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1 User Guide ERS Help Desk : or Web site at: Revised 2/18/2015

2 Table of Contents Introduction... 3 System Overview... 3 Section 1: Accessing Employee Reimbursement System... 4 Section 2: Home Screen... 5 Section 3: Creating a New Expense Report... 8 Section 4: Travel Allowance, Itineraries and Per Diem Create a Standard Itinerary Create a Single Day Itinerary Expenses & Adjustments (Per Diem) Provided Meals or Lodging Edit an Itinerary Deleting Itineraries Section 5 Reducing Per Diem to Actuals Section 6: Adding Expenses Cash or PCARD Import PCARD Charges PCARD Meal Expense Charges Group Meals/Mtg Expense Type Attendees Hotel/Motel Expense PCARD Charges with Personal Expense Mileage Expense with Google Maps Mileage Calculator How Report Will Calculate the Reimbursement Copy an Expense Move an Expense From One Report to Another Report Quick Expenses Reimbursement Reduction Section 7: Available Expenses Section 8: Expense List Views Section 9: Allocation Allocating Report s Total by Percentage Allocating Report s Total by Dollar Amount Section 10: Itemizing Section 11: Currency Conversion Section 12: Cash Advance Section 13: Details Menu Section 14: Receipts Attaching and Deleting Attaching Receipt Images Fax Receipts Deleting Receipts Section 15: Printing Expense Reports Section 16: Reviewing and Editing an Expense Report Section 17: Submitting Expense Reports Section 18: Recalling Expense Reports Section 19: Copy an Expense Report Section 20: Cost Object Approval Section 21: Expense Delegate Add a New Expense Delegate Section 22: Approving Expense Reports Section 23: Allocation for Approvers Section 24: Profile Mobile Registration (Mobile Apps) Section 26: App Center Section 27: Icons /18/2015 2

3 Introduction The Employee Reimbursement System (ERS) provides an anytime, anywhere expense reimbursement system for creating and submitting expense reports. The system promotes streamlined and efficient processing using an easily accessible online program. ERS is used for compensation for travel related expenses that include lodging, meals, airfare, rental car use, mileage, etc. All of the data collected using ERS provides detailed expense information that can be used by the University to maximize travel dollars. The system tracks expenditures such as airline and hotel vendors. Managers are able to utilize the data for reporting, analysis, and budget planning. ERS also provides the means to ensure consistent application of the travel policy, resulting in less confusion on policy requirements. If an expense entered into the system does not meet a specific policy requirement, the system will flag that expense, and, in some cases, will prohibit submission of the expense report until the policy requirement is met. The Employee Reimbursement System is a web-based application that automates the process of submitting, approving and tracking expense reimbursements. Each step of the process is automated; preparation of the expense report, electronic approvals, enforcing policy compliance, reimbursement processes, and data analysis. Support for ERS is available on the ERS web site at: The web site contains system demos, FAQs, documents, system updates, training site and more. Contact the ERS Help Desk at or System Overview ERS is used to compensate employees and non-employees for expenses incurred while on travel status and to pay for group meal and meeting expenses. Employees can create and submit their own reports or Expense Delegates can create reports for employees to submit. Employees are reimbursed through direct deposit. Non-employees use the Non-employee Travel Reimbursement Form and sign the paper form. PSU staff will create and submit expense reports in ERS for non-employees. The non-employee expense report will direct the reimbursement by check directly to the non-employee named in the report. Expense Delegates in ERS can act on behalf of another employee to create and submit expense reports and attach receipts. Delegates notify employees that an expense report is ready for their submission using the Notify Employee link in the Expense List in an expense report. Delegates can be added in Profile on the Expense Delegate page. See Section 21 for more details on adding delegates. ERS contains a cost object approval workflow for approvals of expenses. When an expense report is submitted in ERS the approver workflow is initiated. The approvers contained in the workflow are specified by the account numbers charged in the report. Approvers are notified by when an expense report is waiting for their approval within ERS. See Section 22 for approving expense report details. PCARD charges related to travel will automatically be directed into ERS by PNC Bank using a Merchant Category Code list. A PCARD charge from a vendor code on the list will automatically be sent into ERS into the profile of the owner of the PCARD. To be expended a PCARD charge in ERS must be assigned to an expense report and the report submitted. There is no auto post function within ERS. 2/18/2015 3

4 PCARDs must include travel limits to be used for travel expenses. A PCARD test will need to be taken by the card holder in order for the travel limits to be added to the card by a Financial Officer (FO). Once a PCARD contains travel limits it can be used for travel and meeting related expenses including group meals. Exceptions to PSU travel policy will be flagged by ERS. A red flag prevents a report from being submitted for approval until the exception is corrected. Individual expenses and whole reports can be red flagged for exceptions. Yellow flags mark allowable exceptions to PSU travel policy. Yellow flags provide information and do not require any action by the user. Automated messages sent by ERS to users will be from The link contained in the messages will take users to the ERS web site so they are able to log into ERS and take action on a report if needed. Users are encouraged to make concursolutions.com a safe sender in their application. Integration of ERS and onlion Travel Services On November 11, 2009 ERS began sharing the Concur System with onlion Travel Services. Both services are accessed through the same web site. The My Concur section of the Concur System displays fields for both ERS and onlion Travel Services. This user guide focuses on the ERS portion of the Concur System. For assistance with the onlion Travel Services sections contact the travel services Help Desk at or at Expense delegates in ERS can work on behalf of another employee to create expense reports in ERS. Travel Assistants in onlion Travel Services can arrange and manage travel on behalf of another employee. These are separate roles that can be given to an employee by another employee. Each role allows access to that service and only that service. Section 1: Accessing Employee Reimbursement System To gain access to the Employee Reimbursement System: 1. Open a browser (Firefox, Internet Explorer, Google Chrome or Safari) and type in the location (or address) field. 2. On the ERS home page, click Log In. See screen shot below. If user has already been authenticated by Web Access through the Portal, the system will automatically forward to the Home screen for the web-hosted Employee Reimbursement System. If user has not been authenticated through the Portal, the system will automatically forward to PSU Web Access. Users enter their Web Access ID and Password. After authentication through Penn State s Web Access, the system will automatically forward to My Concur the main screen for the web-hosted Employee Reimbursement System. 2/18/2015 4

5 Section 2: Home Screen The Home page contains onlion Travel Services and ERS Expense tasks. Quick Tasks: The Quick Tasks bar displays the Work to Zero task reminders. The number listed on the task button denotes the number of items that are pending action. When no tasks are pending the count will be 00. Click on a task button to open and begin completion of tasks. My Tasks: New Button: Opens a menu of options to create new report or upload receipts. Required Approvals Button: This section displays reports pending cost object approval by the user. See Approving Expense Reports section of this guide for more details on approving expense reports. Available Expenses Button: Number denotes how many available PCARD transactions are in the system. Clicking the button will open the screen containing Active Reports, Available Expenses and Available Receipts. Open Reports Button: Number denotes how many active reports are in the system. This button opens the screen containing Active Reports, Available Expenses and Available Receipts. Cash Advances Button: This opens the Cash Advance screen, listing Available Cash Advances. Use the View menu to filter the list to see the historical list of cash advances and the reports to which they are assigned. The New Cash Advance button creates a new cash advance request on FO operating funds. The My Tasks section contains links for opening existing reports, viewing available expenses and viewing reports pending approval. The number indicates the number of items pending action. Only tasks types with items pending will display. See screen shot below. 2/18/2015 5

6 Active Reports: The Open Reports button opens the Active Reports list which displays current reports. Click Create New Report to begin a new report. To view paid reports click the Report Library link. Use the View menu to filter the report list. See screen shot below. Available Expenses: This section lists all unassigned PCARD charges, e-receipts and travel reservation details for expenses. Hovering on the PCARD icon will display the information from the vendor. The View Transactions link will open the historical list of all PCARD charges in ERS. Use the Time Period field to select a time period to view. Selecting All Year will allow for the selection of a specific year to view. List will display the report name if PCARD charge has been assigned to a report. Available Receipts View and manage receipts that are available to be attached to an expense. Images & files may be dragged and dropped onto the upload button. Receipts imaged in a Concur mobile app are stored here. Click magnifying glass to zoom a receipt. 2/18/2015 6

7 Act as an Expense Delegate Administering for another user Click on Profile to open the Administering field. Select the radio button for I am a delegate or travel assistant. Click into search field. Begin typing the last name. Select name. Click Apply. Note: If name is not in list the delegate rights are not assigned. Contact employee or FO staff to have rights assigned. Note: When Apply has been clicked the Home screen for that person opens. If the Expense menu is missing only Travel Arranging tasks are available. Expense Delegate rights need to be assigned for the Expense menu to be active. Change to a Different Employee to Administer for : To change to a different employee to administer for, click the Administer for button, click into the search field, begin typing the last name, select the name and click Apply. Stop Administering for another user To stop administering for another user, click the Administering For button. Click End Admin Session. System will return to the profile of the logged in user. Expense Report Status Not Submitted - Report has not been submitted for approval. Returned / Sent Back to Employee - Report was sent back to the employee for correction or additions. Submitted- Report was successfully submitted and is in the approval workflow. When final approval is complete report expense amounts will be sent for processing in PSU accounting system. During the approval process the report is not editable, but can have additional receipt images attached and account and allocation information changed. Reports that need correction must be sent back to the employee to become editable. Approved - Report has final approval and payment has been sent for processing in PSU accounting system. Approved reports cannot be edited or deleted. Additional receipt images can be added by any user and comments can be added using Administration Tools. 2/18/2015 7

8 Paid Report Timeline When a report is extracted to the accounting system (IBIS) it takes 2 3 business days for the direct deposit to be processed for employees or the check to be mailed for non-employees. Employees will receive an from referencing the direct deposit when it is completed. Section 3: Creating a New Expense Report The process for creating a new expense report begins with creating the Report Header. Next is Travel Allowances, then the Expense List for all expenses both cash and PCARD. Create a New Expense Report Create a new report in your own profile. 1. Begin on Home screen. 2. Click New, then Start a Report. Create a report as delegate 1. Click Profile to open the Administering for another user fields. 2. Select the radio button for I am a delegate or travel assistant. 3. Click in the search field. 4. Select the person and click Apply. 5. That person s Home page will open. 6. Click New, then Start a Report. 2/18/2015 8

9 The Report Header The Report Header contains the basic information of the report. When all required fields have been completed, click Next at the bottom of the window to save the header. See screen shot below. Required fields are indicated by a red border on the left side of the field box. The icon to the left of a field indicates that a ToolTip is available. Specific instructions for individual fields are listed below. Reimbursement Form Field In this field select the type of reimbursement form required for the report. Form types include: 1. Employee Travel Expense: use for submitting active employee travel expenses. 2. Non-Employee Travel Expenses: use for submitting travel expenses for a non-employee or an inactive employee. The report will be created and submitted by an active employee. The form will require the name and mailing address of the non-employee or inactive employee. The reimbursement check will be mailed directly to the non-employee or inactive employee. 3. Non-Travel (EMPLOYEE) Expense: use for non-travel expenses for any active employee including: background clearance fee group meal/meeting expense non-travel related PCARD expense 4. Non-Travel (NON_EMPLOYEE) Expense: use for non-travel expenses for any non-employee including: background clearance fee group meal/meeting expense 5. Travel Arranger Airfare Expenses: For use ONLY by Travel Arrangers who have a Travel Arranger (TA) PCARD. The TA PCARD is used to book travel for employees within their department and for non-employees. This report streamlines the processing of multiple PCARD charges for airfare and agent fees in one report. The individual traveler will be identified in each expense making it easy to verify to whom the expense belongs. Certain fields will auto-fill with details from the online Travel Services reservations. Note: When the Report Header is saved the Reimbursement Form field will become read only and cannot be edited. 2/18/2015 9

10 Report Name Field The field allows up to 40 characters. Many admin areas have a naming convention for this field. The convention is created by the Financial Officer (FO). Contact the FO s office for the naming convention for your admin area. Use the naming convention for every report. If no naming convention is required unique report names are suggested that contain details such as date of travel or event, conference or event name, and traveler's name. Description of Travel Use this field to describe the who, what, where, when and why of the travel or group meal/meeting. The field is scrollable and will hold up to 500 characters. Define any acronyms used in the description. Comment Field Use this field for additional information or comments. Add a comment concerning any expense related to the travel that will not be entered in this report or that will be in another ERS expense report. Examples would be use of a fleet vehicle, direct billed hotel expenses or airfare charged to another employee s PCARD. This field is scrollable and will hold up to 500 characters. One-Day Travel The checkbox field named Does this report included 1-Day Meal Reimbursement is used to turn on the reminders for the taxable per diem function. If there is only one day of travel and no overnight stay, check this box to turn on the reminders for entering taxable per diem. The taxable amounts will be entered into the Fixed Meal entries in the Expense List of the report. X-Code All Expenses Field This field is used to exempt expenses from overhead & fringe deductions. Use this checkbox ONLY if all the expenses in the report are to be x-coded. Partial amounts to be x-coded can be entered in the Allocation screen. See Section 9: Allocation in this guide for more details. Selecting Account Information There are five fields that can be used for entering account information. Two are required of all users. They are Account and Object Code. The other three fields are optional based on the account set up of the administrative area. To begin, click in the Account field. Click the drop down arrow to display the Most Recently Used (MRU) list in Bold font. Select a MRU if applicable. To find another account, type at least the first seven numbers of the account number and pause. The search function will begin searching. Select the account from the search results (will be in un-bolded font). For the remaining account related fields click the drop down arrows in the field, type the entry, scroll below the MRUs and make a selection. If there are no entries to select there will be nothing listed below the MRUs. If the drop down list contains N/A select that for the field. There will be selections in the next field. Search Tip: When searching for an account number it is recommended that only the first 7 numbers be entered. If searching for an account number used by multiple admin areas the space and letters may also be entered. Typing the complete account number may cause the search to fail. Changing Account Field Information Click the drop down arrow in the field, the current entry will become highlighted. Begin typing the first seven numbers of the new account number. Make selection from the search results list. Entries in the remaining 2/18/

11 account fields will be cleared out. Use the drop down arrow and search function in each field to select entries. Changing Object Code or SubObject Information Click the drop down arrow in the field to make a new selection for the field. Entries in the remaining account fields to the right will be cleared out. Click the drop down arrow in the field and make a new selection for each. Deferred Field Selecting this checkbox will defer the posting of all the expenses in the report into the next fiscal year. The checkbox is always displayed, but is only effective on a report that is processed between Carryover (usually begins in January) and Preliminary (usually ends in June). At all other times, transactions will post to the fiscal year appropriate to the processing date. This checkbox will add an alert to the report describing this exception. To Save Report Header: Click Next to save the Report Header. Available Cash Advances: If there are available cash advances in ERS the Cash Advance window will open next. See screen shot below. If no cash advances are available the window does not appear. Select a cash advance if it needs to be assigned to the report and click the Assign button. Click Next. If no cash advance should be assigned to this report click Next to close the window. Travel Allowances The next step of creating a new expense report is creating or assigning an itinerary to calculate the travel allowances. If creating a non-travel report or a report that will not give per diem for meals to the traveler click Cancel in the Travel Allowances window to skip the itinerary creation screens. The next section of this guide contains details on completing the Travel Allowances screens. Section 4: Travel Allowance, Itineraries and Per Diem Per Diem for Meals and Incidentals excerpted from PSU Travel Policy Meal expenses and any tips related to meals will be reimbursed via the meal and incidentals per diem. The claim for reimbursement should represent only those meals consumed and paid for by the employee while on business travel. The meal and incidentals per diem is established by the General Services Administration of the federal government, and differentiates allowances by geographic location. As with any reimbursement request, a lesser amount may be claimed at the traveler's request. 2/18/

12 Meal Receipts excerpted from PSU Travel Policy Meal receipts are not required to support the claim for full- or partial-day per diem. Itemized receipts are required from the employee hosting a business group meal. Travel Allowances in ERS The travel allowance window contains the Itinerary Information. An itinerary is used to provide travel details (travel departure and arrival locations, dates and times), which the system uses to calculate per diem allowances. Travel Allowances contains 3 tabs that are used in the calculation of per diem. See screen shot below. Tab 1 is Create New Itinerary: Use the New Itinerary Stop fields to enter the details of each stop/row of the itinerary. See screen shot below. Tab 2 is Available Itineraries which contains 2 tables. One listing assigned itineraries and one listing available itineraries. Tab 3 is Expenses & Adjustments which contains the per diem amounts for each day of travel. Per Diem amounts are determined by the date, time and location fields in the itineraries. For overnight travel it is the overnight stay location that determines the per diem rate for the day. On the first day of travel the destination location determines the per diem rate. On the rest of the days of travel the previous night s location determines the per diem rate. For one day travel the destination location determines the per diem rate. Each itinerary must have at least two (2) stops/rows. Travel that includes several destinations with overnight stays will have a stop/row for each overnight location. The itinerary is not a travel log and thus does not need to show every location visited. Only overnight stay locations require a stop/row. Create New Itinerary To create an itinerary during the process of creating a new report follow the screens after creating the report header To create an itinerary in an existing report in the Expense List in the Details menu select Create New Itinerary. Two Data Entry Methods for Itineraries There are two methods for entering travel details. 1. Standard Itineraries page can be used for entering all travel including one day travel and those that involve overnight stays. 2. Single Day Itineraries page is only used for entering one-day travel. The simplified data entry fields are provided as an easy way to enter multiple one-day trips. By default the Standard Itineraries page opens when a new report is created. Click Go to Single Day Itineraries to switch to single day data entry screen. The single day page can be selected as default in the Expense Preferences. See Section 24 for details. 2/18/

13 Create a Standard Itinerary 1. In a new report after the Report Header is saved the Travel Allowances open to the Create New Itinerary window. See screen shot below. 2. The Itinerary Name will default to the report name. It may be edited. 3. Begin stop/row 1 by completing the fields in the New Itinerary Stop section. See screen shot below. Fields include departure location, date and time, and the arrival location, date and time, for the first day of travel. This information is used by ERS to determine per diem. 4. Location field search is automatically started when the field is clicked. If the location is not in the most recently used list begin typing the location. The search will begin searching for the location. If needed location is missing from list contact the ERS Help Desk for assistance. 5. When all fields are complete for stop/row 1, click Save. 6. Note that the stop/row 1 is listed on the left side of the screen. Complete the entries for the second stop/row in the New Itinerary Stop fields on the right, and click Save. 7. Add as many stops/rows as needed for the travel; always clicking Save when the stop/row is complete. The New Itinerary Stop fields will continue to display on the right side of the screen. Each itinerary stop/row completed will display on the left side of the screen. 8. When all needed stops/rows are complete, click Next. CAUTION: Do not click Next until all needed stops/rows have been saved and are listed in the itinerary on the left side of the window. Creating New Itinerary from Flight Icon: The flight itinerary found on the flight icon can be imported into the New Itinerary screen to create the report itinerary automatically. The flight icon is a trip segment placed into Available Expenses when flight reservations are made in onlion Travel Services. Steps to create itinerary from Flight Icon: 1. In a new report when the report Header is saved, the Travel Allowance window opens to the Create New Itinerary tab. 2. Click the Import Itinerary button. See screen shot below. 2/18/

14 3. Select the flight from list of trips and charges. See screen shot below. 4. Click Import. See screen shot below. 5. Itinerary will be created from the flight itinerary as seen on the flight icon. See screen shot below. Create a Single Day Itinerary This data entry screen simplifies the process of entering one-day travel. In the Travel Allowance window click the Go to Single Day Itineraries link to open the window. The Single Day Itinerary window allows the entry of one or more single day trips. This feature provides a shortcut for creating an itinerary for a one day trip to one destination. Any number of one day trips can be entered. After the one-day itinerary is created and saved it is processed by the system and then displayed in the standard itinerary format on the Available Itineraries tab in Travel Allowances. To add a Single Day Itinerary: 1. In Travel Allowances window, click the Go to Single Day Itineraries link. 2. Select a Start Date for the first one day travel and click Go. See screen shot below. 2/18/

15 3. Enter all the details of the trip in the fields on the date of travel. 4. Enter all the one day trips for the dates shown. 5. Click Save Itineraries before selecting another set of dates. 6. When all the single day itineraries have been entered and saved, click Next. 7. The Available Itinerary window will display the Assigned Itineraries. Available Itineraries Tab The Available Itineraries window contains 2 tables. The Assigned Itineraries table displays the itineraries assigned to the report. The Available Itineraries table displays the Itinerary List of all itineraries that are not in paid reports. The list is filtered to the last 6 months. Other time frames can be selected. Assigned Itineraries table The newly created itinerary(ies) will display here. They can be edited if needed by clicking on a stop/row and then clicking the Edit button. See the editing itineraries section of this guide for more details. Available Itineraries table This table contains all the itineraries that are not assigned to paid reports. Itineraries not assigned to another report can be assigned to this report by selecting them and clicking the Assign button. Itineraries can be deleted from the list by selecting them and clicking the Delete button. If an itinerary is not displaying in the itinerary list use the Current Itineraries drop down to filter the list to display Itineraries for this Year. This will display all itineraries dated in the current year that are not assigned to paid reports. Current itineraries are those dated within the last 6 months. Click Next to move to the Expenses & Adjustments tab for the per diem allowances, or click the Expenses and Adjustments tab at the top of the window. Expenses & Adjustments (Per Diem) The Expenses & Adjustments tab of the Travel Allowances window will display the per diem allowance for each day of travel. The Allowance column displays the per diem allowance. See screen shot below. There is no display that shows which meals are included in the allowance. The per diem allowance contains the meal and incidental allowance. If the travel is OCONUS (outside the continental United States) it will also include the lodging allowance. 2/18/

16 Per Diem Allowance The per diem allowance is based on the location. CONUS (inside the Continental United States) locations will include meals and incidentals in the allowance. A CONUS allowance of $51.00 will include $46.00 for meals and $5.00 for incidentals. The allowance for OCONUS (outside the Continental United States) locations will include meals, incidentals, and lodging. Save Per Diem Allowances into Report To save the per diem allowances into the report click the Create Expenses link. See screen shot above. Note: If you return and make changes to the allowances later, click the Update Expenses button to save the changes into the report. Per Diem for Partial Days In compliance with the University Travel Policy, for any partial travel days the application will prorate that day s per diem based on a 24-hour day, and the meal allocation will correspond to the hours of the day a person is on travel status as per the 2007 Travel Policy chart below. PARTIAL DAY PER DIEM TABLE Breakfast Lunch Dinner Time of Travel Status Travel status from 12:01 AM to 10:00 AM Travel status from 10:01 AM to 4:00 PM Travel status from 4:01 PM to 12:00 AM Percent of Meal Per Diem 20 percent of meal per diem for the location 30 percent of meal per diem for the location 50 percent of meal per diem for the location Note: The Per Diem allowance includes the meal/lodging amount and the incidental amount. Provided Meals or Lodging If any meals were provided during travel (i.e. by a conference or a group meal) they must be marked provided in the Expenses & Adjustments window. 2/18/

17 Provided Meal: Select the checkbox corresponding to the provided meal to remove that meal allowance from the daily per diem. Every checkbox selected will subtract that portion of the meal allowance from the meal allowance amount. Be sure the meal was included in the allowance before marking provided. The first and last days of travel may have partial per diem amounts. Meals are omitted based on time of departure or arrival back. If all meals are marked provided for one day the allowance amount will be the incidental amount for that location. Group Meals & Per Diem: The Travel Policy requires that if per diem is requested and the travel also includes a Group Meal, the per diem (travel allowance) must be adjusted to reflect the Group Meal as a provided meal. Checkbox for the meal is checked denoting a provided meal. Individual PCARD Meals & Per Diem: Individual meals purchased with a PCARD are not provided meals, do not select the meal provided checkbox. Per Diem meals corresponding to individual PCARD meals must be included to offset the amount deducted for the PCARD meal. Exclude checkbox: To exclude an entire day s allowance including the incidentals allowance use the Exclude checkbox in the far left column. Allowance amount for the day will be $0.00. Overnight checkbox: Incidentals: Personal days of travel included in the itinerary are marked Exclude. To remove the lodging per diem for the day, select the Overnight checkbox. Only OCONUS locations add lodging per diem to the allowance amount. Remove the fixed lodging allowance for any day that OCONUS Actual Lodging will be reimbursed. The incidental allowance for a location is automatically included in the allowance amount for the day. 2/18/

18 The incidental allowance for locations within the Continental US is $5.00 per day. The incidental allowance for locations outside the Continental US (including Hawaii and Alaska) is variable and is updated monthly. The date of travel determines the rate for the location. In the event all meals for a day are provided by a conference, a business group meal, or another source, no meal per diem can be claimed for that day. However, the incidental per diem amount may still be claimed at the traveler's discretion. When all provided meals and lodging have been identified, click Create Expenses. Each day of meal per diem allowance will be entered in the Expense List as a Fixed Meal entry. The lodging allowance will be entered as a Fixed Lodging entry. Assign an Itinerary If the itinerary for a report already exists it can be assigned to the report during the creation of the report. When the Report Header is saved and the Travel Allowances window opens to the Create New Itinerary tab click Next to move to the Available Itineraries tab to view the list of available itineraries. Select the itinerary by clicking on it and click Assign. If an itinerary is not displaying in the itinerary list use the Current Itineraries drop down to filter the list to display Itineraries for this Year. This will display all itineraries dated in the current year. Click Next to move to the Expenses & Adjustments tab for the per diem allowances. Edit an Itinerary 1. In the Expense List click the Details menu. 2. Select Available Itineraries. 3. Click on an itinerary stop/row to select it. 4. Click the Edit button. See screen shot below. 5. Screen for Edit Itinerary opens. 6. Click on a stop/row entry to open it in the Itinerary Stop Fields on the right. 7. Edit any entries as needed and Save the changes. 8. To add another stop, fill in the New Itinerary Stop fields and Save. Assigning Multiple Itineraries to an Expense Report One or more itineraries may be assigned to one expense report. When one itinerary has been completed click Next to move to Assigned Itineraries. At top of window click on Create New Itinerary to return to the tab and begin entering the next itinerary. Each itinerary created must have 2 rows. 2/18/

19 Multiple Itineraries for Same Day Multiple itineraries are allowed for one day as long as the hours do not overlap. This allows the entry of separate itineraries for a travel that ends one day and another travel that begins later that same day. Overlapping itinerary errors will occur if times on the same date overlap. Removing Itineraries from a Report Itineraries can be removed from an expense report at any point prior to submitting the report. Caution: removing an itinerary or itinerary stop from a report will also remove all related Fixed Meal and/or Fixed Lodging expense entries. To remove an Itinerary: 1. In the Expense List screen on the Details menu select Available Itineraries. 2. Click in one of the stop/row entries. 3. Click the Unassign button. See screen shot below. 4. The itinerary will be removed from the report. Note: The itinerary will still exist in the Available Itineraries list at the bottom of the window. To delete the itinerary and free up the dates it must be selected in the Available Itineraries list and deleted. Deleting Itineraries Itineraries that have been unassigned from a report remain in the Available Itinerary list. To delete an itinerary from the Available Itineraries List: 1. In the Expense List screen, in the Details menu select Available Itineraries. 2. In the Available Itineraries list select the itinerary by clicking on a stop/row. 3. Click the Delete button to complete the delete process. See screen shot below. Note: Users have the option to delete the itinerary while deleting a report. If an itinerary is not displaying in the Available Itinerary List use the Current Itineraries drop down to display Itineraries for this Year. This will display all itineraries dated in the current year. Itineraries can be sorted by Date or City Name. Use the up or down arrows next to the column name to sort. 2/18/

20 Section 5 Reducing Per Diem to Actuals Steps for Adding Per Diem and then Reducing to Actuals Spent 1. Total Fixed Meal entries to find Per Diem Total. Note: The Total Requested amount at this point. It is the total of the per diem amounts. This is the Per Diem Total. It will be used in calculating actuals spent. See screen shot above. 2. Check for PCARD Meal charges and Import into Expense List. Available Expenses List will open automatically in the right pane. If it is not open use the Import button on the menu bar to open it. Look for PCARD Meal charges that are for individual meals. (Group Meals are not included in these calculations). Check for PCARD meals included in Hotel receipts. These must be included in the calculation of actuals. Select and import the individual PCARD Meals if there are any. See screen shot below. Select and open each imported PCARD Meal expense one at time. In each PCARD Meal expense place a check in the checkbox for Deduct from Reimbursement and Save. (The deduct checkbox causes the PCARD amount to be subtracted from the cash reimbursement in the report. The system places the personal icon on the expense.) Total up the amounts of the PCARD Meals. This is the PCARD Meal Total. 3. Total Out of Pocket Spent on Meals & Incidentals Total up any cash or personal credit card amounts spent on meals and incidentals. This will be the Out of Pocket Total. 4. Find Actual Spent on Meals and Incidentals Add PCARD Meal Total and Out of Pocket Total. This is the Actual Meal Costs. 5. Find Difference between Actuals and Per Diem Subtract the ACTUAL MEAL COSTS from the PER DIEM TOTAL. This amount is the remaining per diem amount the Reimbursable Per Diem. 2/18/

21 6. Add Reimbursement Reduction Entry Select New Expense and select the Reimbursement Reduction expense type Enter the Reimbursable Per Diem amount (from the above calculation) as a negative number in the Amount field. Enter a comment in the Comment field that this reduces the per diem to actuals. Select Save. The Reimbursement Reduction expense displays in the Expense List. See screen shot below. Note: The Total Requested amount has now changed to be the amount of the Actual Meal Cost. Keep in mind that this is not the amount to be reimbursed to the traveler. It is the out of pocket and PCARD Meals Total that will be charge to the PSU budgets. 7. Check Totals to Verify Amounts Open Report Totals on the Details menu. The Amount Due to Employee should reflect the reduction made. The employee is not receiving any additional per diem reimbursement beyond the amount that was out of pocket (cash or personal credit card, which is $18.75 in this example). This amount would be $0.00 if all individual meals were on the PCARD and there was no out of pocket. See screen shot below. 2/18/

22 Section 6: Adding Expenses In a report there can be PCARD expenses and cash expenses. It is important to check for the Visa icon on a PCARD expense. The absence of the VISA icon indicates a cash expense. In this section both PCARD and cash expenses will be covered. Cash or PCARD Cash Expenses are out of pocket expenses that may have been purchased using cash or a personal credit card. PCARD Expenses were purchased using the PSU VISA purchasing card (PCARD). The Concur System will refer to PCARD charges as Company Card Charges. PCARD charges can be identified by the Visa icon. Hovering on the Visa icon will display the charge details sent from Visa. Import PCARD Charges 1. In the Expense List click Import to display the Available Expenses list on the right side of the screen. 2. In Available Expenses, charges can be selected and imported using the Import button OR 3. Charges can be dragged and dropped into the Expense List. See screen shot below. PCARD Meal Expense Charges Individual meal expenses are reimbursed using Per Diem (Travel Allowances). The following outlines how to handle PCARD meal expenses and out-of-pocket meal expenses as they correspond to Per Diem meal allowances. Each type of meal transaction should be processed in this order: PCARD Meal transactions The default expense type, PCARD Meal Expense, will be assigned to all meals purchased with a PCARD. If a PCARD Meal Expense is a group meal: click on the expense to open it, change the expense type to Group Meals/Mtg (attendees required), and complete all required information. For complete details on entering group meals see Group Meals/Mtgs section below. If a PCARD Meal Expense is an individual meal: click on the expense to open it, click the Deduct From Reimbursement checkbox, and Click Save. 2/18/

23 The individual PCARD meal amounts will be subtracted from the total reimbursement amount due to the traveler. A payroll deduction will result if the total of traveler s PCARD meal expenses and nonreimbursable PCARD expenses exceed the total reimbursement the traveler is entitled to for cash expenses and per diem allowances. Group Meals/Mtg Expense Type Business group meals are those taken with guests, colleagues, or donors during which focused business discussions take place. The business purpose must be entered in the expense. Enter all required fields including attendee names to complete the expense. Attendees Attendees must have an Attendee Type selected which describes their relationship to PSU. Individuals and groups may be added as attendees. All PSU employees must have an attendee type of Employee. All active PSU employees are available in a searchable database for selection as attendees in a group meal. The employee data is maintained with regularly scheduled updates. Employee attendees cannot be created using the New Attendee button. Favorites & Recently Used Attendees who have been added to a prior group meal expense will be saved into the Favorites List. Attendees in the Favorites List can be added to current group meal by clicking the checkbox next to the name and clicking the Add to Expense button. The Recently Used List is a subset of the Favorites List. It will contain the names of 25 recently added attendees. Search for Employee Attendees: In the Group Meal expense in the Attendee section: 1. If employee is not in Favorites List use the Search function to find them. 2. Click on Search to open a new window called Search Attendees. See screen shot below. 3. Select the attendee type of Employee using the drop down arrow in the Choose an Attendee Type field. 2/18/

24 4. Enter last name of employee and click on Search. The search results will include all attendees who match the criteria selected. If too many search results are generated the search can be filtered further by entering first name, employee ID # or address. 5. Select the checkbox next to the desired attendee in the search results list. 6. Click the Add to Expense button to add employee to Attendee list in Group Meal. 7. The Search window will remain open. Continue searching for additional employees or click Close. 8. If the employee attendee is not in the search results, call the ERS Help Desk for assistance. New employees are uploaded into the list regularly. Note: Users cannot manually create an attendee record for an Employee attendee. Contact the ERS Help Desk for any questions regarding Employee attendees. Favorite Attendees: 1. Click on Favorites button to open the Favorites tab of the Search Attendees window. See screen shot below. 2. This tab lists all of the users favorite attendees (includes all employees and other attendees added to previous group meals) minus any attendees already be assigned to the current group meal expense. 3. Select one or more attendees using the checkboxes to the left of the name. Note that the list is broken into pages if there are more than 25 records. 4. Click Add to Expense. 5. If the desired attendee is not in the list, use the Search Attendee tab to find employees or click the New Attendee button to manually create an attendee record for non-employees. See Add New Attendee topic for more details. Note: Users cannot manually create an attendee record for a PSU Employee attendee. Contact the ERS Help Desk for any questions regarding Employee attendees. Add New Attendees (who are not PSU employees): Click the New Attendees button. Begin by selecting the Attendee Type. For a group of 12 or more select that Attendee Type. Enter Last Name and First Name for an individual or group name for a group. Attendee Title and Company are optional fields. Click Save & Add Another or Save. Attendee Count: The Attendee Count column allows adjustment of the number of attendees when the attendee represents a group of people. The cost per person calculation will be based on the total of the Attendee Count column. Note: An Attendee with the Attendee Type of Employee can only have an Attendee Count equal to one. Group of 12 or MORE: For a group of 12 or more attendees select Attendee Type of Group of 12 OR MORE. Edit the Attendee Count field to show the correct number of attendees. This attendee type can be used for employees and non-employees. Non-Taxable One-Day Meal This expense type is used when a meeting includes a meal where each participant pays for a portion of the meal expense or pays the entire cost of their own meal in one of the following scenarios: 2/18/

25 EXAMPLE 1: An employee travels from Harrisburg to UP for a meeting. Meeting participants decide to work through lunch and have food delivered to them. The employee pays $6.00 toward lunch -- the $6.00 would be a Non-Taxable 1-Day Meal expense. EXAMPLE 2: An employee travels to UP for a meeting. After the meeting, traveler and another participant go to lunch to review the topics discussed at the meeting, each paying for their own meal. Business purpose and attendees are required for the non-taxable one-day meal expense type. Out-of-Pocket Meals For individual meals purchased with cash or personal credit cards, do not create any expense entries. All individual meal expenses are reimbursed through per diem based on standard rates assigned to each location. Fixed Meal entries in the Expense List reimburse the allowable per diem for individual meals. See Travel Allowances section of this guide for more details on per diem. Hotel/Motel Expense The Hotel/Motel expense type can be itemized to show room rates and taxes as separate amounts. Itemization to separate room rates from taxes is only required by certain administrative areas and Commonwealth Campuses. Check with your department to see if you are required to itemize room rates and taxes. In Admin Areas that DO NOT require itemization: Check receipts for personal expenses or group meal expenses that need itemized. If none, expense is complete. Move onto the next expense. If there are personal items included on the receipt the expense must be itemized. Details on itemization are below. In Admin Areas that REQUIRE itemization: Open expense and click Itemize button to begin itemization process. Note: If user clicks Save without itemizing the expense will have a RED exception flag with the message: This entry must be itemized before the report can be submitted. To correct, click on the expense to open it and then click Itemize to begin the itemization. In the next pane complete the Check In and Check Out dates. The number of nights of stay field will autofill. Complete the Room Rate (each night) and Room Tax (each night) fields. If there is more than one type of room tax, use the additional tax fields provided. The Additional Charges fields can be used for other charges that happened each night of stay and which have the same per night amount (i.e. parking, online fees). Charges that did not occur every night can be entered individually after the Save. Click Save The Itemization entries are displayed in the Expense List. See screen shot below. The recurring charges entries are displayed as individual itemizations for each night of stay. 2/18/

26 The New Itemization pane is automatically displayed on the right side of the screen for entry of any additional expenses on the receipt as needed. Itemization is complete when the Amount Remaining is zero. System will automatically close the Itemization pane when the amount remaining is $0.00. See Section 10 for more details on itemizing. In the Expense List the itemizations are listed under the parent expense. They can be opened and edited. Click on the itemization entry to open it on the right side of the screen and edit as needed. Then Save changes. Note: PCARD credits for Hotel/Motel charges which display as negative numbers will not require itemization. Hotel/Motel receipts that include personal expenses: A receipt that includes personal expense such as personal phone calls, restaurant charges, room service or in-room movies) should be processed as follows: PCARD transaction: Itemize the expense. Itemizations for personal expenses must have the Deduct from Reimbursement check box selected. In-room meals and restaurant charges for individual meals must be identified as PCARD Meal Expenses and the Deduct from Reimbursement must be selected. This will reduce traveler s reimbursement by the amount of the expense. CASH transaction: Personal expenses are not required to be included on an expense report. If an expense is not required to be reported there is no reason to put it in ERS. Note: When entering CASH lodging expenses be sure to reduce the total amount of the hotel/motel charge by the amount of the personal expenses being omitted. PCARD Charges with Personal Expense All PCARD transactions in ERS must be processed in an expense report. Any PCARD transaction that is a personal expense must be identified as such and processed as follows: 1. In the Expense List and click on the expense to open and edit the transaction. 2. If the entire transaction is a personal expense and therefore owed by traveler to the University: Change the expense type to Non-Reimbursed PCARD Expense; and Select the Deduct from Reimbursement checkbox. Note: Selecting this checkbox on any part of a PCARD transaction will reduce the reimbursement amount due to traveler by that amount; if no reimbursement is due to traveler, the amount will be a payroll deduction. 3. If only part of the transaction is a personal expense itemize the transaction to separate the legitimate University expense from the personal expense. See Itemizing in Section 10 for details. 4. Click Save. 2/18/

27 Out-of-Pocket Expenses are Cash Expenses Out-of-pocket expenses other than meal expenses are added to an expense report as a cash expense using the New Expense function. 1. In the New Expense pane, the only field available will be Expense Type. 2. Click the drop down arrow and select the appropriate expense type from the list. 3. The screen will refresh displaying the fields associated with the specific expense type. 4. Complete all required fields (indicated by a red frame side) and optional fields as appropriate. 5. Click Save. 6. The Expense will display in the Expense List on the left side of the screen and the New Expense pane appears again ready for the next expense on the right side. Mileage Expense with Google Maps Mileage Calculator The Google Maps Mileage Calclulator has been integrated with the Personal Mileage expense type to allow users to create mileage expenses using the Google Maps interface. This will satisfy the requirement for mileage documentation when it is required. The Google Map Mileage Calculator will save and display the travel routes and miles within the expense. Users can add as many locations as needed to each mileage expense. As new locations are entered the system will save them into a Most Recently Used list for easy selection in future expenses. How Report Will Calculate the Reimbursement When an expense report has its final approval, the expenses are extracted into one entry for cash and one entry for PCARD charges to be sent to the university accounting system (IBIS). The extraction process calculates the amount of the cash entry in this order: 1. Cash Expenses are totaled. 2. If applicable - Cash Advance is applied to cash total. 3. Total of all PCARD expenses marked "deduct from reimbursement" is subtracted from cash. 4. If applicable - Reimbursement reduction expenses are subtracted from remaining cash. 5. The remaining cash, if any is the reimbursement amount to the employee or non-employee. Copy an Expense An expense entry can be copied and edited to create another expense of the same type. Expenses that can be copied are: Standard expenses (expenses that have not been itemized) Itemizations (the "child" expenses of an itemized expense) Expenses that cannot be copied are: Itemized expenses (the "parent" to the itemizations) Fixed allowance expenses (Fixed Meal and Fixed Lodging) Cash advance return Additional Notes: 1. Only one expense can be copied at a time; 2. An expense cannot be copied to a different report (it can be moved, but not copied); 3. Copy feature is available prior to report submission or after a report is sent back to a user; 4. Date field on the copy will increment by one day; 5. Allocation, attendees and comments will copy to a new expense 6. PCARD information, e-receipts and travel segments will not copy to a new expense; 2/18/

28 7. Using copy on a PCARD expense will create a new CASH expense that duplicates the details of the PCARD expense. To copy an expense: 1. Select the expense by checking the checkbox. See screen shot below. 2. Click Copy button. 3. New expense will display below the selected expense in the Expense List. 4. The new expense entry will be an exact duplicate of the selected expense with the exception of the date which will automatically increment by one day. 5. Click on new expense to open and edit as needed. Move an Expense From One Report to Another Report Expenses can be moved from one expense report to another expense report. The expense, all child entries, and its attached expense level receipts will move in its entirety to its new report. PCARD and cash expenses can be moved. This feature works only in reports with an approval status of not filed/unsubmitted or sent back to employee. Steps for Moving an Expense: 1. Select the expense by clicking the checkbox to the left. 2. Click the drop down arrow on the Move button. 3. Select the destination report from the list of options. 4. Go to the destination report. 5. Correct any exceptions caused by the move. Note: Receipts attached to the individual expense will move with the expense. Receipts attached at the report level will not move with an expense. Quick Expenses The Quick Expenses entry grid is a data entry page for quickly entering cash expenses. Once the expenses are added and saved, each expense can be opened and edited as needed. Using Quick Expenses: 1. Click the Quick Expenses button on the Menu bar in the Expense List. 2/18/

29 2. The Quick Expenses entry grid opens. Fill each field. The Expense field has a drop down list of expense type to select. 3. The Quick Expenses grid contains only five fields. When additional information or fields are required for an expense type the system will alert the user. 4. Click Save to move created expenses into the Expense List. 5. In the Expense List each of the new expenses can be edited as needed to add details in required fields or comments. Note: The Quick Expenses grid is not for working with PCARD charges. PCARD charges must be imported from the Available Expenses pane into the Expense List. Reimbursement Reduction This expense type is used to reduce a traveler s cash reimbursement. IT CANNOT BE USED TO CREATE A PAYROLL DEDUCTION. It can only reduce the cash reimbursement that is due to the traveler. Be cautious about reducing the cash below $0.00. Report owner must return a check to PSU for the negative report amount. See Section 5 of this guide for details on reducing per diem to actuals spent. Add Reimbursement Reduction Expense: Begin in the New Expense pane. Select the expense type of Reimbursement Reduction. Enter the amount as a negative number, which will reduce the reimbursement for the traveler. Enter the reason for the reduction in the Comment field. Caution: When calculating the amount of a reimbursement reduction, take into account any PCARD Meal expenses and other PCARD amounts that were marked deduct from reimbursement that are already being deducted from the reimbursement amount. Section 7: Available Expenses Available Expenses provide a seamless interface that links travel booking in onlion Travel Services and expense reports in ERS. Available Expenses contain four sources of expense information: 1. Itinerary data captured at the time of booking travel, 2. Reservations, 3. PCARD charges and 4. E-receipts captured directly from the vendor. 2/18/

30 Available Expenses List In an expense report the Available Expense List can be opened by clicking the Import button. See screen shot below. The Available Expenses List will open on the right side of the screen. See screen shot above. The Available Expenses List will include PCARD charges, trip segments, reservations and e-receipts. The icon(s) on each entry identifies the type of Available expense (i.e. trip segment, reservation or PCARD charge). Trip Details & PCARD Charges A plane icon denotes a trip detail for a flight itinerary. Car icons denote reservations for rental cars and the bed icon denotes a hotel reservation. PCARD icons denote PCARD charges. PCARD charges are not trip details. In the screen shot below the hotel and rental car icons are Trip Details from the reservation made through Travel Services. The Airfare contains a PCARD icon, an E-receipt icon and a flight itinerary icon. Importing a Trip Details (trip details that do not have a PCARD icon) into the Expense List will create a cash expense. Users need to figure out: if the charge was paid on the traveler s personal credit cash and should be reimbursed to the traveler or: if the charge was paid on another employee s PCARD and should then be marked deduct from reimbursement so it does not create a reimbursement to the traveler. If a trip detail is imported into the expense list prior to the PCARD charge arriving the system will prompt the user about matching the trip detail to the newly arrived PCARD charge. Warning: Airfare reservations made for a traveler with a department PCARD will send the flight itinerary for the travel to the traveler s profile, while the PCARD charge will be directed to the profile of the owner of the PCARD. Users will need to be careful when importing Trip Details into the Expense List of a report if the PCARD charges will be in a separate report. If they are imported into the traveler s report they will be cash 2/18/

31 expenses that will need to be marked as personal, deduct from reimbursment since they will be paid as PCARD charges in another report. Unwanted Trip Details can be deleted from the available Available Expenses list by using the Delete button. Deleting Trip Details Any unwanted items that will not be added to the report may be removed from the Available Expense list by selecting them and clicking the Delete button. See screen shot below. E-Receipts E-receipts will be a copy of the final receipt given to a traveler by the vendor. The e-receipt is sent to along with the PCARD charge by the participating vendors. Only reservations and charges made on a University PCARD or other registered credit cards in the traveler s profile can include e-receipts. E-receipts require folio data which is not currently available from every vendor through our PNC Bank feed. E-receipts must be activated by each user. The e-receipt activation message that appears in the Home screen is shown below. If the above message is not displaying in My Concur e-receipts can be activated on the Profile menu. Click on Profile. Click Profile Settings.In the Other Settings section look for E-Receipt Activation. See screen shot below. Note: Once users activate e-receipts they cannot opt themselves out, but they can opt out specific cards. They can opt out any card. If a personal card is registered in onlion Travel Services the user can opt out that card from being fed into expense reports. Users can opt out all cards if they no longer wish to participate. Credit cards can be added or opted out in the Credit Cards link in the Your Information section of My Profile. See screen shot above. 2/18/

32 The Credit Card section will list all cards set up in onlion Travel Services. See screen shot below. To opt a card out, click on to open and edit the card. Uncheck the Receives e-receipts for this card checkbox. See screen shot below. Save the change. Viewing e-receipt There are 3 ways to view an e-receipt. 1. Hover on the e-receipt icon in the expense to open the receipt in popup window. Move mouse off icon to close window. 2. In the Expense List click on the expense to open it. On the right side of the screen click the E- Receipt tab to review e-receipt. See screen shot below. 2/18/

33 3. On Receipt menu select Check Receipt, View Receipts in new window or View Receipts in current window. The e-receipts will display as any attached receipt does. See screen shot below. Section 8: Expense List Views In the Expense List the View menu selections control and change the view of the Expense List. Expense As: List view: This is the default view for reports for the report owner and delegates. Displays the date, expense type, vendor name, location and amount. Detail view: This is the default view for reports for approvers. Displays the date, expense type, description, payment type and amount. Group By: Select to group expenses by Expense Type or by Date. The default is No Grouping which orders the expenses by date from most recent to earliest. Calendar: Select to view One week, Two weeks or Month. Displays expenses by date and calculates daily totals. 2/18/

34 Section 9: Allocation Allocation is used to distribute expenses to more than one account code combination and to apply X-coding. By default, 100% of the expenses in a report will be allocated to the account code combination selected in the Report Header. Reports charging to just the one account code combination selected in the Report Header are automatically allocated by the system and do not require users to add allocation. Users manually add allocation when: multiple account, object code, cost center or sub account combinations are to be charged or an amount of the report total needs to be X-coded. Allocation can be created by using dollar amounts or percentages of the amounts. The processes detailed below outline the steps to complete Allocation. The percentage steps are first, followed by the dollar steps. Allocation tips for approvers of expense reports are covered in Section 23 of this guide. Allocating Report s Total by Percentage 1. After completing entry of all expenses, select Allocations on the Details menu. 2. Select the select all checkbox next to the Date field to select all expenses in the Allocations window. See screen shot below. 3. Next click the Allocate Selected Expenses button to display default allocation. 4. System will display the allocation done by default. Total amount is 100% allocated to account combination from the Report Header. See screen shot below. 2/18/

35 5. To add a second account combination or to x-code a portion of the total click the Add New Allocation button. See screen shot above. 6. System will automatically allocate by percentage in equal amounts such as the 50% split seen in the screen shot below. 7. Percentage can be changed as needed. Highlight amount and type in new percentage. 8. To turn on X-Coding for an amount: a. Click in the X-Code Field b. Click the drop down arrow c. Select Yes from the list. See screen shot below. 9. To select a new account number: Click in the Account field. a. The bold-face MRU (most recently used) list of accounts will display first. b. For another account delete current entry and type the first seven numbers of the account. In screen shot below " " has been entered. c. Search results will display below the MRU list. d. Scroll down search results to select account. e. Next Object Code and Cost Center must be selected f. Click in the fields to begin the search. g. Scroll down list to select entry. 10. To select just a new cost center keeping the same account and object code: a. Click in the CTTR field. b. Scroll to view the list of cost centers. c. Select the Cost Center from the list. 11. Check that allocation is 100%. The Remaining should be $0.00 (0%). Edit allocation if needed. 12. When the allocation is complete, click Save. 12. The system will verify the save. Click OK. 13. When Allocation is complete click Done to return to the Expense List. Allocating Report s Total by Dollar Amount 1. After completing entry of all expenses, select Allocations on the Details menu. 2. Check for positive and negative numbers: 2/18/

36 Positive and negative numbers cannot be grouped together when allocating by dollar amounts. Begin by allocating all the positive numbers. Second will be the negative numbers. 3. In the Allocations window, select the select all checkbox next to the Date field to select all expenses. See screen shot below. 4. Then unselect any negative numbers - only positive numbers will be allocated as the first group. 5. Next click the Allocate Selected Expenses button to display default allocation. 6. System will display the allocation done by default. Total amount is 100% allocated to account combination from the Report Header. 7. To switch to allocating in dollar amounts, click the Allocate By drop down arrow and select Amount. See screen shot below. 8. Amount is now displayed in dollars. 9. To add additional account combinations or to X-Code a portion of the total click the Add New Allocation button. 10. System will automatically split the dollar amounts equally as seen in the screen shot below. 11. Change amounts by clicking on the amount and typing in the correct amount. 12. Change amounts and account information as needed. 13. Check that allocation is 100%. The Remaining should be $0.00 (0%). Edit allocation if needed. 14. When the allocation is complete click Save. 15. The system will verify the save. Click OK. 16. Next work with the negative amounts in the list of Expenses. The negative amount will credit back automatically to the account combination in the report header. Decide if that is correct. If the negative amount needs to be split among account combinations select the negative expenses and click Allocate Selected Expenses to begin the process of adding allocations. 17. When all allocations are complete, click Done to return to the Expense List. 2/18/

37 Viewing Allocation By Percentage: 1. The Allocation icon given to each expense when the user has manually allocated the report will display the allocation by percentage. 2. Hover on the icon to open the display. 3. Move cursor off icon or pop up to close it. See screen shot below. By Dollar Amount 1. Allocation Summary: On the Print Menu select the Allocation Summary link. The Allocation Summary will open in a pop up. See screen shot below. It will display the dollar amounts allocated. A dollar amount not connected to an account combination will be the total of the expenses marked deduct from reimbursement. Click Close in the upper right corner to close the pop up. 2. Detailed Report: On the Print Menu select the Detailed Rpt. The Detailed Report will include a section named Budget Information which contains the allocation details. 2/18/

38 Deleting Allocation Added allocations can be edited and added allocations can be removed as long as at least one allocation remains. At least one allocation must be in the report. The percentages of the allocations listed must total up to 100%. If only one allocation is listed it must be 100%. Create Allocation Favorites When allocation will be done in a specific way on multiple reports the Allocation Favorites feature allows the saving of a group of allocations to use on other expenses. When the allocation favorite set is applied to another expense, the data in the stored allocation records is validated to ensure any project codes or other list fields are still valid, and alerts the user if data needs to be corrected. Once the allocations are added to the expense, they can be edited just like a manually-entered allocation row. Create allocation favorite: 1. Create an expense report and create the allocations. 2. Click Add to Favorites. The Add to Favorites screen opens. 3. Enter a name for the allocation favorite and click Save. 4. The allocation is added to your favorites. Assign allocation favorite: 1. Open Allocations. 2. Select expenses to be allocated. 3. Click Favorites. A list of allocation favorite(s) displays. 4. Select the desired favorite. 5. Click Yes. 6. Allocations rows are added matching the Favorite. 7. Click Save. 8. Click Done. Allocation Favorites Maintenance Users can remove out of date allocation favorites by clicking on the red X icon next to the favorite name in the Favorite drop down list. Editing Allocation Favorites To update an Allocation Favorite: 1. Open Allocations and edit allocations to new specifications. 2. Click Add to Favorites and enter the same Favorite name as prior set. 3. Click Yes to confirm the overwriting of the existing set. Section 10: Itemizing Itemizing Itemization is used for two purposes ONLY: 1. To separate room rates and taxes in the Hotel/Motel expense type when it is required by the admin area, or 2. To separate legitimate University expenses from personal expenses. 2/18/

39 Itemize an Expense 1. Open the expense by clicking on it in the Expense List. 2. Click Itemize button at the bottom of the pane. 3. A running balance is shown at the top of New Itemization. See screen shot below. 4. The itemization process is complete when the Amount Remaining equals $ For each itemization an expense type must be selected and all required fields completed. Entries from the Parent Expense will copy down to the Itemization fields. They can be edited if needed. 6. For any itemized amount that is personal and non-reimbursable, select the Deduct from Reimbursement check box and add a reason in the Comment field. 7. Add itemizations until the sum of all itemizations created equals the Total Amount field at the top of the screen (the Amount Remaining field is zero). 8. When amount remaining equals $0.00 the system will close the Itemization pane automatically. Itemization List The itemizations are listed in the Expense List underneath the parent expense. The itemizations will be indented to separate them from the parent expense. Note: The itemization expense types are not boldface as the parent expense is. Amount Remaining is not zero If the Amount Remaining field is not zero, the itemization is not complete. Additional itemizations remain to be entered. The expense will be red flagged until the Amount Remaining field is zero. Hiding/Showing Itemization The itemization control icons will show or hide itemizations in the Expense List. Section 11: Currency Conversion Conversion rates are available for both PCARD and Cash expenses. Both the Date and City fields must be entered for exchange rate to be activated for the expense. The city field controls the foreign currency type. It is the entering of an OCONUS location in the city field that activates the currency conversion fields in the expense. Note: Itemization of the expense will be done in the foreign currency. The total amount of the expense will display in US dollars while the itemizations will display in the foreign currency. 2/18/

40 Activating the foreign currency conversion: 1. Enter date in Date or Check-out Date field (date is needed for correct conversion rate). 2. Enter the OCONUS location name in the City field. 3. Currency conversion is automatic. US Dollar amount or foreign currency amount can be entered to begin the conversion. 4. Use tab key to complete the conversion. See screen shot below. Turning Off Currency Conversion: To turn off currency conversion in an expense, replace the OCONUS city with a US city in the city field. System will ask for confirmation that the converter should be turned off. The US city can then be deleted from the city field if not needed. Section 12: Cash Advance A cash advance for travel must be assigned to the expense report for that travel. When a cash advance is assigned to an expense report it is displayed in the Report Totals and on the Assigned Cash Advance link on the Details menu. Cash Advance List: If Cash Advances button on the Home screen displays a number greater than 00, click the button to display the list of cash advances. Cash advances are not acted upon in this list. Users assign cash advances to expense reports during the creation of the report or from the Details menu in an existing report. Assigning a Cash Advance: 1. Select the cash advance by clicking the checkbox to the left of the Cash Advance Name. 2. Click Assign Cash Advance to Report. 3. The Cash Advance will not be listed in the Expense List. 4. To view the cash advance amount utilized select Cash Advances / Assigned link on the Details menu or select the Report / Totals on the Details menu. 2/18/

41 Assigned Cash Advance: 1. In Expense List on the Details menu select Cash Advances / Assigned. 2. Cash advance assigned will be displayed. 3. Balance column shows the unused portion of cash advance. 4. Amount Used in Report shows amount of cash expenses applied to cash advance total. 5. The amount in the Balance column will be the Cash Advance Return amount if applicable. See screen shot below. Cash Advance Return Amounts: If the entire cash advance has not been used by the traveler, the unused amount must be returned. To enter cash advance return amounts: 1. Click on New Expense in the Expense List. 2. Select the Expense Type of Cash Advance Return. 3. Enter the amount to be returned. 4. Click Save. 5. The Cash Advance Return expense will be displayed in the Expense List. Note: Cash advance return amount must be manually returned to the university by cash or check. Cash advance returns cannot process as a payroll deduction. Report Totals: Report Totals will display the return amount, on the Details menu select Report /Totals. The Less Cash Advance Returns line displays the amount returned. See screen shot below. Cash advance return amount will also display in the Amount Owed the Company line. It will not be a payroll deduction. The amount will need to be returned to PSU by cash or check and processed with a ROCR. The amount in the Less Cash Advance Returns line and the Cash Advance Utilized line added together equal the original amount of the cash advance. The Cash Advance Utilized line is only displayed in the Report Totals when a cash advance has been assigned to the report. The Less Cash Advance Returns line is only displayed when a cash advance return expense has been added to the report. Note: If there is an amount due back to PSU on a Cash Advance Return, the money must be returned by a check from the employee to the university. A payroll deduction is not possible. 2/18/

42 Section 13: Details Menu 1. Details menu / Report Header displays the report header window and allows editing. 2. Details menu / Totals displays a summary of the expense report. It shows the amount due to the employee which is direct deposited to the employee or is in a check to the non-employee or inactive employee. The amount owed to the company (PSU) indicates a payroll deduction or an amount to be returned to PSU by a check from the employee. If there is a cash advance return in the report the amount in the Amount Owed Company field will need to be collected from the traveler and manually processed in IBIS. 3. Details menu / Audit Trail window is populated beginning with the creation of the report by a delegate or when the owner/creator of the report submits. It will identify the delegate who created the report if applicable. The Audit Trail displays the actions taken on submitted reports and comments added by approvers. 4. Details menu / Approval Flow window is populated after the report is submitted. It displays the names of the approvers in the cost object approval workflow path of the report. Click the account number to expand the approval list to show all approvers and the approval dates. 5. Details menu / Comments window displays all report level comments. Comments can be added by Approvers and Expense Processor users. 6. Details menu / Cash Advances / Available window displays any cash advances that are available to be assigned to a report. Select the Cash Advance and click Assign Cash Advance to Report link to assign it to the report. See Cash Advance section of this guide for more details. 7. Details menu / Cash Advances / Assigned window displays the assigned cash advance(s) in the report showing the amount used in the report and the balance remaining. See Cash Advance section of this guide for more details. 8. Details menu / Allocations window is used to manually allocate the report total by percentage or by dollar amount to multiple accounts, object codes, cost centers, or sub accounts OR to X-code portions of the report total. See the Allocation section of this guide for more details. 9. Details menu / Travel Allowances / New Itinerary window is used to create a new itinerary assigned to the report. See the Travel Allowances section of this guide for more details. 10. Details menu / Travel Allowances / Available Itineraries window displays the itinerary list. Itineraries can be edited and assigned to the report. See the Travel Allowances section of this guide for more details. 11. Details menu / Travel Allowances / Expenses & Adjustments window displays the fixed allowances for the travel based on the assigned itinerary(ies). See the Travel Allowances section of this guide for more details. 2/18/

43 Section 14: Receipts Attaching and Deleting Receipts may be attached to a report by uploading a scanned image or by faxing. Keep original receipts until expense report has been paid then dispose of them. The receipt images attached to the report become the permanent record. Steps for uploading images and faxing are detailed below. Two (2) Receipt Levels in Expense Reports 1. Report Level Has been the standard receipts function in ERS since implementation. Receipts are attached to the report by image/file upload or faxing process. Receipts are viewable on the Receipt menu in a New Window or in the Current Window. Receipts can be deleted on Receipt menu. 2. Expense Level Receipts Individual receipt is attached to specific expense in the Expense List. Available Receipts holds uploaded receipts waiting to be assigned to an expense. Individual receipts are detached from the expense and then can be deleted. Expense receipt displays by hovering on icon on expense. Attaching Receipt Images Expense Level receipts also display in the Receipt Menu with the Report Level receipts, but they are not deleted there. There are eight options for attaching receipt images in ERS. Options are: 1. Scan and upload multiple receipts in one file to a report using Receipt Menu command, 2. Scan individual receipts for one expense and drag & drop in Available Receipts in the Manage Expenses screen, 3. Scan individual receipts and attach to an individual expense during upload, 4. Scan individual receipts and upload into Available Receipts within an expense report, 5. Use the Attach Receipt button in an expense to attach a receipt from Available Receipts or browse to upload a saved receipt. 6. individual receipts into Available Receipts, 7. Use Concur Mobile app to snap shot a receipt automatically into Available Receipts, and/or 8. Fax receipts to report using Fax Cover Page. Upload Receipts to a Report using Receipt Menu 1. Scan receipts and save to a known location. 2. PDF is the recommended file type; PNG, JPG, JPEG, HTML, TIF, and TIFF file types are also accepted. 3. File size must be smaller than 5 MB. 4. Select Attach Receipt Images on Receipts menu in the Expense List. 5. The Receipt Upload and Attach dialog box includes the expense level receipt attachment option alongside the report level options. Refer to notes on screen shot below. 2/18/

44 5. If any of the files fail to upload successfully the system will display a failed to upload message. If file uploads successfully file status will be Attached. 6. Click Close to return to the expense report. Within minutes the files should be attached to the report. 7. To verify the upload use Check Receipts on the Receipts menu in the Expense List. Note: There is no limit to the number of images/files that can be uploaded. There is a 5 mb size limit per image/file. Each upload session allows up to 10 images/files multiple sessions are supported for the same report. Reducing scanner resolution to around 72 dpi (dots per inch) is recommended to keep image/file size smaller which will make upload time shorter. Individual Expense Receipts Individual expense receipts are attached to the expense. Receipts are attached from the Available Receipts or uploaded on the Receipt menu to one expense. o In a report select one expense, then click on Available Receipts to view receipts. Attach o o receipt by clicking the attach icon or drag & drop the receipt onto the expense. OR Select an expense and click the Attach Receipt button. Select receipts from Available Receipts or browse & upload receipt to attach. OR On Receipt Menu select Attach Receipt Images, select one expense from the list, browse for image and click Upload. Receipt will be attached to the selected expense. 2/18/

45 Upload Receipt into Available Receipts 1. In an Expense Report click Available Receipts button to browse & upload receipt into Available Receipts OR 2. In the Home screen click Expense, in the Available Receipts section drag & drop images to the button or click button to browse for images to upload. Individual Receipts into Available Receipts Use of the function requires that the address to be used is verified by the system. To start the verification process, click on the Available Receipts button in the Expense List of a report or go to section of the Profile section of the system. Click the link named Verify My . If link is not present an address has already been verified. To receipts: 1. Scan receipts and save to a known location. 2. PDF is the recommended file type; PNG, JPG, JPEG, HTML, TIF, and TIFF file types are also accepted. 3. Launch the application. 4. Attach receipt image(s) to the message. 5. Subject and message body should be blank OR image may be embedded into body of Send to: 7. Images will be placed in the Available Receipts and be available to be attached to an expense. Delegate s receipts to delegator s Available Receipts: 1. Delegate starts a new message. 2. In the Send field enter: 3. In Subject line enter the delegator s verified address. (an example: 4. Attach receipt image(s)/file(s) to message or embed the image(s) in the body of the . Note: Each attached image/file will be a separate image in the Receipt Store. All images embedded in the body of the will be placed in one image in the Receipt Store. No typed text in the body of the will appear in the Receipt Store. 5. Send The system will verify that the sender has delegate rights and then load the images into Available Receipts. If sender is not a delegate the images will be rejected. 6. Check Available Receipts to view image. Use a Concur Mobile App to Upload Images into Available Receipts 1. On mobile device launch Concur mobile app. 2. Go to Receipts. 3. Use device's camera to capture the receipt in an image. 4. Image will automatically upload into Available Receipts. If connection is lost before image uploads, the upload will occur the next time the devise connects to the internet. 5. Images in Available Receipts are available to be attached to an expense. 2/18/

46 Fax Receipts The faxing of receipts begins in a print command that produces the fax cover page. 1. In the Expense List on the Print menu select 1-page Fax Cover Sheet. 2. The Print Preview window opens. Click Print. 3. Fax the cover page and receipts to: Wait 5-15 minutes, then verify that the receipts have been attached. Use Check Receipts on the Receipts menu in the Expense List to view attached receipts. Quality checklist: Use the highest resolution possible on your printer. Print on plain white paper. Print using portrait orientation, not landscape. Make sure the print is dark and clear, with no smudges, streaks, or marks. Check that there are three barcodes with the words TOP and BOTTOM. Place the pages so the cover page is faxed first. Place the pages facing correctly (face down for most fax machines). Feed the pages as straight as possible. Set the fax machine to Fine Resolution and turn Polling Off. Make sure that halftone or photo mode is not on. Attaching Additional Receipts Additional receipts can attached to any report with a status of Not Submitted or Returned by any method. After a report is submitted only Receipt Menu uploads or faxing can be used to add receipts. Deleting Receipts Attached receipts can be deleted from an expense report with an approval status of Not Submitted or Returned. Receipts can be deleted by the owner of the report or a delegate. Report level and expense level delete processes are different. Details below. Delete Report Level Receipts: 1. Begin in the Expense List 2. Select Delete Receipt Images on the Receipts menu. 3. The delete function removes all attached report level receipts from the report. 4. This delete process will not delete expense level receipts. They will continue to display in the list. Note: The Delete Receipt Images selection is not on the Receipts menu when a report is created. Receipts must be attached and viewed to activate the delete function in the report. The delete selection will then appear in the Receipts menu. Delete Expense Level Receipts: 1. Begin in the Expense List 2. Hover over the Receipt Attached icon, then click Detach from Entry. See screen shot below. 2/18/

47 3. Open Receipt Store and use Delete button on receipt image to delete the image. See screen shots below. Section 15: Printing Expense Reports Print an Expense Report 1. The print command is available in the Expense List. 2. The Print menu will have different print options depending on the report type. Print options can include: o o o o o o 1-Page Fax Cover Sheet to produce the fax cover page that must be the first page of the fax transmission for sending receipts to the Concur imaging service. Detail Report to print the report. To also print itemizations select the Itemization checkbox in the print preview. There are different versions of the detailed report available. Make selection based on purpose of the printed report. Detail Report GROUP MEAL FORM to print a group meal form for signatures from employees not in the approval flow of the report. Detail Report TAXABLE MEAL FORM to print a taxable meal form for a signature from the employee acknowledging the taxable amount of the per diem received on the 1-day travel. VAT Receipt Transmittal Cover Sheet to be used in the VAT reclamation submission. Allocations Summary to view or print the summary of the allocations in the report. 2/18/

48 Section 16: Reviewing and Editing an Expense Report To review or edit an expense report: open the report. Use the following features to assist in the review. Check for Receipts To check if all required receipts have been successfully assigned to the report: 1. Open the report. 2. Click on Receipts menu / Check Receipts, View Receipts in New Window or View Receipts in Current Window to view any assigned receipts. 3. Expense level receipts will also display by hovering on the icon. 4. If no receipts have been assigned, a message to that effect will be displayed. 5. See the Section 14: Attaching Receipts of this document for instructions on attaching receipts. Note: A report cannot be submitted if missing required receipts. Required receipts must be attached prior to submitting the report. Editing Expenses To edit the expenses of a report begin by opening the report: 1. Click on an Expense to open it. 2. It will display on the right side of the screen. Click in a field to edit. 3. Click Save. Deleting Expenses To delete an Expense in the Expense List: 1. Select the expense by clicking in the checkbox to the left in the expense s row. 2. Click the Delete button. Editing Itemizations in an Itemized Expense To edit the itemizations of an expense, on the Expense List screen: 1. Click the show itemizations icon 2. Click an itemization to open it. 3. In the Itemization pane on the right side of the screen make the necessary changes. 4. Click Save. Editing Itineraries To edit or update itineraries click the Details menu / Available Itineraries: 1. In the Assigned Itineraries section click on a stop/row and then click Edit. 2. In the Edit Itinerary tab click on a stop/row to edit. It will open on the right side of the screen. The fields will be editable. Click Save to save the changes. 3. To add a new stop/row begin typing in the New Itinerary Stop fields displayed on the right. Note: Any changes made to the itinerary will change the allowances in the Expenses & Adjustments tab. Go to Expense & Adjustments tab. Check the allowances to verify the changes 2/18/

49 made and then click Update Expenses. This will update the Fixed Meal and Fixed Lodging entries in the Expense List. Deleting an Expense Report Any time prior to being submitted or after being sent back to the employee, an expense report can be deleted. There are 2 ways to delete a report. 1. On the Report Library list, select the report with the checkbox and click Delete Report, or 2. In Active Reports, select the report to open it. In the Expense List click Delete Report. System will open an alert window to confirm that the user wants to delete the report and to warn that the delete is final. A second alert window allows the user to choose to delete any attached itineraries or to keep the itineraries in the system in the Available Itineraries list. Note: When a report is deleted any PCARD transactions assigned to it will return to the Available Expenses list of Available Charges. They can then be assigned to another expense report. Section 17: Submitting Expense Reports Submit an Expense Report 1. Log into ERS from the ERS Web site: 2. Click the Open Report button. 3. In Active Reports list click on the report name. 4. Expenses will now be displayed on the left side of the screen. 5. Click Submit Report button in upper right corner of screen. This opens the Final Review window. 6. Final Review window contains the electronic signature statement and lists all required receipts. 7. Click Accept & Submit. 8. The Report Submit Status window will display. Check the Amount Due Employee for any reimbursement amount. Check the Amount Owed Company for the amount of a payroll deduction or the amount of a cash advance return. 9. Click Close. Submission process is complete. Submitted Reports During the submit process a report is assigned the approvers in the Approval Flow. Approvers are assigned based on the accounts charged in the report. Submitted reports will have the approval status of Pending Cost Object Approval and are read-only. Report will not be editable by report owner or delegates. If a submitted report needs to be revised or an addition made it must be recalled from the approval flow by the report owner or sent back to the employee by an approver. A report with an Approval Status of Returned is editable. See next section of this guide for details on recalling a report. Correct and Resubmit Report When a report has been sent back to the employee for corrections or additions, the corrections must be completed and the report then resubmitted by the employee. 1. In a returned report, click Comments on the Details menu to open the list of comments for an explanation of what needs to be edited or corrected. 2/18/

50 2. Report fields can be edited, new expenses can be added, receipts can be deleted and additional receipts can be attached. 3. Owners of the report or their delegates can make corrections to a returned report, but only report owners or a delegate with Submit rights are able to resubmit the report. Section 18: Recalling Expense Reports Expense Reports can be recalled from the approval flow by the owner of the report or a delegate with Submit rights. Reports can be recalled any time up until they have their final approval. Recall an Expense Report: 1. Open report. 2. In the Expense List click Recall button. It will be located in the upper right corner in the same position that the Submit Report button was prior to the submit. 3. The new Approval Status of the report will be Returned. The report will be editable by the report owner and delegates. Section 19: Copy an Expense Report Expense reports can be copied and edited to create a new report. Any expense report with any status can be copied in the Expense List. The copied report can be edited as needed. Copy a report: 1. Open Expense List In Active Work select View Reports. 2. Select the check box of the report to be copied. See screen shot below. 3. Click Copy Report. 4. The Copy Report screen appears. See screen shot below. 2/18/

51 5. Edit Report Name field to the new report name. 6. Enter the Starting Date of the new report entries. The system calculates the remaining entries on the new report based on the new starting date. See example below. 7. Click OK. The report is copied with the new name and dates. 8. Next Create an Itinerary if per diem is to be added to report. On Details menu select New Itinerary. 9. Continue editing report until it is complete. Additional Information for Copy Report Process PCARD expenses will be copied as Cash Expenses. Attendees, itemizations and allocations will copy. Itineraries and Fixed Meal and Fixed Lodging expenses will not copy. If none of the entries can be copied over, the report header is copied but the report will have no expense entries. Section 20: Cost Object Approval Expenses are cost objects in the ERS system. Cost Object Approval is done by approvers set up by the Financial Officer of each administrative area for the budgets of that administrative area. Cost Object Approval: When a report is submitted the Approval Flow is assigned to the report by the system. Each account charged in the report will have its approvers assigned to the report. The Cost Object Approval allows the report to be pending approval of the first approver of each account when the report is submitted. As each approver approves the report approval moves to the next approver on that account. A report can be in the Approval Queue of multiple approvers at the same time. 2/18/

52 Approve or Send Back: If the report is correct the approver approves the report and it moves on to the next approval. If any corrections or additions are needed the approver sends the report back to the employee for the needed changes. The report will be given the status of Returned and will be removed from the Approval Queue of all approvers. When the report is resubmitted the Approval Flow will be reassigned and the report will begin at the first approver of each account charged in the report. If an approver makes a change to the accounts charged in the report the system will reevaluate the workflow and restart the workflow sending the report to the first approver of each account charged in the report. Approval Flow: The Approval Flow is opened on the Details menu. When the Approval Flow screen opens it displays each of the accounts charged in the report. See screen shot below. To expand the approver list for each account click the account number. See screen shot below. The date listed below an approver s name is the date the approval was done. Cost Object Approval allows the report to be moving through multiple approval paths at the same time. This shortens the approval time for a report. The report will move to the next approver for each account as an approval is done. 2/18/

53 Section 21: Expense Delegate Expense Delegates are individual(s) who act on behalf of someone else in ERS to prepare, submit and/or approve expense reports. Expense delegates are not able to set themselves up as a delegate for another employee. Delegate rights are given by the delegator to the delegate. Financial Officers also have an admin tool that can be used to set up delegate rights. Act as an Expense Delegate To act as an Expense Delegate click Profile. Select the radio button for I am a delegate or travel assistant. Expense delegate rights must be given to the delegate by the delegator employee or by Finance Office staff using an admin tool. See Add New Delegate section of this guide for details on setting up delegate rights. If name is not in the Search Results the delegate rights are not assigned. Contact employee or FO staff to have rights assigned. Click in search field. Begin typing last name. Select name. Click Apply. Note: When Apply has been clicked the Home screen for that person opens. If the Expense menu is missing and only Travel Arranging tasks are available. Expense Delegate rights need to be assigned for the Expense menu to be activated. To change to a different employee to administer for, click the Administer for button, type the name into the search field, select the name and click Apply. Stop Administering for another user To stop administering for another user, click the Administering For field. Click End Admin Session. System will return to the profile of the logged in user. To administer for another person click Profile and search for the person. Expense Delegate Rights Rights/Permissions assigned to the delegate control the tasks a delegate can do for the other employee. Rights must be assigned to a delegate by an employee or an admin tool. Revised 2/18/2015

54 Expense Delegate Rights include: Can Prepare: Delegate can create, edit and delete expense reports, notify the employee when the report is ready for submit, modify Expense Preferences, add and manage attendees. Can Submit: Delegate can submit report for the employee. There is an additional step prior to the submit that must be done. When the report is complete the Detailed Report with Submit Certification must be printed, signed by the employee who is the report owner and attached to the report. This signed form provides the signature of the report owner. Can View Receipts: Delegate can attach, delete and view receipt images. Receives s: Delegate receives all Autonotifications relating to all expense reports and PCARD transactions for the employee. Approver Delegate Rights include: Can Approve: Delegate can approve submitted reports on behalf of another workflow approver. Reports pending approval will be in the Approval Queue. Can Approve Temporary: Delegate rights to approve are set for a specific time period. Receives Approval s: Delegate receive the same s as the approver concerning reports entering the approval queue. Add a New Expense Delegate Employees can add a delegate to their profile or FO office staff can use an admin tool to assign a delegate to an employee. Delegates are not able to set themselves up to delegate. All expense delegates should be given these authorizations: Can Prepare and Can view receipt images. These rights allow the delegate to create expense reports, attach receipts and view the attached receipts. Can Submit gives authorization for a delegate to submit expense reports on behalf of another employee. When a report is submitted by a delegate there are specific requirements that must be met by both the expense delegate and the report owner. To allow the delegate to receive all notifications concerning the expense report, attached images and PCARD charges check the box for Receives s. The functionality for Can Approve and Receives Approval s are controlled by a Financial Officer or their designates. Steps for Employee to Add Expense Delegate: 1. Click Profile. 2. Click Profile Settings. 3. Click Expense Delegates. 4. List of delegates will open. See screen shot below. 5. Click Add. 6. In the Search field, type in last name or web access ID for the employee. 7. Select the name from the search results list to add as a delegate. 8. Turn on the delegating rights for the person by clicking Can Prepare. The Can View Images checkbox will automatically be checked also. Only check the Receives s or Can Submit checkboxes as needed. 9. Click Save. 2/18/

55 Requirements for reports submitted by a delegate: After a delegate completes the expense report in ERS: 1. Delegate must print the Detail Rpt EMPLOYEE (Submit Certification) from the expense report Print menu. 2. Report owner must sign the printed Employee Expense Report with Submit Certification form No Proxy or Delegate signatures are permitted. 3. Delegate must attach the signed form to the ERS expense report as a receipt and confirm that it is viewable and readable from the Receipts menu. Expense Delegate s When the right to Receive s is given to an expense delegate the delegate will receive all Autonotifications concerning reports, receipts and PCARD transactions for that delegator. There is no control to turn off some of the notifications. The delegate will receive s each time the report is approved by an approver, when a report is sent back to the employee, when receipts are successfully attached to the report and when PCARD charges arrive in ERS. One suggestion for delegates for controlling the messages is to set up rules in the application mailbox to filter incoming Autonotifications from ConcurSolutions.com by the subject line. Messages with the subject line Expense Report Status Change could be sent directly to a subfolder or the deleted folder. All Autonotifications could also be sent directly to a subfolder to keep them out of the inbox. Delete an Expense Delegate: 1. Click Profile. 2. Click Profile Settings. 3. Click Expense Delegates. 4. List of delegates opens. 5. Click checkbox to the left of the delegate s name. 6. Click Delete. Section 22: Approving Expense Reports Submitted expense reports are approved for payment by the completion of the approval workflow. FO's set up the approval workflow for each budget. A submitted report will automatically move through the approval workflow after it has been submitted. Required Approvals Button: In the Quick Tasks bar or in My Tasks, click the Required Approvals button to open the Approval screen. Approvals Home tab: Approvals Home displays reports currently pending approval. Reports tab: Reports tab opens filtered to reports currently pending approval. The View menu is used to filter the historical list of approved report for a specific time period. 2/18/

56 Approval Actions: Approvers in the workflow will have three choices when approving expense reports. 1. Approve the report, 2. Approve and forward the report to an off-path approver or 3. Send the Report Back to the employee for corrections or additions. Review and Approve an Expense Report: 1. Click report name to open report. 2. In the Expense List the Report Summary on the left contains the following fields*: Amount Due Company displays the amount of the payroll deduction, cash receivable or cash advance return. Amount Due Company Card displays the amount due back to PSU for PCARDs marked personal. Amount Due Employee displays the amount of the reimbursement to the employee. Cash Advances displays the cash advances assigned to the report, starting balance and available balance. 3. Cost Object Approved Amount field displays the amount of the report being charged to the approver s budget. Balance of report total (if any) is allocated to other budgets. See screen shot below. 4. On the Details menu: Click Report Header to review the details of the report header. Click Totals to review accounting details. Click Comment to add a comment to the report. 5. Click Itemization icon to view itemizations of an expense. 6. On Receipts menu click: View Receipts in new window will open and display the receipt images in a pdf format. 2/18/

57 View Receipts in current window will open and display the receipts in the right side section of the Expense List. 7. Check Allocation Summary. On Print menu select Allocation Summary. 8. Click Approve on the Expense List screen to approve the expense report. The report will move to the next approver in the cost object approval workflow. Approve and Forward to an Off-Path Approver Expense reports may be approved and forwarded to an Off-Path Approver (someone who is not in the cost object approval workflow). Anyone in the University can be an off-path approver -- they can review and approve an expense report as is or send the report back to the employee for modification and resubmission. To approve and forward: 1. In the Expense List on the Details menu select Approval Flow. 2. Click the account number to expand the display to show all approvers on the account. 3. Go to the row of the Approver listed below your name. See screen shot below. 4. Click the add a step icon. This will add the off-path approver between you and the next approver. Be sure to select the upward pointing arrow. 5. Click in the User-Added Approver field and begin tying the person s last name or select the field to search by on the drop down list and type in the information to search for the person. See screen shot below. 6. Click the appropriate name from the search results. 7. Click Save Workflow. This is critical. Without the save the addition will be lost. 8. Approval Flow will close automatically. 2/18/

58 9. Complete review and approving tasks. 10. Click Approve. 11. Report will move to the next approver. 12. When the off-path approver approves the report, it will move to the next workflow approver. Send a Report Back to the Employee To return a report to the employee for correction: 1. Click Send Back to Employee. 2. Enter a comment explaining the reason the report is being sent back and the corrections needed. 3. Click OK. The report is returned to the employee. 4. The employee will receive an notification that the report has been returned. Delegates may also receive the notification if the delegate right of Receive s has been given. See the Add a New Delegate section of this guide for details. Approvers may edit only some fields or perform certain actions when Approving: There is a limited list of actions an Approvers can take on a report while approving. Some of those allowable actions include: Edit fields in the Report Header, including Report Name. Attach receipts to reports by faxing or uploading images. Add comments in Report Header or expenses. Edit or add X-code amounts for expenses. Add or edit allocations. Add or Remove Attendees in Group Meals. Add or edit Taxable Amount in Fixed Meal entry. Change an Expense Type for an expense or itemization. Check or uncheck Deferred checkbox in the Report Header. For other corrections or edits the report must be sent back to the employee for modification and then be resubmitted by the employee. Historical List of Approved Reports To open the complete list of reports approved in Approval Home screen click the Reports tab. When report list opens it is filtered to reports currently pending approval. Use the View menu to select a historical time frame in which to view approved reports. Notifications for Approvers There are two options for autonotifications for approvers: 1. Receive an each time a report arrives for your approval. This is turned on by default. 2. Receive one reminder each day that any reports are pending your approval. Change to this setting in the Expense Preferences section of Profile/Profile Settings. Uncheck the item for An expense report is submitted for approval. 2/18/

59 Section 23: Allocation for Approvers Allocation is used to charge specific expenses or amounts to an account, object code, cost center or subobject. By default all the expenses in a report are allocated 100% to the account listed in the Report Header. Allocation defaults to percentage. Allocations must total up to 100% of the report amount. Approvers can view allocations, edit existing allocations or add new allocations to a report. Viewing Allocations 1. On Details menu select Allocations; then in Allocations window click View All. OR 2. On Print menu select Allocation Summary. Both options will display the allocation summary by account in dollars. See screen shot below. Allocation Groups The system allows the allocation of individual expenses or subsets of expenses by assigning the expenses into groups as they are allocated. When users allocate the report total as a whole the expenses will all be in one group. If users do not allocate all expenses at the same time, each selection of expenses they allocate will be in a separate group. Each group will have an allocation. When editing allocation Approvers must check for groups. Approvers can edit each group individually or choose to reallocate all the expenses. Editing Allocations 1. In Expense List go to the Details menu and select Allocations. 2. Check for Groups. Decide if each group will be edited or if the report as a whole will be reallocated. Select the group to be edited or Select all expenses by clicking the select all checkbox. 3. Click Allocate Selected Expenses. See screen shot below. 2/18/

60 4. A confirmation screen will open. Click Yes to remove existing allocation and proceed with the editing of the allocation. 5. The allocations will be displayed on the right. See screen shot below. 6. Edit or Add new: Click in any of the account code, amount or X-code fields to edit or Click Add New Allocation to add a new allocation. 7. To change from Percentage to Dollar Amounts: Click the Allocate By drop down arrow Select Amount. 8. To change the entire account combination: a. Click in the Account field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. For another account delete current entry and type the first seven numbers. d. Scroll down search results to select account. e. Click in the Object Code field. f. The MRU (most recently used) list of accounts will be at the top of the list. g. Scroll to view the list of object codes. h. Select the Object Code from the list. i. Click in the CTTR field. j. The MRU (most recently used) list of accounts will be at the top of the list. k. Scroll to view the list of cost centers. l. Select the Cost Center from the list, if none are listed field will be empty. m. Reselect any SubObjects as needed 9. To select a new object code keeping the same account: a. Click in the Object Code field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. Scroll to view the list of object codes. d. Select the Object Code from the list. e. Reselect any Cost Center or SubObjects as needed 10. To select a new cost center keeping the same account: a. Click in the CTTR field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. Scroll to view the list of cost centers. d. Select the Cost Center from the list. e. Reselect any SubObjects as needed 2/18/

61 11. Check that it is 100% allocated. Remaining should be $0.00 (0%). Edit allocation if needed. 12. When the allocation is complete click Save. 13. The system will verify the save. Click OK. 14. Then click Done to return to the Expense List. Add New Allocation when report has No User Added Allocation 1. In Expense List go to the Details menu and select Allocations. 2. Click the Add New Allocation. See screen shot below. 3. System will automatically allocate by percent. To switch to allocating by dollar amount click the Allocate By drop down arrow and select Amount. 4. Edit percent or amount in Percentage/Amount field as needed. See screen shot below. 5. To change the entire account combination: a. Click in the Account field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. For another account delete current entry and type the first seven numbers. d. Scroll down search results to select account. e. Click in the Object Code field. f. The MRU (most recently used) list of accounts will be at the top of the list. g. Scroll to view the list of object codes. h. Select the Object Code from the list. i. Click in the CTTR field. j. The MRU (most recently used) list of accounts will be at the top of the list. k. Scroll to view the list of cost centers. l. Select the Cost Center from the list, if none are listed field will be empty. 6. To select a new object code keeping the same account: a. Click in the Object Code field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. Scroll to view the list of object codes. d. Select the Object Code from the list. 7. To select a new cost center keeping the same account: a. Click in the CTTR field. b. The MRU (most recently used) list of accounts will be at the top of the list. c. Scroll to view the list of cost centers. Select the Cost Center from the list. 8. Check that it is 100% allocated. Remaining should be $0.00 (0%). Edit allocation if needed. 9. When the allocation is complete click Save. 10. The system will verify the save. Click OK. 11. Then click Done to return to the Expense List. Reevaluation of Workflow The change or addition of accounts in the allocation process will trigger a reevaluation of the cost object approval workflow. If account changes or additions in the allocation feature change the existing approvers, the report will restart the approval process. A confirmation screen will alert user to the resetting of the cost object workflow. Click Yes. Selecting No will stop the saving of the changes made. 2/18/

62 Section 24: Profile Profile Menu Profile section is used to: add or edit Expense Delegates, edit Expense Preferences, add or delete attendees in the Favorites Attendee List, Verify addresses, Turn on e-receipts, and Enter PIN for mobile app. Click Profile then Profile Settings to open employee profile. See screen shot below. The Profile section contains many sub-sections and includes settings for travel. See screen shot below. Note: It is recommended that users only make changes in the specific sections described below. Making changes to some of the sections can cause problems in expense reports. Instructions for editing travel sections are available from the onlion Travel Services. Expense Delegates: Click on the Expense Delegate link to open the window for adding, editing or deleting Expense Delegates. These are individual(s) who act on behalf of someone else in ERS to prepare expense reports and/or approve submitted reports. Expense delegates are not able to set themselves up as a delegate for another employee. Delegate rights are given by the delegator to the delegate. Financial Officers also have an admin tool that can be used to set up delegate rights. See Expense Delegate section of this guide for more details on adding or deleting expense delegates. 2/18/

63 Expense Preferences: Expense Preferences control the some of the autonotifications and functions in ERS. Expense preferences customize some functions within ERS. They are set by users or their delegate. Click on Expense Preferences link in the Expense Setting section. See screen shot below. Expense Preferences by Section: Send when. These selections control some of the Autonotifications a user will receive by e- mail. All listed notifications can be turned off by unchecking the checkbox. Turning off these notifications will not affect the notify employee message sent when a delegate clicks the Notify Employee link and the message when a report is sent back to the employee by an approver. Listed below are the preferences and the recipient of the . The status of a cash advance changes employee and/or delegate gets A cash advance is submitted for approval -- approver gets The status of an expense report changes employee and/or delegate gets New company card transactions arrive - employee and/or delegate gets Faxed receipts are successfully received - employee and/or delegate gets An expense report is submitted for approval -- approver gets Turned on: When an approver has this item turned on (the checkbox is selected) he/she will receive an for each report that enters his/her approval queue. Turned off: When this item is turned off (the checkbox is not selected) the approver will receive only one each day if there is at least one report in his/her approval queue. No matter how many reports are submitted the approver will only get one a day. The daily from ERS is processed once each morning. If a new report comes into to an approver s queue after the message for that day has been processed, the approver will not get a message until the next day when the process runs. Note: When the expense delegates right of Receives s is given, the delegate will receive all of the employee Autonotifications listed above. There is no setting to turn off some of the notifications for delegates. Prompts It is recommended that users keep the default settings for this prompt, unless directed otherwise. See screen shot above for default settings. 2/18/

64 Display Single Day Itineraries can be set as the default itinerary function when turned on with this preference. See screen shot above. When set as the default the Single Day Itinerary data entry screen will open automatically after the Report Header is saved in a new report. This setting is recommended only if traveler predominately has one day travel. Expense Approver: It is recommended that users keep the default settings on this screen, unless required to select a Manager Approver upon submission of a report. Submitted expense reports follow a cost object approval workflow established in ERS based on the account(s) charged in the expense report. Favorite Attendees: Click the Favorite Attendees link to open the Attendee list. This screen provides management of the names of individuals who are attendees in group meals. Names and information may be added, edited and deleted in this screen. Click on Add Attendee to add new names to the list. Use the select checkboxes and the Edit link to edit information or the Delete link to delete a person. Groups can be created on the Attendee Groups tab. E-Receipt Activation: Allows e-receipts for travel expenses booked in the onlion Travel Services and PCARD charges to import into expense reports. See Section 7 of this guide for more details on e-receipts. Connected Apps TripIt is available to all travelers through Concur. Users can connect their profile to TripIt. TripIt is an online tool that helps travelers organize all aspects of their travel from air, car, and hotel reservations to dining reservations, activities, and more. Travel details are turned into a single master itinerary, making travel much easier. TripIt can be accessed online using a desktop computer or mobile phone. TripIt has been integrated to work with travel reservations made with onlion Travel Services. To learn more about TripIt watch this brief video: Mobile Registration (Mobile Apps) Concur Mobile integrates the mobile device travel booking and expense reporting process. With Concur Mobile, travelers can manage trips, expenses and reports, and add or change items such as dining, taxis, hotels, and rental cars all from their mobile device. Approvers can remotely review employee expense reports in detail, allowing them to approve or send back reports wherever they may be. Devices Concur Mobile is available for Android, Blackberry, Windows 8, ipad, and iphone devices. Getting Started with Concur Mobile A user must set up a PIN in the ERS System before using any of the mobile apps. The PIN is the log in security for the mobile application. When the mobile application is opened on a mobile device the PIN number is entered to start the application. Forgot Mobile PIN For mobile app users who have forgotten their Mobile PIN, this page will send a link to the user by for resetting the PIN. 2/18/

65 Section 26: App Center The Concur App Center tab allows users access to applications that partners and Concur have developed to work with Concur products. See screen shot below. The App Center has two tabs: Apps for me: Contains applications for all PSU users. Users can get additional details on each application by clicking the Learn More button. Any app that you are currently set up to use will display a checked icon as seen in the screen shot below. Apps for my Business: PSU has not contracted to use any of these applications at this point in time. 2/18/

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