Expense Tab. View Charges, Create an Expense Reimbursement Report, and Submit Report

Transcription

1 Expense Tab The Concur Expense Tab allows you to create expense reimbursements. You also have the ability to view charges, view reports, create expense reports, approve expense reports, view cash advances, and create a cash advance. Please remember that when working with the Concur Expense Tab you are working with two or three screens at once. View Charges, Create an Expense Reimbursement Report, and Submit Report Login to Concur. 1

2 Click on the Expense tab. The following screen will appear: 2

3 Click on View Charges and the following screen will appear: If you have any charges from the travel tab, you will be able to see them. Under Current Statement, you can search for the following options: 1. All Unused Charges 2. Current Statement 3. Previous Statements 4. Transaction Date 3

4 You can also attach charges to an expense report by clicking on the transaction. Click on the drop-down arrow under Add Charges To and you have the following options from which to choose from: 1. New Expense Report 2. Previously Created Note: If this is your first time using Concur, you will not have any expense reimbursements to add charges. All the expense reports reflected on the drop down box are expenses that were created in the past. 4

5 Click on Add Selected which allows you to add the information to a new expense report. The following screen will appear: Complete the following required fields: 1. Report Name 2. Report Date 3. Business Purpose 4. Type of Travel 5. Fund Type 6. Cost Center 7. Unique Fund 5

6 Under Type of Travel, click on the drop-down arrow and choose from the available options. 6

7 Under Fund Type, click on the drop-down arrow, and, if you have access to the restricted and unrestricted fund type, you will be able to see the following information: Under Cost Center, choose the appropriate department by clicking on the drop-down arrow. 7

8 Under Unique Fund, click on the drop-down arrow, and, if you have access to any unique fund account, you will be able to choose from the information reflected. After you complete all the required fields, click on Next. 8

9 The following screen will appear: If you have any meal expenses related to your travel, you need to create an itinerary. The itinerary will allow you to attach the meal expenses and allow rates that are based according to the city to which you are traveling. Note: If your expense reimbursement report does not have any food items, you do not need to create an itinerary. Please skip the itinerary process and go to add expenses or submit expense report. Click on Go to Standard Itinerary. 9

10 The following screen will appear: Please complete all of the following required fields: 1. Depart from (city) 2. Date 3. Time 4. Arrive in (city) 5. Date 6. Time 10

11 Under Depart from (city), type a few letters of the city s name and Concur will provide you with a list of cities from which to choose. Click on the city you desire and complete the next required field. Under Date, click on the calendar and choose the desired date or just type the information. Continue completing the required information. After you have finished entering the required fields, click Save. 11

12 You will see that all of the information you entered is now on the left hand side of the screen. You need to create another itinerary for the return flight. Please complete all of the required fields and click Save. After you complete the process, you will be able to view all of the data you entered on the left- hand side of the screen. 12

13 Click on the X to close the screen. The following screen will appear: 13

14 To create an expense on your expense reimbursements, please choose the expense type listed under New Expense. Click on your desired type of expense, for example: Lunch. 14

15 The following screen will appear: Please enter the following information: 1. Transaction Date 2. Business Purpose 3. Vendor Name 4. City 5. Payment Type 6. Amount 7. Personal Expense (do not reimburse) [only applicable when making personal purchase or if a family member travels with you during your conference, etc.] 8. Travel Allowance (You must select this transaction any time that you have meal or food and refreshment expense. This allows you to attach the information to the GSA amounts that inform you what quantity you will be reimbursed according to the city or county of each state.) Note: All the items marked with a red line are required fields. If you have any information missing, you will not be allowed to submit your expense reimbursement to be processed for payment. 15

16 After entering the information, click Save. You will see the expense line at the left of your expense screen. If you want to see the amount you are allowed to spend for reimbursement for the city from which you are entering expenses, click on Show reimbursable allowances for.. 16

17 The following screen will appear: For the example listed above, you can see the city of Orlando, Florida. You are allowed to spend $46.00 per day and the reimbursable amount reflected on the screen is in compliance with the reimbursement policy. If you need further information on the travel allowance amounts, you can find a spreadsheet with a list of cities by state on the Concur link under Procurement on inside.sbts.edu When you finish viewing the information, click Done. 17

18 Itemizing a Hotel Transaction When creating an expense line for a hotel charge on your expense reimbursement, click under Lodging, Hotel and Hotel Tax. 18

19 The following screen will appear: 19

20 Enter the following information: 1. Transaction Date 2. Business Purpose 3. Vendor Name 4. City 5. Amount Click on Itemize. 20

21 The following screen will appear: Enter the following information: 1. Check-in Date 2. Check-out Date 3. Number of Nights 4. Room Rate 5. Room Tax 6. Other Room Tax 1 7. Other Room Tax 2 Under Additional Charges (each night), you can enter any expense type such as: 1. Parking 2. Meals 3. Others 21

22 After you complete entering all of the required information, click on Save Itemizations. The following screen will appear: The total amount due for reimbursement should match the itemized amount. 22

23 On the left of the screen, you will see an exclamation point in red with required fields that are missing. To correct the missing information, you need to double click on the expense item. 23

24 The following screen will appear: When the screen comes up, you can see that the Business Purpose information is missing. 24

25 Enter the Business Purpose and click Save. You can see that the transaction marked with an exclamation point for the Hotel is now correct. Please repeat the steps listed above to ensure that all of the transactions that are missing required fields are corrected. 25

26 Allocating Transactions Click New Expense. Under the Expense Type, create an expense line for Office Supplies. 26

27 The following screen will appear: Enter the following information: 1. Business Purpose 2. Vendor Name 3. City 4. Amount Click Allocate. 27

28 The following screen will appear: Click Add New Allocation. The following screen will appear: 28

29 When clicking under the Cost Center, you will be able to view a list of departments. If applicable, you can split the transaction between two different accounts. You will also have the ability to choose a Unique Fund account if your department has been assigned different Unique Funds. After you complete the allocation process, click Save. The following screen will appear: Click OK. 29

30 Close the screen by clicking on the X. Review your expense reimbursement before submitting your expense report to your supervisor. Click Submit Report. 30

31 The report will disappear, but you will be able to track the status of you report by clicking on the View Reports link. The following screen will appear: Under Status, you can see in what stage of the approval process your expense report is. 31