Concur Frequently Asked Questions (FAQ)

Concur Frequently Asked Questions (FAQ) Concur Helpdesk Curtin University x2319/x2188 concurhelpdesk@curtin.edu.au

Contents Q) What browsers/operating systems are supported?... 2 Q) What is a delegate, reviewer or approver?... 2 Q) How do I set up a delegate?... 2 Q) Why do I get timed out of Concur EMS?... 2 Q) What should I do if my recent credit card charges do not appear in the system?... 2 Q) Can I use my corporate card for personal expenses?... 3 Q) What steps are involved in completing an expense report?... 3 Q) What line item/expense type should I use?... 3 Q) Why is the cost centre not appearing in the allocations list?... 3 Q) Why does my visa charge sometimes display a different city and vendor than my receipt?... 3 Q) The city/suburb that I incurred the expense in is not appearing in the City field?... 3 Q) What constitutes a tax invoice?... 4 Q) My invoice/receipt has a GST free component to it, how do I account for this?... 4 Q) What do I do with my original tax invoices and/or receipts?... 4 Q) What is an input tax supply?... 5 Q) How is my approver notified of reports awaiting approval?... 5 Q) What happens when my approver goes on leave?... 5 Q) Can I change my approver?... 5 Q) How can I edit a submitted report?... 5 Q) How can I find out who approved a report?... 6 Q) When will I receive my reimbursement?... 6 Q) What information is included in an audit trail?... 6 Q) Why has my report been returned?... 6 1 P age

Q) What browsers/operating systems are supported? Internet Explorer, Firefox, Google Chrome and Safari are all supported by Concur. If you are having issues with the browser please ensure that you have updated your browser to the latest version. For more details on what browsers are supported in conjunction with which operating systems please click here and you will be directed to the concur support website. Q) What is a delegate, reviewer or approver? A delegate is a Concur user that has been given access to another Concur users account for the purposes of either just preparing or preparing and submitting expense reports. In order to add a delegate, a Concur user can make a request to Concur Helpdesk with the level of access that is required. A reviewer is a Concur user that reviews a submitted report to ensure the expense report is correct before the report is sent to the final approver. This role is entirely optional and can be set by the approver making a request to Concur Helpdesk to create a reviewer. An approver is a Concur user that does the final approval for an expense report. In order to be an approver you must be on the Accounts Payable Authorised Signatory Register. An approver for a Concur user is set at the accounts creation and can be changed at any point with the approval of both the current approver and the new approver. Q) How do I set up a delegate? When logged in, click on my info in the upper-right corner of the screen. Click the delegates link to view a list of employees set as your delegate. Click add delegate to add a new delegate. Search for the staff member who will prepare your expense report. Click on their name to select and then click ok. Check/tick which functions are permitted [can prepare; can view images; can submit] and then click save. If the appropriate staff member is not listed, they will need to be set up in Concur. Please contact Concur Helpdesk at x2319/x2188 or email concurhelpdesk@curtin.edu.au Q) Why do I get timed out of Concur EMS? For security and server efficiency, Concur expense management system (EMS) provides a session time-out feature. If you leave your workstation idle for an extended period of time Concur EMS automatically logs you out. You can log back on to the system and resume where you left off. Curtin s time-out duration has been set to 15 minutes. If you were in the midst of creating a report at the time the service logged you out, you can resume the report where you stopped. Q) What should I do if my recent credit card charges do not appear in the system? If you do not see transactions within 5 working days please contact the Concur Helpdesk on x2319/x2188 or email concurhelpdesk@curtin.edu.au. 2 P age

Q) Can I use my corporate card for personal expenses? No. It is a breach of Curtin s purchasing policy and procedures to incur personal expenses on your corporate card. In the event of accidental personal use, a personal cheque or cash for the amount of the expense must be presented to the university cashier. The receipt from the university cashier for the repayment must be attached to the report containing the personal expense. Please ensure that the personal expense box is ticked for the relevant expense. Q) What steps are involved in completing an expense report? Create an expense report Attach receipts to the expense report Submit the expense report for approval. The approver is notified by email message and reviews the expense report (includes viewing the tax invoices/receipts). He/she then approves, partially approves (if a fixed asset), resubmits, or rejects the report. The approved expense report is then sent to Concur Helpdesk to await processing. If errors are identified, the report can be modified or sent back to the employee to correct and resubmit to the approver. Once the reports are processed by Concur Helpdesk they are then imported into Finance One to be applied to the relevant cost centres. Q) Which expense type or cost centre should I use? Concur Helpdesk is only able to advise you on matters regarding the administration side of Concur itself, any questions regarding which expense type or cost centre to use should be discussed with your faculty accountant. Q) Why is the cost centre not appearing in the allocations list? Please ensure that the cost centre that you are attempting to allocate to falls under your faculty. If the cost centre falls within your faculty then you will need to contact Concur Helpdesk and they will be able to assist you (X2319/X2188 or concurhelpdesk@curtin.edu.au). If the cost centre is not within your faculty you will need to allocate it to your default cost centre and create a journal to transfer the amount to the correct cost centre at a later date. Q) Why does my corporate card charge sometimes display a different city and vendor than my receipt? Some vendors transmit visa charges through a parent company or corporate location to centralise their billing process. Consequently, the city or vendor name displayed in corporate card charges on the system may reference the city of the parent company rather than the city or vendor referenced on your actual receipt. Q) The city/suburb that I incurred the expense in is not appearing in the City field? If the suburb or city where you incurred the expense does not appear then please enter in the closest capital city. 3 P age

Q) What constitutes a tax invoice? If purchases are less than $1,000, a tax invoice must have; The words tax invoice prominently displayed. ABN and name of the supplier. Date of issue of the tax invoice. A brief description of the goods or services supplied. GST amount or phrase amount includes GST. If purchases are greater than $1,000, a tax invoice also requires; The name of the recipient (Curtin). Curtin s business address or ABN. The quantity of the goods or the extent of the services supplied Please note that a visa docket is neither a tax invoice nor a receipt as it is a record of the credit card transaction itself. You must obtain a tax invoice for expenditure greater than $82.50 (including GST). A substitute document such as a receipt is only acceptable for: Items less than $82.50. Overseas transactions. A supplier has 28 days to provide a tax invoice when requested. Tax invoices will be required by the ATO when auditing GST; severe penalties apply if these cannot be produced. Q) My invoice/receipt has a GST free component to it, how do I account for this? You will need to use the itemisation function (which can be found in the Concur User Guide) and spilt the expense up into the GST component and the GST free component. The itemisation line for the GST free component will then need to have the Is GST included in invoice box unticked. Q) What do I do with my original tax invoices and/or receipts? After attaching receipts, you should retain the originals in your faculty/area in accordance to the guidelines set out by the records disposal authority. http://uim.curtin.edu.au/tools/disposal_authorities.cfm 4 P age

Q) What is an input tax supply? The input tax supply option only relates to the appropriate Curtin student housing transactions. If you are not part of Curtin housing please do not use this option. Q) How is my approver notified of reports awaiting approval? Your approver will receive an email when reports are awaiting his/her approval. Q) What happens when my approver goes on leave? An approver can designate another manager to approve expense reports on his/her behalf while he/she is on leave as long as he/she has the same approving authority in terms of the schedule of delegations. Q) Can I change my approver? No, only the Concur Helpdesk can change an employee s approver. Please contact Concur Helpdesk on x2319 or x2188 or email concurhelpdesk@curtin.edu.au Q) How can I edit a submitted report? Reports that have been submitted will need to be returned or sent back in order for changes to be made. If you have noticed an error in your report and wish to make amendment, you will need to have your report returned. In order to do this you will need to open the report that you want returned and click on the Recall button located on the top right corner on the screen 5 P age

Q) When will I receive my reimbursement? In order to receive your reimbursement your report will need to be submitted and the report approved by your approver. Payments batches are made every week with the cut-off time being 2.00pm every Tuesday. Reimbursement reports will then be processed and you should receive your payment within 2-3 business days. The narrative for the payment on your bank statement would appear as CONCUR TECHNOLOG CPXXXXXXXXXX Q) How can I find out who has approved a report? Your approver is listed next to the status of a report on the Concur central page under my updates. (You are alerted to any status change, either payment or approval, from the time the expense report was submitted to the time it is authorized for payment.) Alternatively you can check through the audit trail by opening a report clicking on the details then on audit trail and it will show each step that is undertaken and by whom. Q) What information is included in an audit trail? An audit trail lists the report date, time it was created, who created it, approval and payment statuses, amount approved, and any associated comments attached to the report. Q) Why has my report been returned? When a report has been returned to you the symbol will appear next to the report name. There are several reasons as to why an expense report would be sent back the most common reasons being; A valid tax invoice/receipt was not attached An incorrect line item or cost centre was used Insufficient details for an expense If you hover the mouse pointer over the comment symbol it will display the comments left by other users. This should outline the reason why the report was returned which should be rectified before resubmitting. 6 P age