1. Log on to Concur Travel & Expense

Transcription

1 1. Log on to Concur Travel & Expense Type in your employee identification number as your username. i.e. Your generic password will be sent to you via . Click login. 1

2 2. Update Your Travel Profile From the Profile tab, select Personal Information Your profile information will show up. Some information may be pre-filled. Please go ahead and fill in any empty fields that are required. 2

3 a. International Travel Scroll down to view International Travel. Fill out the Passport Information fields. When finished filling out the information, click Save. b. Adding an Assistant/Travel Arranger Click on Add an Assistant 3

4 A screen will appear for you to search for an assistant In the Search Criteria field type the Name, , or Log-in of the person you wish to add as an Assistant. Then click Search. 4

5 The name of the person will appear in the Assistant field. To allow that person to book travel for you checkmark the box that says Can book travel for me If you have more than one assistant and would like to make this person your primary assistant, checkmark the box that says Is my primary assistant for travel. When finished, click Save to retain the changes you have made. 5

6 c. Add Credit Card Scroll down to the Credit Cards section. Click on Add a Credit Card The Add a Credit Card window will appear. Fill out the fields accordingly. You may also specify what you would want to use the credit card for (i.e. default for paying for plane tickets, taxi, rental cars, etc) When finished, click Save. 6

7 3. Add Delegate From the Profile section, go to the left menu bar and select Expense Delegates under the Expense Settings section or the main menu. Click Add a Delegate 7

8 Begin typing in the name of the person you would like to select as your delegate. Once their name appears select it. Then click Add. Check mark the authority you want your delegate to have. 8

9 4. Make Travel Arrangements 9

10 To make reservations: Fill out the search criteria needed to help find your flight 10

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12 Click Search. 1. Select a Departure Flight from the left column. 2. Select an Arrival Flight from the right column. 3. To select your seat (if option is available by carrier) click the seat icon. 12

13 To select your seat, click on an available seat. Your seat selection will show up in the Seat Selection box. Once you have completed your flight options, Car Rental selection will appear as your next step if you have selected the option in your beginning search. 13

14 Once you find a choice you want, click the green Reserve button. If the Reserve button color is Green Yellow Red Then the fare is Within company policy compliance Outside of company policy compliance. You are required to enter additional information on this choice. Outside of company policy compliance. You are not allowed to make this reservation. 14

15 Once you have completed your Car Rental options, Hotel selection will appear as your next step if you have selected the option in your beginning search. Once you find a choice you want, click the green Reserve button. A screen with Rate Details/Cancellation Policy will appear. 15

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17 If you agree to the terms, checkmark the box for the agreement then click Continue. 17

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23 5. Explore My Concur 23

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27 To go back to the Concur homepage, click My Concur Any Available Company Card Charges (Purchasing card charges) will appear in this section. 27

28 6. Create an Expense Report from Out of Pocket Expenses From the My Concur homepage click on New Expense Report: 28

29 Once you click on New Expense Report, it will take you to the screen below: Required Fields: Report Name - links to PeopleSoft as your invoice number and as the payment message for ACH notification and on physical checks. Enter meaningful data that helps you recognize report name when viewed. (i.e. Alliance Conf. Colorado 03/10/11) Report Date will automatically be set to the date that you create the Expense Report. Policy preselected. Travel Type - from this drop down menu you may select the travel type that corresponds to your expense: Domestic Travel & Expenses International Travel & Expenses Recruiting Travel & Expenses NCAA Travel & Expenses Travel and/or within the United States Travel and/or expenses outside of the United States Travel and/or expenses for recruitment purposes Travel and/or expenses incurred for NCAA games Business Purpose - simply, the reason why you incurred the business expenses. Operating Unit preselected. 29

30 Department preselected. Fund preselected. Program preselected. Comment not a required field but a good space to put any extra information. Once you have filled out the fields, click Next. 30

31 Next, select the Expense Type: a. Lodging/Hotel Itemization: To report an expense for Lodging, click Hotel or Other Accommodation 31

32 Fill out the required fields. Expense type and payment type are pre-selected. If you need to make a change, click the drop down menus to select the correct category. Transaction Date this is the date the service occurred or when an item was purchased. For lodging, use the first day of your stay. Event Date the day that the event you are attending takes place. If there is more than one day, select the first day. Business Purpose simply, state the reason why you were at the event. Description optional field, but if entered it will link to PeopleSoft in the Actuals Transaction Details Report in the description column. Amount for hotel expenses, type the total of the bill, not individual days, because you will itemize the expenses. 32

33 Note: For international travel, if you paid in a different currency than the preset selection (USD) you may change the amount Use the drop down menu to select a different currency, if necessary. Click Itemize. 33

34 Fill out the required items. Although room tax is an option, it makes the itemization process easier for you if you separate the room tax from the room rate. You may add up to two additional nightly expenses. Use the drop down menu to select the appropriate expense type for each charge. Click Save Itemizations. 34

35 The itemizations will then appear. Once you are done adding expenses, you must submit the required receipts and then click Submit Report when Expense Report is complete. 35

36 b. Business Meal (attendees) This expense type is for a business meal but with attendees (guests). Under expense types, select Business Meal (attendees) 36

37 Fill in the required fields Expense Type should be pre-filled. If incorrect expense type, use the drop down menu to change it. Transaction Date- the date the service occurred or when the item was purchased. Business Purpose simply, the reason why the expense was incurred. Description optional field, but if entered it will link to PeopleSoft in the Actuals Transaction Details Report in the description column. Vendor Name from whom the service or product was purchased, Payment type pre-filled to Cash. Amount the amount paid for the service or product. 37

38 Note: For international expenses, if you paid in a different currency than the preset selection (USD) you may change the amount Use the drop down menu to select a different currency, if necessary. To add an attendee, click New Attendee 38

39 The Edit Attendee Details window will pop up. From here you have two options for Attendee Type: 1. Business Guest If you have less than ten people, you must use this for each individual. 2. Group If you have ten or more people, you may use the group option. i. Business Guest Attendee Type To do individual business guests, keep the attendee type listed as Business Guest If there are no other Business Guests to add, click Save. To Add another Business Guest, select Save & Add Another. 39

40 After clicking Save, you will then be brought to this screen. If everything is correct, upload the receipts, click Save and then Submit Report. 40

41 ii.group Attendee Type For Business Meals with attendees of ten or greater may use the Group attendee type rather than typing in each individual s name. Select Group from the Attendee Type drop down menu. The Edit Attendee Details screen will change to this: Fill in the required fields by putting in a group description or the group name and the number of people who attended. 41

42 If you only had one group to add, you should click Save. If you have another group to add, click Save & Add Another. NOTE: If you have another attendee to attend that is not of the Attendee Type Group then you can not add them. Once you use Group, you are not able to use Business Guest or any other Attendee Type within that Expense. Although you are automatically on the Expense Report, you will have to remove yourself because of the Attendee Type Therefore, you should count that individual or yourself in the group number. When you make Group the Attendee Type, you may not have another attendee of any other attendee type or you will get an exception. 42

43 7. Allocating Expenses When inside the Expense Report, click on the expense you want to allocate. For this example, we are using the Business Meal. Once you have clicked the Expense, another screen will appear with an option to allocate. Click Allocate. 43

44 After clicking Allocate, the allocations for the report will appear: Click Add New Allocation 44

45 After clicking, another line will appear for you to type in the accounting distribution for the other accounting string you wanted to split the costs with. You have two options for the allocation: 45

46 1. Percentage type in the selected percentage you want allocated for each accounting distribution string and the system will calculate the amount for you. 2. Amount type in the amount you want allocated for each accounting distribution string. To change how the allocation is done, click Allocate By 46

47 After clicking Allocate By, a drop down menu will appear and you will have the option to pick between Amount or Percentage Once you are done with the allocations, click Save. 47

48 Click OK Then click, Done. 48

49 8. Attach Receipts to Expense Report a) Attaching a receipt that has been scanned: Go to Receipts. Click on Attach Receipt Images Select Browse to find the receipt file that you want to attach Select the file then click Open. 49

50 Click Attach After you have finished attaching all receipts, click Done. 50

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52 b) Faxing in a receipt: From the Print menu, select SCU Fax Cover Page A Fax Cover Page will show up for you to print along with instructions with an 866 number for you to fax the cover page and receipt to. 52

53 To check if receipts have been attached, go to the Receipts menu then select Check Receipts. c. Enabling e-receipts 53

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57 Click Submit Report 9. Submit Expense Report for Approval If everything is correct and receipts are attached, click Submit Report 57

58 10. Cash Advance Requests From the toolbar, select Expense. Then click on New Cash Advance. Fill out the required fields, then click Submit when finished. 58

59 11. Create Expense Report from Purchasing Card To find Purchasing Card expenses, go to the My Concur homepage. Scroll down to the bottom and you will find Available Company Card Charges. Check mark the box near the purchasing card expense that you wish to apply to the Expense Report. You have two options when applying a purchasing card expense to an Expense Report. If you just leave it to the pre-set settings, it will import the purchasing card expense to a New Expense Report. Then click Import. 59

60 After clicking Import, you will be taken to the screen. Fill out the required fields: Report Name - links to PeopleSoft as your invoice number and as the payment message for ACH notification and on physical checks. Enter meaningful data that helps you recognize report name when viewed. (i.e. Alliance Conf. Colorado 03/10/11) Report Date will automatically be set to the date that you create the Expense Report. Policy preselected. Travel Type - from this drop down menu you may select the travel type that corresponds to your expense: Domestic Travel & Expenses International Travel & Expenses Recruiting Travel & Expenses NCAA Travel & Expenses Travel and/or within the United States Travel and/or expenses outside of the United States Travel and/or expenses for recruitment purposes Travel and/or expenses incurred for 60

61 NCAA games Business Purpose - simply, the reason why you incurred the business expenses. Operating Unit preselected. Department preselected. Fund preselected. Program preselected. Comment not a required field but a good space to put any extra information. After filling out the required fields, then click Next. The following screen will show up informing you that the expense has been imported: Click OK. 61

62 Click on the expense so that you can define the expense type When you click on expense type, a screen will show up like the one below. The Transaction Date, Vendor Name, and Amount will all be prefilled. 62

63 Click on the Expense Type drop down menu and then select the corresponding expense. Once you have selected the Expense Type, you may fill out the Business Purpose and Description. Although the fields are not required, they may be helpful. Then click Save. 63

64 Once you click Save, the exceptions should be gone. From this point, attach the related receipts and then Submit Report. 64

65 NOTE: If you accidentally have made a personal purchase on one of your purchasing card transactions, itemize the expense to take out the amount that was a personal expense. Click Itemize so that you can separate your personal expense from the business 65

66 Chose an Expense Type from the drop down menu. 66

67 Type in the amount that is a Personal Expense and then check mark the box that says Personal Expense. Then click Save. 67

68 Once you click Save, the system will make you itemize the rest of the amount. Select an Expense Type for the rest of the amount that was not a personal expense. Use the drop down menu to select the Expense Type. 68

69 Once you have selected an Expense Type, you will have required fields to fill out pertaining to that expense. Click Save. 69

70 After you click Save and the whole expense is itemized, you should get a screen with no exceptions, if you have itemized the complete amount of the expense. If not, repeat the process of adding an additional expense until you have itemized the entire amount. Next, attach the related receipts and then click Submit Report when ready. 70

71 12. Review and Edit an Expense Report From the My Concur homepage, click on the Expense Report you want to Review and Edit before submitting for approval. Once the Expense Report is open, review and make adjustments as needed then click Save. 71

72 13. Approve Expense Report If you have an Expense Report waiting for your approval, it will show up on your Approval Queue: Click on the Expense Report. Review the Expense Report by checking the amounts, the expenses, and the receipts to make sure everything is correct and under SCU Business Policy. You have 3 options: Send Back to Employee, Approve, or Approve & Forward Send Back to Employee Approve Approve & Forward If something seems incorrect, out of policy, or missing, send the report back to the employee and leave a comment identifying the reason why the report was sent back. If everything is in compliance with policy approve the report. If a report needs more than one approval you may approve it and forward it on to another. 72