Concur Expense System. User Reference Guide

Concur Expense System User Reference Guide February, 2009

Table of Contents HOW TO GET SETUP IN THE CONCUR EXPENSE SYSTEM... 1 LOG IN... 1 CHANGE YOUR PASSWORD... 1 VIEW AND EDIT YOUR PROFILE INFORMATION... 2 PERSONAL INFORMATION... 2 EXPENSE INFORMATION... 2 EXPENSE DELEGATES... 2 EXPENSE PREFERENCES... 3 EXPENSE APPROVERS... 3 COMPANY CAR... 3 PERSONAL CAR... 3 FAVORITE ATTENDEES... 4 CHANGE PASSWORD... 4 CREATE A NEW EXPENSE REPORT... 4 EXPENSE REPORT HEADER... 4 CHANGE THE COST CENTER FOR AN EXPENSE REPORT... 5 IMPORT CORPORATE AMERICAN EXPRESS TRANSACTIONS... 5 ENTER CASH OUT-OF-POCKET EXPENSES... 7 FOREIGN CURRENCY... 7 CORPORATE AMERICAN EXPRESS CARD... 7 CASH OUT-OF-POCKET... 7 ALLOCATE A SINGLE EXPENSE ITEM... 8 ITEMIZE A HOTEL BILL... 9 COMPANY CAR MILEAGE... 9 PERSONAL CAR MILEAGE... 10 ADD ATTENDEES TO AN EXPENSE... 10 ADD A NEW ATTENDEE... 10 ADD AN ATTENDEE WHO IS ALREADY IN YOUR FAVORITES LIST... 10 SEARCH FOR AN ATTENDEE IN YOUR FAVORITES LIST... 10 SAVE AN EXPENSE REPORT... 10 EXPENSE REPORT VIEWS... 10 CALENDAR VIEW... 11 EXPENSE REPORT TOTALS... 11 EXPENSE REPORT HEADER... 11 RECEIPTS... 11 REQUIRED RECEIPTS... 11 FAX RECEIPTS... 11 SCAN RECEIPTS... 12 SUBMIT AN EXPENSE REPORT... 12 EXPENSE REPORT PAYMENTS... 13 I

AMERICAN EXPRESS... 13 CASH OUT-OF-POCKET EXPENSES... 13 COMPANY POLICY LIMITS \ SUSPECT LIMITS... 13 COMPANY POLICY LIMITS... 13 SUSPECT LIMITS... 14 HOW TO SCAN WITH AN EPSON STYLUS CX7000F PRINTER... 14 REVIEW AND APPROVE AN EXPENSE REPORT... 15 APPROVE AS-IS... 15 SEND REPORT BACK TO EMPLOYEE... 15 LOG OUT OF THE CONCUR EXPENSE SYSTEM... 15 II

How to Get Setup in the Concur Expense System The CLMS T&E Department is responsible for all new T&E setups. If you are a new employee, or you never had an ExpenseLink account, you must complete the Concur Expense System Enrollment Form. Click the link below to access the form on Inside, our corporate intranet. Concur Expense System Documentation/Training You will access the Concur Expense System through your internet browser at https://www.concursolutions.com Log In Go to the Concur Solutions website - https://www.concursolutions.com User Name: field, enter your PeopleSoft User ID @cengage for example, 5200539@cengage Password: Initial password welcome (all lower case) Click the Login button or press Enter on your keyboard The first time you login using welcome as your password, Concur will prompt you to change the password. Passwords are case-sensitive must be at least six (6) characters and can contain numbers (0-9), upper and lower case characters, symbols such as %*@ and #, and cannot contain spaces. If you forget your password, you can click the Forgot your password? link on the login screen, and select one of the following options: Send me an email with my password hint Send me an email with a link to reset my password Change Your Password Passwords are case-sensitive must be at least six (6) characters and can contain numbers (0-9), upper and lower case characters, symbols such as %*@ and #, and cannot contain spaces. Point to the Profile tab (top of screen), and then click Change Password. Old Password: Enter your current password New Password: Enter a new password Re-enter New Password: Re-enter the password entered in the New Password field Password Hint: Enter the new password again If you forget your password, you can click the Forget your password? link on the Log In screen and request that your Password Hint be emailed to you. Click the Submit button 1

View and Edit Your Profile Information The first time you log into the Concur Expense System, you need to check your profile information to verify it is all correct. You can also add some additional information into your profile such as your Work Phone #, FAX #, Mobile Phone #, etc. NOTE: When viewing your profile information, If there are errors in any field, send an email to the T&E Department at ms.te@cengage.com and the corrections will be made for you. Click Profile at the top of the screen Personal Information Under Select one of the following to customize your user profile, click Personal Information You will see your First Name, Middle Initial, Last Name, and Employee ID Fields that are grayed out are disabled and cannot be changed. Under Contact Information, you can enter your Work Phone, Work Extension, Work Fax, Home Phone, or Mobile Phone. Verify that your Email Address is correct When finished, click the Save button Expense Information Under Expense Settings, on the left side of the screen, click Expense Information Verify all the information listed is correct Expense Delegates Delegates are employees who are allowed to perform work on behalf of other employees. For those of you who used ExpenseLink, this is the equivalent of a proxy. Under Expense Settings, on the left side of the screen, click Expense Delegates Click the Add Delegate button In the Search by employee name, email address or logon id field, enter the first three-characters of the employee s last name Click once on the employee s name to select Click the check box for each function you want the delegate to perform on your behalf NOTE: If you are an approver, you can set up a delegate who can approve expense reports for you in your absence. You can use the Can Approve Temporary field to enter a date range during which the assigned delegate can approve expense reports. When finished, click the Save button Delete a Delegate Click the check box to the left of the individual s name Click the Delete button, and when prompted Are you sure? click OK. Act as a Delegate In the upper-right corner, click the You are administering expense for drop-down arrow 2

Select the person you are acting as a delegate for Click the New Expense Report button Add all expenses to the expense report, process the required receipts, and then Submit the report Expense Preferences Under Expense Settings, on the left side of the screen, click Expense Preferences Select the options that define when you receive email notifications. By default, all the options under Send email when are selected. Simply clear the check box for the emails you do not want to receive. When finished, click the Save button Expense Approvers The name of your approver appears in the Default approver for your expense reports field. Company Car If you have a company car, you have to register your company car in the Concur Expense System. Under Expense Settings, on the left side of the screen, click Company Car Click the Register a New Car button Enter your Company Car # in the Company Vehicle ID field Click the drop-down arrow in the Company Vehicle field, and select Company Vehicle In the Accumulated distance to date (this period) field, enter the odometer reading on your company car at the time of this report (do not use commas) Click OK Delete a Company Car Click the check box to the left of the company car listed Click the Delete button, and when prompted Are you sure? click OK. Personal Car If you use your personal car for company business travel, you have to register your personal car in the Concur Expense System. Under Expense Settings, on the left side of the screen, click Personal Car Click the Register a New Car button In the Vehicle ID field, enter the type of car you own for example, 2003 VW Jetta Click the drop-down arrow in the Personal Car field, and select one (1) of the following: APG Car Allowance Gale Receiving Car Allowance Personal Car NOTE: If you are a Gale employee, you will see Personal Car Mileage or Gale Receiving Car Allowance on the drop-down list for the Personal Car field. When finished, click OK 3

Delete a Personal Car Click the check box to the left of the personal car listed Click the Delete button, and when prompted Are you sure? click OK. Favorite Attendees Some expense types in the Concur Expense System will prompt you for Attendee names. If there are individuals you entertain on a regular basis, you can enter these individuals into your Favorite Attendees listing. The attendees you enter are for your records only. Under Expense Settings, on the left side of the screen, click Favorite Attendees Click the New Attendee button required fields are marked with a red bar at the left edge of the field Click the drop-down arrow in the Attendee Type field and select one (1) of the following: Business Guest Employee Spouse/Domestic Partner Complete the remaining required fields Click the Save or Save and Add Another button NOTE: You can also add and save attendees when you are entering an expense item into an expense report that requires attendee names. Change Password Under Other Settings, on the left side of the screen, click Change Password Enter your old password in the Old Password field Enter a new password in the New Password field Re-enter the new password in the Re-enter New Password field Enter the new password in the Password Hint field if you forget your password, you can choose to have the Password Hint you entered sent to you via email. When finished, click the Submit button Create a New Expense Report There are a number of places you can go in the Concur Expense System to create a new expense report. Click My Concur (at the top of the screen), and then click the New Expense Report button Point to Expense (at the top of the screen), and then click New Expense Report on the drop-down list Click Expense (at the top of the screen), and then click New Expense Report on the menu bar Expense Report Header On the Create a New Expense Report screen, required fields are marked with a red bar at the left edge of the field. Report Name: Enter a descriptive name for the expense report 4

Report Key: The Report Key is a unique tracking number that can be used to reference an expense report. The field will be grayed out, and will populate automatically when you press the Next button located in the lower-right corner of the screen. Policy: This field populates automatically Report Date: Today s date will appear in this field by default. Click in the field and select the End Date for your expense report Business Purpose: Enter a business purpose for the expense report JDE Posting Company: Your default Company appears in this field automatically Cost Center: Your default Cost Center appears in this field automatically Comment: Use this field to provide your approver with any additional information regarding the expense report Select yes if you have to enter your company car mileage: If you have a company car and will be entering company car mileage, select Yes. If you do not have a company car, select No. NOTE: On first page of the expense report (Report Header), Gale employees have the option of making an entire expense report an intercompany expense to US CL companies. If the check box for the Intercompany Account Charge option is selected, the entire expense report goes to an intercompany account. Gale employees should let General Accounting know who in Mason has approved the charges. The Intercompany Accountant will need copies of your receipts in order to pass the expense to other CL companies. Gale employees will also see within each expense type, the option of marking a single expense item on an expense report as an intercompany expense. Click the Next button in the lower right corner of the screen Change the Cost Center For an Expense Report By default, all the expenses entered into your expense report will be charged to your default Cost Center. To charge all the expenses in an expense report to a Cost Center, other than your default Cost Center, follow the instructions below: Click View (at the top of the screen), and then click Header Click the drop-down arrow in the JDE Posting Company field, and select the Company the expenses in the report should be charged to Click the drop-down arrow in the Cost Center field, and select the Cost Center the expenses should be charged to Click the Next button in the lower right corner of the screen NOTE: You can also allocate a single expense item to another Cost Center, or to multiple Cost Centers. Import Corporate American Express Transactions Travel expenses incurred on your Corporate American Express card will automatically feed into the Concur Expense System. These transactions must be reported on an expense report in the Concur Expense System in order for American Express to get paid. On the Expense Report screen, the left side will display the Expense List where the expenses you add to the report will appear and the right side of the screen will show Smart Expenses American Express transactions you have sitting out there that have not been reported on an expense report. 5

If you do not have or use a Corporate American Express card, the right side of the screen will display the various Expense Types you can select when adding expenses to your report. NOTE: If you prefer to add your cash out-of-pocket expenses to the expense report before working with the Corporate American Express transactions, enter the cash out-of-pocket expenses, and then click the Import button at the top of the Expense List to display the American Express transactions on the right side of the screen again. You can sort the transactions listed by clicking the drop-down arrow to the right of any column heading and selecting Sort Ascending or Sort Descending. To view the details of a transaction, rest your mouse pointer over the American Express Card icon To close the details dialog box, click the X located in the upper-right corner of the dialog box To select a transaction to import into the expense report, click the check box located to the left of the transaction When finished, click the Import button at the top of the transaction list When the import is complete, a message box will display reading The selected items have been successfully imported as expenses You can click the check box in front of Never show this prompt again if you choose to never see this message again Click OK to close message box the imported transactions appear on the left side of the screen in the Expense List Check the expense type for each transaction in the Expense Type field and make sure the correct expense type is selected If not, click on the transaction once, and the detail fields display on the right side of the field Click the drop-down arrow in the Expense Type field and select the correct expense type for the transaction Because there are some required fields that do not get populated automatically when a transaction is imported, the majority of the transactions imported will have an Error icon (a red circle with a white exclamation point) located under the Date field. If you rest your mouse pointer over the Error icon, the tooltip will read This entry has an error that must be fixed and this means there are some required fields that must be populated. If you click the Error icon once, the errors appear in red directly under the transaction itself NOTE: If any of the transactions imported are older than 90 days, you will see the following when you click the Error icon The transaction date is greater than 90 days. Please be more timely in your expense submissions If you need to view the details of the transaction again, rest your mouse pointer over the American Express Card icon and when finished viewing the details, click the X located in the upper-right corner of the details box to close it On the right side of the screen, you will see the detail fields for the first transaction complete all the required fields for this transaction NOTE: Gale employees will have two (2) additional expense types that others will not have Trade Show Exhibit Space and Marketing. The Marketing expense type should be used when Sales people make purchases related to their customers that do not fit the Entertainment-Other or Business Meals expense type categories. If the transaction is for a Personal Expense, not a business expense, click the check box to the left of Personal Expense 6

NOTE: Using your Corporate American Express card for personal charges is against company policy. Personal expenses are not reimbursable. If the transaction was for a Sales Conference you attended, click the check box to the left of Sales Conference When you are finished, click the Save button Delete a Corporate American Express Transaction from the Expense List Click the check box to the left of the American Express transaction you want to delete Click the Delete button at the top of the Expense List When prompted Are you sure? click OK Enter Cash Out-of-Pocket Expenses Cash out-of-pocket expenses are expenses paid for with cash or a personal credit card. Click the New Expense button On the right side of the screen, select an Expense Type the detail fields for the expense type you selected appear on the right side of the screen Complete all required fields When finished, click the Save button Delete a Cash Out-of-Pocket Expense from the Expense List Click the check box to the left of the Cash Out-of-Pocket expense you want to delete Click the Delete button at the top of the Expense List When prompted Are you sure? click OK Corporate American Express Card Foreign Currency If you travel outside the US, and use your Corporate American Express card, American Express will provide the exchange rate at the time of the charge. Cash Out-of-Pocket If you travel outside the US, and incur cash out-of-pocket expenses, you must lookup the exchange rate for the date of the expense, and then enter the expense into an expense report in the Concur Expense System. At the top of the Expense List, click the New Expense button Select an Expense Type, and then complete all required fields for the expense In the City field, and at the bottom of the drop-down, click the drop-down arrow and select the Country you were in Click back in the City field and enter the City name once Concur completes the search, select the City from the drop-down list 7

NOTE: If the City s currency is different than your standard reimbursement currency, the system will display an Exchange Rate field to the right of the Amount field. Enter the amount in the Amount field Enter the exchange rate in the Exchange Rate field Click the Save button NOTE: A Currency Conversion site you might want to use is http://www.oanda.com. Allocate a Single Expense Item If you need to allocate a single expense item to a Cost Center other than your default Cost Center, you will use the Allocate feature in the Concur Expense System. In the Expense List on the left side of the screen, click once on the expense item you want to allocate the detail fields for the expense will display on the right side of the screen Click the Allocate button located in the lower-right corner of the screen 100% of the expense amount will be allocated to your default Cost Center. If you click the Allocate By button, you can choose whether you want to allocate by Percentage or Amount If you want to allocate the entire amount to another Cost Center, do the following: o o Click in the JDE Posting Company field and select the Company you want to use Click in the Cost Center field and select the Cost Center you want the expense item charged to If you want to allocate to your default Cost Center, as well as an additional Cost Center, do the following: o o o Click in the Percentage or Amount field (depending on how you chose to allocate), and enter the percentage that should be charged to your Cost Center Click the Add New Allocation button and a new line will be added under the first line Click in the JDE Posting Company field and select the Company you want to use NOTE: Another new allocation line will be added by default by the system. Use the additional line if need be otherwise, just leave as is with zero in the Percentage or Amount field. You do not have to delete it from the screen. o Click in the Cost Center field and select the Cost Center you want the remaining percentage or amount to be charged to When finished, click the Save button A message box will appear Allocations have been saved. Click OK to close the message box Click the Done button to exit the Allocations screen You will see an Allocations icon under the transaction in the Expense List on the left side of the screen. Rest your mouse pointer over the Allocations icon, and the allocations you created will appear on the screen 8

Itemize a Hotel Bill A hotel bill usually contains a variety of expenses including room fees, taxes, parking, meals, telephone charges, etc. These expenses must be itemized so that they can be accounted for correctly. Import the Hotel expense (if American Express) or, enter the Hotel expense manually In the upper-right corner, you will see an Exceptions Found! button. Once the Hotel expense is itemized, this button will no longer appear. On the right side of the screen, complete all required fields, and then click the Itemize button in the bottom-right corner of the screen Enter the Check-In Date and the Check-Out Date, and the Number of Nights field will populate automatically Under Recurring Charges, enter the following: Room Rate per night Room Tax per night Other Room Tax1 per night Under Additional Charges, enter any other recurring charges, such as Parking, Hotel Internet use, etc. When finished, click the Save button In the upper-right corner of the screen, you will see The total Hotel amount entered, the amount you have itemized so far, and the remaining amount to be itemized. Click the Create Itemization button Select an Expense Type Complete all the required fields for the expense type If the expense is not a business expense for example, an in-room movie click the Personal Expense check box Click the Save button or, if the amount Remaining in the upper-right corner of the screen is not yet to $0.00, click the Save and Add Another button to continue itemizing When you are finished itemizing, the amount Remaining will show zero ($0.00) dollars NOTE: If you have a hotel bill with one night s stay and no other incidental charges, you still have to itemize the expense in the Concur Expense System. Company Car Mileage At the top of the Expense List, click the New Expense button On the right side of the screen, under Company Car Expense, click Company Car Mileage In the Transaction Date field, enter the ending date for the expense report In the Odometer End field, enter the odometer reading as of the expense report ending date the Total Distance field will populate automatically In the Business Distance Personal Distance field, enter any personal miles included in the Total Distance field Click the Save button 9

Personal Car Mileage At the top of the Expense List, click the New Expense button On the right side of the screen, under Transportation, click Personal Car Mileage Enter a From location and a To location Enter the # of miles in the Distance: Amount field Click the Save button Add Attendees to an Expense Some expense types, such as Entertainment - Other, Business Meals, and Employee Relations- Meals will require you to enter a list of attendees. The Attendee List for an expense item appears on the right side of the screen, directly under the detail fields for the expense item. Add a New Attendee Click the New Attendee button Complete all the required fields Click the Save or the Save and Add Another button Add an Attendee Who is Already in Your Favorites List Click in the Favorites field enter the Last Name of the attendee, and when their name appears on the drop-down list directly under the Favorites field, click on their name once Search for an Attendee in Your Favorites List Click the Search button Click the drop-down arrow in the Choose search criteria field Click My Attendees to see everyone in your Favorites list or, Point to Business Guest, Employee, or Spouse/Domestic Partner, and enter the Last Name of the attendee Click the Search link in the lower-right corner of the box Click once on the attendee s name, and then click the Add button When all the attendees appear on the list at the bottom of the detail area for the expense click the Save button to save the expense item Save an Expense Report The entire expense report is saved every time you save an individual expense item. Expense Report Views There are numerous ways you can view your expense report 10

Calendar View Click View and then point to Calendar Select any one (1) of the following views: o Week o Two Weeks o Month Expense Report Totals Click Details and then click Totals Expense Report Header Click Details and then click Report Header Receipts Required receipts for an expense report must be in the Concur Expense System before you can submit the expense report. There are two (2) ways you can process required receipts for an expense report Fax the receipts or Scan the receipts and attach directly to the expense report. Required Receipts American Express All Hotel bills (regardless of the amount) Any expense you itemize Any expense over $50.00 when you use the Miscellaneous expense category Cash Out-of-Pocket All Hotel bills (regardless of the amount) Any expense you itemize Any expense over $50.00, no matter what expense type it is charged to GALE Only Same as above and Personal Car Mileage Mileage calculation documentation (such as Mapquest or AAA) for all mileage reimbursement requests over 200 miles Fax Receipts In the upper-right corner of the screen, click the Print button and then click US Fax Receipt Cover Page The Fax Cover Page displays in a separate browser window and shows basic information about the expense report. It also shows a list of required receipts for the expense report. 11

NOTE: The Fax phone number appears at the top of the Fax Cover Page. Click the Print button in the upper-left corner When the Print dialog box appears, click the Print button again Close the Fax Cover Page window by clicking the X in the upper-right corner of the window Prepare your receipts by either making copies of them using a clear faxing jacket or taping the receipts to an 8 ½ x 11 sheet of paper or, you can lay the receipts directly on the glass of the Fax machine NOTE: The Fax Cover Page must be the first page of the Fax. To confirm the Fax was received Click the Receipts button in the upper-right corner of the screen and then click View Receipts When finished viewing the receipts, click the X in the upper-right corner of the Receipts dialog box to close it Scan Receipts Scan your receipts NOTE: The file format of each image file must be either jpg, tiff, or pdf Each file cannot exceed 3 MB in size. Click the Receipts button in the upper-right corner of the screen and then click Attach Receipt Images In the Attach Files dialog box, click the Browse button Navigate to the folder where you saved the image file(s), select the file(s) you want to attach, and then click the Open button NOTE: No more than 10 files can be uploaded in a single session. Click the Attach button to upload the files to the expense report NOTE: The amount of time required to upload the image file(s) depends on the size of the file(s). When finished, click the Done button to close the Attach Files dialog box To confirm the image files were attached to the expense report Click the Receipts button in the upper-right corner of the screen and then click View Receipts When finished viewing the receipts, click the X in the upper-right corner of the Receipts dialog box to close it Submit an Expense Report In the upper-right corner of the screen, click the Submit button In the Final Review dialog box, you can click the View Receipts button again if you want to view the receipts again If you need to attach additional receipt image files, click the Attach Receipt Images button 12

When finished, click the Submit Report button The Report Submit Status dialog box appears, and in the upper-left corner you will see This report was submitted successfully and your approver s name will be listed Click the Close button to close the Report Submit Status dialog box NOTE: Once the expense report is submitted, it is routed to your approver immediately for review and approval. Your approver can Approve the report as-is or, Return the report to you for changes or additional information. Returned reports appear in the Active Reports list on the My Concur page. To make the changes requested by your approver, open the report, make the necessary changes, and then resubmit the expense report. You do not have to fax or reattach the receipt image files when you resubmit an expense report. Expense Report Payments American Express All payments to American Express for business expenses will be made by Cengage Learning. Payments to American Express will be made twice monthly on the 10 th and the 24 th of each month. If the 10 th or the 24 th falls on a weekend or holiday, payments will be made on the next business day. You are responsible for monitoring and balancing your American Express account. Cengage Learning does not reimburse employees for American Express delinquency fees. It is your responsibility to file expense reports in a timely manner to ensure on-time payments to American Express. The American Express Corporate Card is a personal liability card, and failure to pay on a timely basis will result in a blemish to your personal credit. NOTE: You will continue to receive a paper copy of your monthly statement directly from American Express. Cash Out-of-Pocket Expenses Once the expense report has been approved, any monies owed you will be direct deposited into your personal bank account within three (3) business days from the date of approval. Company Policy Limits \ Suspect Limits Company Policy Limits Company Policy Limits are recommended or suggested maximum dollar limits that can be spent on each expense type instance. If the amount entered on the expense report exceeds the limit, the expense report goes to your Manager for review and approval of the expense. You will also see the following on your screen 13

In the Expense List, a yellow warning flag will appear directly under the date of the expense Rest your mouse pointer over the yellow warning flag icon, and you will see This item requires approval Click the yellow warning flag icon once, and you will see The expense has exceeded the Company Policy Limits. In the upper-right corner of the screen, you will see an Exceptions Found! Button. If you click the button, the following message appears The expense has exceeded the Company Policy Limits Suspect Limits Suspect Limits are actual maximum dollar limits that can be spent on each expense type instance. If the amount entered on the expense report exceeds the limit, the expense report goes to your Manager for review, and then to back office Accounting for review. You will also see the following on your screen In the Expense List, a yellow warning flag will appear directly under the date of the expense Rest your mouse pointer over the yellow warning flag icon, and you will see This item requires approval Click the yellow warning flag icon once, and you will see The expense has exceeded the Suspect Limits. In the upper-right corner of the screen, you will see an Exceptions Found! Button. If you click the button, the following message appears The expense has exceeded the Suspect Limits. You can view the Company Policy and Suspect Limits in the CL Global Travel Entertainment Policy posted on Inside, our corporate intranet. How to Scan with an Epson Stylus CX7000F Printer Open the document cover and place your original(s) face-down on the glass, in the upper-left corner Close the cover gently so you don t move the original(s) Do one of the following to start Epson Scan: o Windows: Double-click the Epson Scan icon on your desktop o McIntosh: Double-click Epson Scan in the Application folder You will see the Epson Scan standby window If the Mode setting in the upper-right corner is set to Full Auto Mode, click the Scan button If the Mode setting is not set to Full Auto Mode, click the drop-down arrow and select Full Auto Mode, and then click the Scan button. The File Save Settings dialog box will display o o o Under Location, choose the location where you want to save your scanned file In the Prefix field, type a name for the file Under Image Format, select a file format in the Type field (file format must be a jpg, tiff, or pdf) Click OK The image is scanned and you see its icon or filename in an open folder Click the X in the upper-right corner to close the open folder dialog box You are now ready to attach the image file to a Concur Expense System expense report. 14

Review and Approve an Expense Report When an expense report is submitted for approval, the approver receives an Outlook email message. The body of the email will include a link directly to the Approval area in the Concur Expense System. All expense reports waiting for review and approval appear on the My Concur page in the Approval area. As an approver, you can Approve the expense report as-is Send the expense report back to the employee to modify and resubmit All reports awaiting review and approval appear on the My Concur page in the Approval section. Approve As-is Make sure you are on the My Concur page the Approval section Click once on the expense report name to open the report All of the report s expenses will appear in the Expense List on the left. Click once on the expense you want to review the expense detail fields will display on the right side of the screen If the expense has an Exceptions icon click the icon to display the expense exception details directly under the expense item If there is an Exceptions Found! button in the upper-right corner of the screen, click the button and the exceptions will appear on the screen when finished viewing the exceptions, click the Close button To review the required receipts for the expense report, click the Receipts button in the upper-right corner of the screen, and then click View Receipts When you are finished reviewing the expense report, click the Approve button in the upper-right corner of the screen to approve the expense report as-is NOTE: Once you approve an expense report, the report will no longer appear in the pending list. Send Report Back to Employee Occasionally, an expense report may need to be returned to an employee for corrections. Open the expense report and click once on the expense item that needs to be modified In the Comments field, provide the employee with a brief explanation of the changes that need to be made to the expense item Click the Save button, and then click the Send Back to Employee button Enter a comment that explains exactly why the expense report is being returned and how to modify it before resubmitting, and then click OK Click OK again Log Out of the Concur Expense System Click the Logout tab when you are ready to exit the Concur Expense System When prompted Are you sure? click OK Click the X in the upper-right corner of the screen to close the Concur Expense System login screen 15