import. From there you ll click each expense and code them accordingly and attach receipts. 1. Click on Import, Credit Card Charges 3. Click on each expense and code them accordingly. Note the icons: VISA, Allocations, Comments, Itemization, Exceptions 2. Select the charges you would like to expense (you can select as many as you want.) Then click Import to expense these charges. Exceptions mean that you cannot submit the report until you fix the exception. To view, click on the red circle with the!. An example of an exception will state if an expense type is undefined, if a business purpose is not filled out, etc.

9 Allocating a Charge Fill out all required fields for the expense. If a single charge should be allocated between two job numbers, you can use the Allocate feature where you can allocate by amount or by percentage. Click Allocate at the bottom of the screen. Once you click Allocate button, this window pops up. Indicate the percentage or amount of the charge to each job #. Click Save, Done, Save. On to the next charge.

10 Itemizing a Charge Here is an example of an itemization on a hotel charge. You WILL have to, whether you itemize or not, list check in and out dates, # of nights and room rate per night, including taxes. It must add up to the total hotel charge. Once you ve selected the hotel charge, click the Itemizations button or tab Enter the night room rate Enter tax information and it will automatically calculate based on the # of nights Click on the expense type (ex: meals, internet) and enter in the amount. The total charge will have to be divided into the number of nights. Click Save. You ll be able to see the daily breakdown.

11 Meals If you charge a meal for yourself only, choose Meals & Per Diem and fill in all the required fields as you normally would. If you have one or more guests, you must list your attendees. Choose Business Meals (attendees), fill in required fields and select attendees of the meeting. Concur automatically distributes the amount to each attendee. If you are finished with your report, attach receipts, review them and click Submit. And voila, you are done with your expense report. If the Approver finds an error or does not approve, they will kick the report back to you to correct.

12 Attaching Receipts *Be sure to scan/fax your receipts before continuing on to this feature. Click Receipts, Attach Receipt Images. This window will pop up. Click Browse, attach the PDF or JPG of your receipts, then click Attach. If you click Submit Report without attaching receipts, this message will pop up to remind you that you need to attach receipts in order to submit. Once you are done, click View Receipts to ensure you have the correct attachments. You can submit your report and it will go to the Project Owner, where they will review your expense report and your receipts and approve online! No Paper!!

13 Another way to attach receipts is to fax them. Attaching Receipts Go to Print, ES3 Fax Receipt Cover Page to print your cover sheet. Here is an example of the fax cover sheet.if you scroll down it lists the instructions for faxing your documents. Once faxed, click on Receipts, View Receipts to ensure your attachment is correct. You are done and can click Submit Report.

14 FAQs Q. What if I want to expense receipts for a job number other than the one listed in the job header? A. You CAN do this. Simply click Allocate and place the entire amount or 100% of that receipt to the other job #. (We ll go through this later.) Q. What if I want to include overhead expenses? A. You CANNOT include overhead expenses on a report that is project related. You have to create separate reports for all 3 expense categories (Project/Marketing/Overhead) Q. What would need to be itemized? A. Hotel parking, room service, or internet charges that are listed on your hotel guest folio. Check with the Project Owner to determine if you need to itemize Q. I can t find Mileage Reimbursement as an expense item where is it? A. You need to register your car in order to expense mileage. Once you do this, it will appear as an expense item. Q. What do those ICONs mean? A. VISA an imported charge from your Bank of America Visa. Allocation Wheel expense was allocated to more than one job number,. Attendees you ve listed out your attendees for business meal Comments any comments that you may have made on an expense Red Circle (with!) the charge has an exception and is missing information. Any exceptions must be correct before you submit a report.