Concur Expense Report Approver Application Training

Transcription

1 Concur Expense Report Approver Application Training Optional: Click icon to print slides Use buttons to move forward, back or PAUSE the presentation This presentation has no audio 1

2 Web Training Tips Navigation Tabs Outline and Thumbnail show your location in the training Search allows you to search through the training text Presentation Controls Use buttons to play/ pause or move forward or back through presentation Web-Links On-screen links will open a separate browser window You do not have to complete the course at one sitting; you may stop the Concur courses at any time and resume later. When you return, log in again, click Enrolled in the left toolbar, find the Concur Approver course you would like to resume, and click Start. You will have the option to resume where you left off or start from the beginning. Click the Slide Notes button to remove the slide outline and expand the presentation viewing area 2

3 This module prepares you to: Use Concur to find and review an expense report Approve or reject an expense report Learning Objectives Find and add a Supplemental Approver to the Concur Approver workflow for an expense report of $500 or more Enable the Supplemental Approver requirement for expense reports less than $500 Insert a User-Added Approver to the Concur Approver workflow for a particular expense report Delegate your approval authority to another TEM Approver 3

4 Access to the Concur Approver Role Your School/Center Concur Access Administrator must designate you as a Default Reviewer, Cost Object Approver, or Supplemental Approver before you can review & approve expense reports. Only those designated in these roles can be added as Additional Approvers. 4

5 Concur Approver Application Tasks There are several key system application tasks that all Concur Approvers must understand in order to fulfill their obligations as expense report Approvers; including how to: Access the approval queue Review a pending expense report Find and add a Supplemental Approver Insert a User-Added Approver into the Concur Approver workflow Approve or reject an expense report Delegate Approver authority Best Practice - Ensure correct and efficient approval routing when choosing Supplemental and User-Added Approvers by being familiar with your School/Center Concur expense approval requirements and Approver hierarchy. 5

6 Can Concur Approvers do more than approve and reject? All approver roles have the same capabilities when working in Concur Expense. In addition to approving and rejecting and expense report, Concur Approvers can edit, at the header level, the following items: Type of travel (e.g. domestic, international, local) Country code (for international travel) School/Center (based on funding source, not actual home School/Center) Funding source Program and CREF -- always change the Program as this defaults to Approver changes that can be made at the line level (i.e. item level) are: Type of travel Country code Comment Funding Attach missing receipts/documentation Concur Approvers can also add notes to approver, as well as view notes already added by the Submitter or other Approvers 6

7 Task Definition: View and open a pending expense report In this task open the link provided in the Concur advising you that you have an expense report(s) waiting for your approval. Pending expense reports will be displayed in your approval queue Task: Access Your Approval Queue Steps Click on Link to Expense* Enter your PennKey and Password Go to the Approval Queue from the My Concur screen Review the descriptive information displayed for the expense report Report Name Employee Report Date Amount Due Amount Requested Hover over the icons to see things like comments, etc. Click on the Report Name to open the report * Alternately, select Approve Reports from the Expense Tab Concur Approvers must be set up by their School/Center Concur Access Administrator before they can approve an expense report. 7

8 Task: Access Your Approval Queue Click on Link To Expense to view your Approval Queue 8

9 Task: Review a Pending Request Task Definition: Review each item on the expense report both at a header level and line level. In this task The Concur Approver gets an understanding of the context and detail for the expense report: Review each item Hovering over icons provides more detail Exceptions indicate things that may be outside of guidelines and warrant further review Steps Review the Expense Detail: From the Summary Tab Business Purpose and Funding (pie icon) From the Details Tab Report Header Justification and Funding Review and add Comments Click on each line item Type of Travel, Justification, Amount From the Receipts Tab View each receipt Review any Exceptions Change allocations, and attach receipts Cost Allocations always default to Program 0000 and CREF 0000 and should be reviewed. Always change Program from the 0000 default value. From the Print Tab, click on UPenn Detailed Report to get a good overview of the expense report in its entirety. Please note, receipts do not show in this report. 9

10 Task: Review a Pending Request Summary Tab Use the Details, Receipts, and Print Tabs to do your review Expense details 10

11 Task: Review a Pending Request Open each line item and review the line details Change Allocations and/or add Receipts as needed 11

12 Task: Add/Change a Supplemental Approver Task Definition: Add/change a Supplemental Approver for an expense report of $500 or more. In this task A Default Reviewer or Cost Object Approver adds or changes a Supplemental Approver. Required for an expense report that totals $500 or more (both reimbursable and non-reimbursable expenses) Can optionally be required for expense reports less than $500 From the Details Tab, select Report Header and turn on the check box for Supplemental Approver Steps After completing your review: From the Details Tab Click [Approval Flow] Find the Approver who you are adding or changing to Click [Approve] to forward the expense report or [Save Workflow] to continue your review of the expense report Note: only those designated as Supplemental Approver, or their approval delegates, can be added as Supplemental Approvers The Supplemental Approver is sometimes defaulted by Concur. Always check the Approval Flow before approving to ensure the correct SA is indicated. 12

13 How do you know if there is a default Supplemental Approver? The Supplemental Approver is sometimes defaulted by Concur. If a Supplemental Approver is required, check the Approval Flow before approving to ensure the correct Supplemental Approver is indicated. The Concur default sets the Supplemental Approver to the Default Reviewer s own Default Reviewer provided that person has been assigned the role of Supplemental Approver. For example You are the Default Reviewer for a particular expense report Joe, your manager, is assigned the role of Supplemental Approver Joe also happens to be your Default Reviewer Task: Add/Change a Supplemental Approver All expense reports that come to you will have Joe as the Supplement Approver default You are the Default Reviewer for a particular expense report Josh, your supervisor, is your Default Reviewer Josh is not assigned the role of Supplemental Approver All expense reports that come to you will not have a Supplement Approver default 13

14 Task: Add/Change a Supplemental Approver Click on the Details tab and select Approval Flow to display the approval workflow Search for and select a Supplemental Approver, click [Approve] to forward the expense report if you are approving the expense; otherwise click [Save Workflow] to continue your review of the expense report 14

15 Task: Add/Change a Supplemental Approver Optional: Require a Supplemental Approver for expense reports less than $500 Click on the Details tab and select Report Header To enable the add a Supplemental Approver functionality for expense reports less than $500 click on the Add Supplemental Approver box; continue to review of the expense report and add a Supplemental Approver at the appropriate time 15

16 Task: Add a User-Added Approver Task Definition: Add an Approver who will review certain aspects of the expense report that may be outside your area of expertise or authority. In this task A Concur Approver adds another approver who will review the expense report before it moves to the next Concur Approver in the regular approver flow. Reasons might include: Another person who has an interest in the account wants to review expense reports using that particular account The person who submitted the expense is in a position of authority to you and you need a higher level approver to review the request Steps After completing your review: From the Summary Tab Click [Approve and Forward] to add as the next step in the approval flow Find the Approver who you are adding Enter comments that will provide the Approver with sufficient information as to why he/she has been added and what to look for, decide about, and approve or reject Note: only existing Concur Approvers can be added as User-added Approvers Alternately, use the Approval Flow feature on the Details tab to insert a User-Added Approver described in Add/change a Supplemental Approver. Best practice guidelines at least two people must review each expense report. 16

17 Task: Add a User-Added Approver Click [Approve and Forward] Search for an Approver and enter comments; click [Approve and Forward] 17

18 Task: Approve or Reject a Report Task Definition: Approve the expense report or return it to the employee with comments. In this task The Concur Approver either approves or rejects the expense report. If approved, it continues on through the Approver workflow If the expense report is rejected, the report is returned to the Submitter with the Reviewer/Approver s comments Steps After completing your review: From the Summary Tab Click [Approve ] or [Send Back to Employee] If you are sending the expense report back to the employee, enter comments that will provide the employee with sufficient information as to why the expense report is being returned and not approved When a report is rejected, the Expense Report is immediately removed from the Approver workflow and returned to the Submitter. 18

19 Task: Approve or Reject a Report To approve, click [Approve ]; to reject, click [Send Back to Employee] If you reject the expense report, enter Comments that advise the employee of the reason(s) for the rejection; click [OK] 19

20 Task: Delegate Approval Authority Task Definition: A Concur Approver may delegate his/her approval authority to any other Concur Approver. In this task The Concur Approver identifies the Approver Delegate and selects: Temporary authority Permanent authority The delegating Approver must ensure that the delegate is capable, competent, and trained before delegating approval authority, as the delegating Approver is responsible for anything approved on their behalf. Steps Select Profile from the Concur tabs. Select Expense Delegates from the Profile menu Click [Add] and search by name for the delegate Select the approval rights that you want to delegate In order for someone to be an Approver Delegate, their School/Center Concur Access Administrator must have designated them a Default Reviewer, Cost Object Approver, or Supplemental Approver. 20

21 Task: Delegate Approval Authority Approver Delegates are set from the Profile menu using the Profile Tab and the Expense Delegate link or, alternatively from the navigation panel 21

22 Task: Delegate Approval Authority Search by name for the Delegate and assign the authority you wish to delegate. Can Approve must be checked to delegate Approval Authority Can Approve Temporary only used when authorizing temporary authority; requires dates for the temporary authority Receives Approval s should be check to ensure delegate is aware of pending expense reports requiring review 22

23 Quiz Instructions The following slide will link directly to an on-line quiz If you would like to review the material before proceeding to the quiz, use the navigation bar on the left to return to a specific topic or page All questions must be answered correctly for successful completion You may retake the quiz as needed, however you must close the current session and start the course again Use the navigational controls below to proceed to the quiz 23

24 PROPERTIES On passing, 'Finish' button: On failing, 'Finish' button: Allow user to leave quiz: User may view slides after quiz: User may attempt quiz: Close Window Close Window After user has completed quiz At any time Unlimited times