Expense Reporting in Concur

Expense Reporting in Concur Training Manual Contents Concur Expense Reporting Procedures... 2 Viewing Your Concur Profile... 2 Creating a report... 6 Coding Transactions... 7 Per Diem Expenses... 8 Mileage Expenses... 8 Manual Allocation... 8 Reconciling a Cash Advance... 9 Completing and Turning in a Report... 10 Expense Reporting Via the Concur App... 11 Adding Delegates to Your Concur Account... 15 Approved Account Codes... 17 1

Concur Expense Reporting Procedures Viewing Your Concur Profile 1. Visit ibuy.gwu.edu 2. Click the box to LOG INTO EXPENSE REPORTING 3. This will open a new window with the log in screen, log in here with your email log in credentials Once you log in, you will be brought to your home page. From this screen, you can go to the travel platform, where you can book airfare, rental cars, trains, and hotels or you can go to the expense platform. 2

A B C A. Available Expenses, these are Pcard charges that have not yet been put into a report to be reconciled. B. Open Reports, these are reports that have not yet been submitted C. Cash Advances, these are cash advances taken off of the pcard that have not been reconciled To get to the Expense platform, click Expense on the top tool bar (circled above in purple). By clicking the Expense tab you will be brought to the expense home page; from here you can scroll through current available expenses, create a new report or go to the report library (all circled below in yellow). If you have active reports they would show up across the top where it says THERE ARE NO ACTIVE EXPENSE REPORTS. 3

The report library shows a listing of all reports (created, submitted and approved). You may adjust the time frame of the displayed reports by clicking View and adjusting either a different category or time frame. To view a report, simply click on it. Once in a report, you will see all the transactions within a report. 4

Important icons on this screen are: The first indicates that there is a missing field for the transaction. The second is the receipt icon. When it is blue, there is a receipt attached. To see the receipt, hover your mouse over the icon. The third is the Pcard icon. It indicates that the transaction was put on a Pcard and thus automatically posted to the account. By hovering over this icon you are shown transaction details. The fourth is the allocation icon. When this icon appears, it is because the transaction has been allocated to different ORG s. 5

Creating a report 1. Go back to the main expense page by clicking Expense, on the top tool bar. 2. If you will be including Pcard charges on your report, select the charges by clicking the box all the way on the left. Once you have selected all of the Pcard charges to be included in your report, click MOVE and select New Report (to create a new report). If you have open reports they will appear in that drop down menu, if you select an open report the selected charges will be added to that report. **If you are starting a new report and you do not have Pcard charges, but will be manually entering out of pocket expenses, simply click Create New Report to start from scratch. 3. You will be brought to the Create a New Expense Report Page, where you will need to complete all required fields: Once all fields are completed and the report is created you will be brought to your new report page. Note that the Oracle Alias displayed on the Create a New Expense Report page is auto generated and will be applied to all transactions within the report, unless the transactions are otherwise manually allocated (See notes on manual allocation on page 8). 6

Coding Transactions A. Correctly code expenses according to the approved account codes and their descriptions (see page 15). o Expense codes 53102, 52612, 52611 require attendees to be added manually. Use the ADD New Attendee function to individuals. B. Enter a Business Pupose o Business Purpose: Trip Name_expense type ie: U16NatlTourn_hotel, Auster_OV_parking, Richmond_BusDriverTip, etc This MUST be filled in and MUST be as specific as possible. This should be a description of the purpose for each expense. C. Enter City (if it does not auto generate from Pcard info) D. Enter Comment o Comment: Can match the business purpose o If this is a meal, include the names of all attendees here, in the Comment section If the receipt contains items that were not purchased for yourself, you MUST include attendees! You may attach an attendee lisiting (or roster) with your receipt instead of typing out all attendee names. E. Indicate if the payment was for a Vendor Invoice. o If this is for the payment of an invoice, select YES and enter Invoice number and date. o If the charge has already been paid for, it is NOT a vendor invoice and you can select no. Note: To edit each transaction individually, click on each transaction. To edit all transactions at one, select all and select EDIT. (For transactions that are for payment of a Vendor Invoice, you will need to be prepared to enter the invoice date and invoice number) To manually enter out of pocket/cash expenses. Click +New Expense and manually enter transaction information. 4. Receipts are required for each transaction. To add a receipt, you may: 7

A. Drag and drop the file from your computer to the transaction. B. Upload a receipt already stored in the receipt store. C. Click Attach Receipt in the lower right hand corner and upload a receipt from your computer. D. If you have lost a reciept or have an unitemized reciept, you MUST fill out and attach a missing receipt form, regardless of the transaction amount. a. Check the box that says Missing receipt form attached. E. You may include an attendee list as an attachment, along with your reciept. DO NOT SUBMIT the report via Concur, see page 10 for details on how to turn in your report to the business office. Per Diem Expenses Manually enter a new expense, the amount accounted for on a single meal sheet (away-from-home compliance form) is the transaction amount, the date the cash was distributed is the transaction date. *Do not combine meal sheets. Signed meal sheet serves as the receipt. Mileage Expenses (Mileage is reimbursed for approved travel in a personal vehicle) Manually enter a new expense, with the total amount of mileage expense as the transaction amount. a. Mileage expense = total miles driven *.575 The map printout with destinations and total miles serves as the receipt. DO NOT use the account code described as Mileage. All mileage should be coded according to what activity occurred with the mileage. For example, if the mileage is from recruiting travel, it should be coded as 53113, Athletic Recruiting Travel. In the Business Purpose section, you will specify that the expense pertains to mileage. Manual Allocation When the allocation automatically assigned to your transactions is incorrect, and the transaction needs to be charged to a different ORG or split between two ORG s (ie 50/50 between Men s and Women s Swimming), you will need to manually allocate the transaction. 1. Select the transaction that needs to be re-allocated 2. Click Details and then select Allocations 8

3. Choose whether to allocate the transction by Percentage or Amount, then update the percentage/amount as necessary and in the third field, *Oracle Alias, type in the correct the correct ORG. Then click Save. a. If the amount allocated in the first line does not equal 100% of the transaction amount, the system will generate a second line for additional allocations. *This tool should be used if allocating transactions between Men s and Women s sports. Reconciling a Cash Advance Manually enter expenses as out of pocket/cash expenses and attach all corresponding receipts Assign the corresponding outstanding cash advance(s) to the report by clikcing Details then click Available under Cash Advances in the drop down menu o This will bring up a a new window with available cash advances. Select the advance(s) that you are reconciling and click Assign Cash Advance to Report. 9

**If there is outstanding cash remaining, after accounting for all out of pocket expenses, the total amount cash outstanding will be noted at the bottom of the report. o Due to new university policy, the business office can no longer accept cash in order to reconcile cash advances. Instead you must: Deposit the leftover money into your personal account and then write a personal check for the amount, or Turn in a cashier s check or money order for the amount. DO NOT leave checks/money orders in the Business Office Mail Box or in the Expense Report shelf in our office. Hand them directly to a business office staff member. Completing and Turning in a Report DO NOT SUBMIT the report via Concur. Every report still needs to go through the approval process before it is submitted. The business office staff are the only individuals approved to submit final expense reports. Once you have created your expense report in Concur, complete the Concur Expense Report Form found here: http://www.gwsports.com/school-bio/gewa-compliance-docs.html The report title on the form needs to exactly match the report name in Concur. If there is recruiting activity in your report, you MUST complete the recruiting information section. The detail required for this section has not changed and should be completed in full (if you need more room for PSA names, tournament names, etc. please use the COMMENTS section to add this additional information in). Sign the report and then give the report to your supervisor. 10

o o Supervisors: Once your supervisee adds you as a delegate in their profile, you will be able log in and view their expenses. After you review the report and confirm the expenses are reasonable and are in compliance with university and NCAA policies, sign it and turn it into the business office. Senior Staff: You must complete and sign the Concur Expense Report Form and turn it into the business office. You may no longer submit your reports directly. Expense Reporting Via the Concur App This tab will show you all P card charges that have yet to be reconciled. This tab will show you both reports you have already submitted and reports that you have started but have not yet submitted. 1. Download the App Concur from the Apple App store 2. Click on the Expenses Tab To add a receipt to your receipt store, click on the camera link at the bottom. You can either take an immediate picture of a receipt, or you can add a receipt from the photos that exist on your phone. If you do not like taking pictures of receipts on your phone, you can scan copies of receipts to your email, save them as PDF files and upload them to your receipt store via Concur on your computer. 3. On the bottom right, click Add to report. 4. Select the expenses you would like to add to this report. 5. Click Add to report again. 6. You will then create your report: Write a title that specifically describes your report ( Recruiting trip to Winter Nationals, GA ) and edit the dates to reflect the start and end dates of your expenses. Please check to make sure the correct Oracle Alias is selected. Remember, all expenses in the report will be assigned to this org code. 7. Click Save. 8. Click on your first expense within your new report. 9. Click Add receipt. 10. You will be given the option to attach a photo via Camera, via Photo Album, or via your Concur receipt store (photos you have previously saved to your receipt store via receipt icon on the home screen.) 11

11. Select the receipt from the receipt store which corresponds to your expense (or select from your photo album). 12. Fill in all required fields: A. Correctly code expenses according to the approved account codes and their descriptions (see attached) o Expense codes 53102, 52612, 52611 require attendees. Use the ADD New Attendee function to add B. Enter a Business Pupose o Business Purpose: Trip Name_expense type ie: U16NatlTourn_hotel, Auster_OV_parking, Richmond_BusDriverTip, etc C. Enter City (if it does not auto generate from Pcard info) D. Enter Comment o Comment: Can match the business purpose o If this is a meal, include the names of all attendees here, in the Comment section E. Indicate if the payment was for a Vendor Invoice. o If this is for the payment of an invoice, select YES and enter Invoice number and date 12

If you have attached a missing receipt form, indicate that here. Remember, we require missing receipt forms for all charges without itemized receipts, regardless of the amount. Once you have filled out the descriptions for each expense and added any manual expenses for personal charges, click on Report Summary and verify that all expenses are coded accurately. DO NOT SUBMIT the report via The Concur APP. Completing and Turning in a Report DO NOT SUBMIT the report via Concur. Every report still needs to go through the approval process before it is submitted. The business office staff are the only individuals approved to submit final expense reports. Once you have created your expense report in Concur, complete the Concur Expense Report Form found here: http://www.gwsports.com/school-bio/gewa-compliance-docs.html The report title on the form needs to exactly match the report name in Concur. If there is recruiting activity in your report, you MUST complete the recruiting information section. The detail required for this section has not changed and should be completed in full (if you need more room for PSA names, tournament names, etc. please use the COMMENTS section to add this additional information in). Sign the report and then give the report to your supervisor. o Supervisors: Once your supervisee adds you as a delegate in their profile, you will be able log in and view their expenses. After you review the report and confirm the expenses are reasonable and are in compliance with university and NCAA policies, sign it and turn it into the business office. o Senior Staff: You must complete and sign the Concur Expense Report Form and turn it into the business office. You may no longer submit your reports directly. Alternative Method: There are multiple ways to create expense reports on your phone. We recommend trying multiple methods to see which option you prefer. 13

It will take a few days for your P card expenses to be visible on your account. If you are someone who likes to upload and label reciepts right away, we recommend following these steps: 1. Click the Receipt icon on the Concur home page. 2. Take a picture of your receipt. 3. Click Expense. a. Remember, the charge will not have hit yet so you will need to manually enter in all required fields, including location and vendor 4. Save the expense. 5. When you are ready to complete a report, click on the expense, and click on the Add to report Button. 6. Switch on the Start Matching button, this will tell the system to link the expenses you have manually entered with receipts to the corresponding P card charges. Then simply verify that all the information has matched correctly, add any attendees, and save the report. DO NOT SUBMIT the report via The Concur APP. 14

Completing and Turning in a Report DO NOT SUBMIT the report via Concur. Every report still needs to go through the approval process before it is submitted. The business office staff are the only individuals approved to submit final expense reports. Once you have created your expense report in Concur, complete the Concur Expense Report Form (attached to this email). The report title on the form needs to exactly match the report name in Concur. If there is recruiting activity in your report, you MUST complete the recruiting information section. The detail required for this section has not changed and should be completed in full (if you need more room for PSA names, tournament names, etc. please use the COMMENTS section to add this additional information in). Sign the report and then give the report to your supervisor. o Supervisors: Once your supervisee adds you as a delegate in their profile, you will be able log in and view their expenses. After you review the report and confirm the expenses are reasonable and are in compliance with university and NCAA policies, sign it and turn it into the business office. o Senior Staff: You must complete and sign the Concur Expense Report Form and turn it into the business office. You may no longer submit your reports directly. Adding Delegates to Your Concur Account Adding a delegate to your account allows another individual to see your P card charges and prepare/submit reports on your behalf. Log in to Concur Click Profile, in the top right corner of the screen, then Profile Settings 15

1. Click on Expense Delegates (Under the Expense Settings section on the left side of the screen) 2. Click Add 3. A blank field will pop up where you can type in the name/e-mail address of the person you would like to add. 4. Click Add 5. That person s name will appear on the bottom. Check the boxes for "Can Prepare," "Can Submit Reports," and "Can View Receipts" 6. Then SAVE In order for your report to be processed you must add certain individuals as expense delegates in your profiles. Your delegates should include: o Jamie Mera, Kat Mirance and Brenda De Vaughn, o Chandra Bierwirth, o Your direct supervisor (for assistant coaches, the direct supervisor is the head coach, for head coaches, the direct supervisor is the sport supervisor), AND o Your sport supervisor (if they have not already been added in one of the above categories) 16

Approved Account Codes 52612 - SPECIAL EVENTS/BUSINESS RELATIONS Meals with donors, alumni, senior specific student athletes or special event expenses (team activities) (52611 SPECIAL EVENTS / ALCOHOL) DEVELOPMENT ONLY Alcohol expenses 53102 - US BUSINESS MEALS Staff meals *Does not include meals associated with administrative travel 53111 - US OTHER TRAVEL AND RELATED EXPENSE General administrative travel costs; inclusive of transportation (airfare, train, taxi, and rental cars, lodging and meals). 53131 BUSINESS TRAVEL/NON GW All expenses associated with travel for non GW employees including all expenses associated with candidate interviews. 53251 - CONFERENCE/SEMINAR/TRAINING EXPENSE All expenses associated with travel for professional development; inclusive of transportation (airfare, train, taxi, and rental cars, lodging and meals). 52211 MEMBERSHIPS Membership dues for professional organizations 55511 NON GW PRINTING Printing expenses (posters, fliers, brochures, and signage) 54541 MISC SUPPLIES Supplies for general operations that are not otherwise classified as Office Supplies or Non-Capitalized Computing/Furniture/Equipment ***Office Supplies may not be purchased using a pcard- all office supply purchases must go through the business office. Group B Approved for Athletic Teams: All Group A codes 53113 - ATHLETIC RECRUITING TRAVEL All expenses associated with recruiting: airfare, train, taxi, rental cars and rental car fuel, mileage (for personal vehicles), recruiting packets, meals and other miscellaneous travel/meal expenses. This includes all coach travel, meals for unofficial visits and expenses for official visits. 53114 - TEAM TRAVEL All expenses associated with team travel: airfare, train, taxi, and rental cars, lodging, meals/per diem, bus driver tips and other miscellaneous travel/meal expenses. 17

Group C Approved for Facilities/Operations and Recreation All Group A codes 52193 - NON-CAPITALIZED COMPUTING EQUIPMENT All computer/computer related equipment (keyboards, mouse, printer) <$2,500/item 52195 - OTHER NON-CAPITALIZED FURNITURE & EQUIPMENT All athletic equipment (other than apparel, ie: sticks, gloves, racquets) <$2,500/item 52196 - NON-CAPITALIZED OFFICE FURNITURE & EQUIPMENT All office furniture/storage solutions (ie: desks, cubicles, chairs, filing cabinets) <$2,500/item 52411 - PERMITS, LICENSES, & FEES DC registration of vehicles (cars/trucks/boats), Parking/event permits, licensing rights or right to music (including the purchase of music off of itunes) 54161 - ATHLETIC SUPPLIES/APPAREL All athletic apparel (uniforms, shoes, socks, t-shirts, shorts, etc.) 54416 - BUILDING SUPPLIES Supplies associated with facility upkeep (bulk chlorine for the pool, 54611 - PURCHASES FOR RESALE Concessions, apparel, tickets, etc. purchased with the intent to sell. 55312 - VEHICLE MAINTENANCE Expenses associated with vehicle maintenance (van/truck repair) 55311 - GENERAL EQUIPMENT MAINTENANCE Expenses associated with maintenance of equipment (hoop machine) 55561 - CONTRACT SERVICE-OTHER Professional Services including: Security/crowd control, broadcasting, audio/visual, ambulance services, pool management, floor refinishing. Also: Direct TV, RCN, Comcast. Group D Approved for Sports Medicine All Group A codes All Group C codes 54212 - MEDICAL/SURGICAL SUPPLIES Supplies for athletic training (tape, 55215 - MEDICAL/DENTAL SERVICES Expenses of medical or dental services paid by the university (hospital/doctor/dentist bills, including the cost of custom mouthguards) 55561 - CONTRACT SERVICE-OTHER Professional Services including: Security/crowd control, broadcasting, audio/visual, ambulance services, pool management, floor refinishing. Also: Direct TV, RCN, Comcast. 18

Group E Colonial Sports Marketing All Group A codes 55151 ADVERTISING Newspaper, Radio or TV advertisements or announcements 55152 - PUBLICITY & PROMOTIONS Photos, Publication (brochures/posters/etc.) and Promotional merchandise 52411 - PERMITS, LICENSES, & FEES DC registration of vehicles (cars/trucks/boats), Parking/event permits, licensing rights or right to music (including the purchase of music off of itunes) 19