Overview

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This guide demonstrates how to view your Card Charges, how to reconcile Travel and Entertainment Card charges into an Expense Report, and also how to view the status of an Expense Report.

Essential Information

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• All Travel and Entertainment Card transactions:
  
  • are automatically uploaded into Concur and take two business days for transactions to post.
  • must be reconciled within 45 days from the trip or event end date.
  • must be reconciled by matching them to an Expense Report, this includes refunded transactions, credits, and transactions that have been identified as fraudulent.
• Card transactions, personal reimbursements for out-of-pocket Expenses, and payments to vendors can all be processed within the same Expense Report.
• Consult Blink for any policy-related questions.
• Concur identifies the employee payee under Payment Type: Payment to Employee as the user submitting the Expense Report, or the user that the Delegate is acting on behalf of.
  • A Travel & Entertainment Card charge will show the Payment Type of *UCSD - T&E Card.
• To process a Travel and Entertainment Card Expense Report on behalf of another UCSD employee, the employee will need to add you as their Delegate.
  
  • To learn more about how to assign users to act on your behalf, please refer to KB0031969: How to add a Request Delegate and an Expense Delegate in Concur.
  • To learn more about acting as a Delegate for another user, please refer to KB0031975: How to act as a Delegate in Concur
• Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
• Orange alerts are informational and provide key details about policy that you should be aware of upon submission. 

Next Steps

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To View your Card Charges

1. Log into Concur using your Single Sign-On (SSO).

2. Select the Home dropdown and then click Expense.

3. In Manage Expenses, the Report Library displays.

4. Scroll down to Available Expenses.

5. Click into the desired transaction, transaction details display, click Close.

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To Reconcile Travel and Entertainment Card Transactions into an Expense Report

1. You can go to Available Expenses and select the card charge and move it to a New Report or an existing Expense Report OR create a new Travel Expense Report or Event Expense Report, dependent on expense type.

NOTE: Skip to step Step 6 if you added the expense to an existing Expense Report from the Available Expenses section.

2. If you choose to create a new expense report once you have completed the Report Header information, select Add Expense.

3. All available card transactions will display under the Available Expenses tab.

4. Select the box next to the desired expense(s) and click Add to Report.

5. Some card transactions will automatically include Expense information. Others will need the information to be manually inputed by the user.

6. To add Expense information, hover your cursor over the charge to highlight it and click the expense line.

NOTE: You will know that you added the T&E Card charge to an expense report correctly if the Payment Type shows as *UCSD - T&E Card

7. Choose the appropriate Expense Type related to the transaction.

8. For this example, the Expense Type that was chosen is 536400 - (Social Event) Food: Dine In, Delivery, Pick Up and you will need to enter in any required information, marked with a red asterisk.

9. If necessary, provide a receipt by selecting the Attach Receipt Image box.

10. Select Upload Receipt Image, and select your desired attachment.

a. Acceptable file formats: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per File

11. Once the Expense information and any other required information is added to the transaction, select Save Expense.

NOTE: If you need to add attendees to a specific expense, please reference How to Add Attendees to an Event Expense Report. 

12. Repeat procedure, until all Expenses have been added to the Expense Report, then select Submit Report, then Accept & Continue.

13. The Expense Report is now submitted and it will route for review.

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How to View the Status of an Expense Report

1. In Manage Expenses, select the desired report.

2. Select Report Details, use the drop-down menu then select Report Timeline.

3. The Approval Flow section will display who has approved the Expense Report and who needs to approve it next.

4. When the Expense Report has been fully approved, the card transactions will be completely reconciled.

NOTE: Travel & Entertainment Card transactions may be added on the same Expense Report as payments to vendors and payments to employees.