CONCUR USER GUIDE (New Interface) Version: 5, July

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1 CONCUR USER GUIDE (New Interface) Version: 5, July

2 Contents Page # Step 1: Log On 3 Step 2: View Unassigned Company Card Transactions 4 Step 3: Creating a New Expense Report & Adding Transactions 5-8 Step 4: Changing Accounts (Allocations): OPERATING & PROJECT 8-10 Step 5: Print Expense Report 11 Step 6: Submit Your Expense Report Step 7: Approve an Expense Report Option 1: Itemize an expense Option 2: Changing your Approver, Preferences and Password 19 Option 3: Acting as an Expense Delegate 20 Concur Expense Action Buttons and Icons 21 2

3 Step 1: Log On 1. Access the Concur system by using the following Link; If you require assistance with Logging In, please contact the Concur/Credit Card Administrator on x1680 https://c concursolutions.com/ces00201achr/expense/?entity=p dsks 2. On the Log On page, type your user name in the Logon ID field. 3. Type your Password in the Password field. 4. Click the Log On button. The My Concur page will appear On The My Concur Homepage you will see the boxes: Active Work: Your current work in progress expense reports and previously approved expense reports Approval Queue: You will see this box if you are a manager who approves reports Available Company Card Transactions: Transactions which have not yet been assigned to a report and reconciled. 3

4 Step 2: View Unassigned Company Card Transactions 1. You can view company card transactions within the box Available Company Card Charges on the My Concur Homepage as soon as you login. 4

5 Step 3: Creating a New Expense Report & Adding Transactions 1. On your My Concur Homepage click on New Expense Report 2. The Create Report Header page appears, allowing you to enter information related to the expense report. *Report Name: Please include your name, the month and year e.g. MCotter July 2009 *Policy: If you are required to access both Operating and Project accounts, please select MQ Cross Charge Policy from the dropdown. If this is not required please leave as MQ Expense Policy. This cannot be changed once a report is created. Comments: This is optional. 5

6 3. When done, click Next in the bottom right hand corner 4. The Expense Center screen appears where you may now import unassigned transactions into the report. To do this click on the appropriate checkbox next to the transaction on the right. Then click Import. 5. The expense list screen will then open. Click on the transaction details on the left as marked in the below screen shot. Note: You may hide the exceptions located at the top of the expense list by clicking Hide Exceptions. This will maximize the screen for better viewing as above. 6

7 6. The Expense detail screen will open on the right hand side of the screen. *Expense Type: Select the Expense type by clicking on the dropdown. Scroll through the list and click on the appropriate expense type. *Business Purpose: This is a free text field. Type in a description of what the charge is relating too. Note that this is the Ledger Reference when uploaded to Finance One. *City (If Applicable): If the city does not register and a warning or flag is shown. Click on the City field and select the appropriate country from the dropdown. You may then enter the name of the city Concur will run a search and find the most appropriate match. Click on the location to update. *Receipt Status: Change the dropdown box to Tax Receipt: (If ABN number is present on receipt and within Australia), Receipt: (Overseas transactions or no ABN number) or No Receipt: (If receipt is misplaced). Note: A Tax Receipt must be provided for all Local Transactions and Receipts for any overseas transactions. *Allocations: If the charge is applicable to your default account which is listed under Activity or Sub Group then changes do not apply. Select Save, and repeat the process for other transactions where necessary. If you need to change the account refer to Step 4. 7

8 Step 4: Changing Accounts (Allocations) If you require the account to be changed, firstly, click on Allocate within the expense screen as shown below. The Allocations for Report screen will then pop up. NOTE: To change multiple transactions to the one account. Click all transactions on the left hand side under Expense List, and then click Allocate. This will take you into the Allocations for report screen where you complete as follows. 8

9 1. Firstly, click on the Ledger Type dropdown and select either Project Ledger or Operations Ledger. You may also select one of the most recently used accounts shown in this dropdown which will avoid further searching. If you have not selected MQ Cross Charge Policy from the Policy dropdown when you first raised the associated report then you will not be able to access both ledger types Operating account example: 8074/0001 (8 digits) Project Account Example: 10204/30 (7 digits) 2. Once you have nominated either Project or Operating in step 1, Click on the Discipline or Project dropdown. You can then enter the first 4 digits of an Operations account or the first 5 of a project account, the system will then search for the appropriate discipline or project number and provide the result at the bottom of the list. Click on the account number. 9

10 3. (1) Once the Discipline or Project field has been updated, you may now click on the Activity or Sub Group dropdown. Override the existing account name and type in the account that you wish to allocate to. Click on the account code at the bottom of the list and then select save. A message will be shown advising that this was successful, click ok, and then click Done. You have now allocated successfully and will see the pie graph symbol next to your transaction on the expense list. 10

11 Step 5: Print Expense Report The Print button can be located in the right hand corner as per the below. Click the dropdown and selected Macquarie University Receipt Report. The report will then be displayed in a pop up window select Print again in the top left corner. Step 6: Submit Your Expense Report or Resubmit a Report Sent Back by Your Approver To submit your expense report to your approving officer, select Submit Report in the top right hand corner. 11

12 Correct and Resubmit a Report Sent Back by Your Approver Your approver may send a report back to you to correct. 1. Under My Concur in the Active Work box, you will find a list of expense reports 2. A red circle will be present next to the report name and the associated comment will be listed under the status. 3. Click on the report name and make any necessary changes and resubmit by clicking Submit Report Step 7: Approve an Expense Report (Applicable to Supervisors) As an approver, you can: Approve an expense report as is ; Send an expense report back to the employee so the employee can edit the report. You will find the reports for approval under the Approval Queue box when you first Log In. Click on the appropriate report name as in the below screen shot. 12

13 On the next page you will be shown all the transactions on the report. Click Approve in the top right hand corner as below. If you require further information, you may select Send Back to Employee and insert a comment. 13

14 Option 1: Itemise an Expense NOTE: Itemization of a transaction is only necessary when you need to split the Tax amount in accordance with the Tax Invoice. This is applicable when the standard of 10% GST does not apply on receipts. This is also necessary for Entertainment Expenditure where the breakdown of number of Guests/staff is not split 50/50. For 10 or less Attendees 1. When you select as an expense type the Add attendee field will show. You can add all attendees through this function nominating if they are business guests or employees. The system will then calculate the portion charged to each attendee. Note that adding two entries for large groups (e.g. 35 Guests & 22 staff) will not calculate the proportion properly. Please refer to next section on navigation through the Add attendee function. 2. After adding all attendees, click Save. Ensure that the cardholder is also included in this list if attending the function. 3. Complete the remaining fields on the expense page as usual. For Attendees exceeding 10 If the number of attendees at a function exceeds more than 10 people, entering all the names of the attendees is not necessary within Concur. However, you will be required to itemise the expense in Concur and attach a listing of those present to the hard copy. In the following example, there are a total of 20 guests who attended a function. 3 of which are Staff and 17 are Business Guests. As the split between staff/guests is not a 50/50 split, you will need to itemize the transaction as follows. To calculate the cost for staff and attendees please complete this calculation first before entering into Concur; Work out cost per head: Total amount of transaction ($330) Total number of guests (20) = $16.50 per head Staff Portion: 3 staff cost per head ($16.50) = $49.50 Guest Portion: 17 guests cost per head ($16.50) = $

15 1. Select from the expense type field. Complete necessary details as usual 2. Scroll down within the Expense detail view on the right hand pane until you see the Add/Select Attendee box. You can either add a new attendee by clicking New Attendee or search for previously used guests within the Favorites box or click Search. 15

16 3. When adding a new attendee the following screen will appear. Complete the Attendee Type dropdown and select either Business Guest or Employee. Then fill in the name and other associated details and click save. Repeat this process for both Guest and Employee. 4. The entry will then appear as follows. 16

17 5. Click on the Itemize icon as shown 6. Select from the Expense Type Dropdown. 17

18 7. Fill in all fields in the expense screen as shown. 8. Scroll to the bottom of the Expense details on the right until the Attendee Box appears. Firstly add the no of staff. Once completed click Add another Itemisation. And repeat steps 1-8 for the guest portion. 18

19 9. Once the Guest portion has been completed, click on save. The amount remaining to itemize will now balance to zero as highlighted below. You will also see the itemization breakdown on the left of the screen under Expense List. You may now select the next expense to work on or return to the My Concur Homepage. Option 2: Changing Your Approver, Preferences, and Password My Info is comprised of several pages: Personal Information, Company Information, Contact Information, Expense Information, Expense Delegates, Expense Preferences, Expense Approvers, and Favourite Attendees. If you require any of this information to be updated please phone the Concur/Credit Card Administrator on

20 Option 3: Acting as an Expense Delegate Once you have been assigned as an Expense delegate, you can immediately begin working on behalf of the employee. 1. From the My Concur homepage, click the dropdown next to You are administering Expenses For: Click on the relevant employee. Concur will then redirect you to their account. You may navigate and submit expenses as usual. Note: to be set up as a delegate please contact the Concur/Credit Card Administrator on

21 Concur Expense Action Buttons and Icons Button/Icon Description Itemized expense: When clicked, displays the Itemization List. Attendees: When clicked, goes to the Edit Expense page, Attendees field. Refers to a credit card transaction. Scroll over the card to view details of the transaction Exception Warning: Warning exists although report may still be submitted. Exception Warning A mandatory field has not been completed Allocations The account has been changed for this expense. 21

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