After traveling, how do I create an expense report In Concur?

Create an Expense Report from an Approved Request

If you want to create a new expense report without a request, skip to the next section, Create a New Expense Report (No Request)

After traveling, travelers will need to submit an Expense Report. This will be created from an Approved Request (unless a Frequent Traveler or only requesting reimbursement – proceed to next page).

  1. Select the Requests tab. A list of your requests will display.
  2. Unmatched requests will have Expense links on the far right side of the page.
  3. Click Expense for the request for which you are creating and expense report. This will fill out the expense report header for you. Skip to step 3 of the next section to continue.

 

Create a New Expense Report (No Request)

Those in the Executive Travel Group will not create Expense Reports from Requests, as they are not required to create Requests. Employees requesting reimbursement for Out of Pocket expenses also will not have Requests.

  1. Under the Expense tab, click Create New Report.
  2. Fill out the Report Header information
    • Enter details, including a report name, as well as trip start and end dates.
    • Fill out Traveler and Trip types and Purpose.
    • Enter the appropriate Fund, Org, Program, and Activity. These will correspond to the same in your FOAP, but they are ordered differently.
    • Enter any additional comments or information.
  3. Enter Travel Allowance Itinerary Information.
    • Enter New Itinerary Stop information for trip start date (departing travel) and click Save.
    • Enter New Itinerary Stop information for trip end date (returning travel) and click Save.
    • Add any additional travel stops (e.g., if you stayed a night in another city).
    • Click Next.
    • Select the Itinerary under "Assigned Itineraries" to assign it to the Report and click Next.
    • If any of your meals were provided, not purchased, check the appropriate meal boxes. If you purchased a meal, leave the box unchecked. Select "Create Expense."
  4. Add all appropriate travel card transactions.
    • Travel Card transactions flow into Concur automatically. Most transactions will
      take a few days to post to Concur. Transactions involving tolls will take longer.
    • ACU Travel Card transactions that have not yet been added to an Expense Report
      will appear under “Available Expenses” under the Travel tab.
    • Check boxes of all travel card transactions you wish to add to an Expense Report.
    • Select “Move” and choose the Expense Report you wish to assign the
      transaction(s) to.
    • You may also add travel card transactions from an open Expense Report.
      • Select “Import Expenses”
      • Check boxes of all travel card transactions you wish to add to an Expense Report.
      • Select “Move” and choose “To Current Report”

Adding Receipt Images

NOTE: Meal receipts must be ITEMIZED receipts. They must show all expenses. We also need a clear label of tip amount. We advise taking side by side photos/scans of the itemized receipt next to the tip receipt.

  1. Near the New Expense tab, select “Available Receipts.”
  2. Any receipts you have previously uploaded and not used will be shown. You may also Upload new receipts from your computer’s files.
  3. This will open a pop-up allowing you to browse your computer’s files to upload receipt images. You may also drag and drop files.
  4. Once your receipts are uploaded, they will appear in the Gallery.
  5. Match the receipts to the appropriate expenses:
    • The blue magnifying glass icon will enlarge the receipt image to easier match amounts.
    • Select an expense from the left side of the page to match to the receipt.
    • Then select the green button to Match the receipt image to the selected expense. (Note: a yellow receipt icon to the left of an expense tells you a receipt is needed. The icon turns blue after a receipt is matched to the expense.)
  6. Select the blue Gallery button to return to your uploaded receipt images.
  7. Continue matching receipts to expenses. You must select each expense to
    highlight it before you Match its receipt.

Attach Attendees to any Group Meal Expenses

  1. Select the Group Meals/Entertainment expense.
  2. Under the Attendees heading, located below the Expense Details, select “Advanced Search” to search for or add Attendees.
  3. This will open the Attendees pop-up. Search for an attendee already in the system by Attendee Type.
  4. Enter a name to search. Select the name and click “Add to Expense” to add that Attendee.
  5. You may also view your Recently Used Attendees on the “Recently Used” tab.
  6. If an Attendee is not found by searching his name, click “New Attendee” to enter a new Attendee name (this will add it to the search able  system).
    • Select the Attendee Type and enter the individuals name.
    • Select “Save” to add the Attendee to the Expense, or select “Save
      & Add Another” if you have another Attendee to enter.

For Attendees used often and already in the system, search for the names of the attendees (or the group name). Selecting the name will automatically add it to the list of Attendees.

Continue to add attendees until all are listed.

For travelers that eat together often, such as sports teams, you may create an Attendee Group by selecting the box next to each name and clicking “Create Group”. The names will now all appear under the Attendee Group tab to be used the next time you want to add that group to a meal expense.

Finally, select “Save” and Attendees will be added to the meal expense. Add any additional expenses
After adding all your trip’s ACU Travel Card transactions, you may add Out of Pocket expenses if you used a personal card and need to be reimbursed by the university.

Mileage

Add personal car or courtesy car mileage (an Out of Pocket expense) to your Expense Report to be reimbursed.

A map will pop up. Enter start and end locations to calculate mileage. Click “Calculate Route”. You may add another stop or select Make Round Trip.

Select “Add Mileage to Expense” to add it to your Expense Report.

Review your Report and Submit for approval.

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