How to Submit a Travel Expense Report in Concur


Overview


Critical Concepts


Users and Delegates

Steps to Take


1. Watch the Concur: New Card Request Training Video

















Video: How to Create a Travel Request in Concur (Click above Image)

Script: How to Submit a Travel Expense Report in Concur

2. Review the written steps below

The following content is the same as what is covered in the video, only presented in a different format.

Creating a Travel Expense Report


1. Log in to Concur via Single Sign-On


Method 1: To start from Concur Requests:


2. Select the Requests module at the top of the page
3. Select the approved Travel Request, and under the Action select Expense; this action will populate CoA information from the Travel Request to the Travel Expense 

Skip to Step 7 below ("Once the Expense Report has been created...")


Method 2: To start from Concur Expense:
2. Select the Expense module at the top of the page
3. In Manage Expenses, select Create New Report

4. In Create New Report > Report Type verify Travel Expenses is selected 

5. Fill out all of the required Trip Information, the necessary Chart of Accounts (CoA) information, and the Business Purpose for the trip

a. For CoA, confirm that you are searching using the proper parameters; by Text or Code
b. See this guide for more details on CoA; if you are unsure as to what to enter for these Chartstring fields, please consult your Fund Manager


6. Click Create Report

7. Once the Expense Report has been created, you can start adding Expenses, e.g., T&E Card transactions, CTS charges, out-of-pocket expenses
8. The Report Header has the unique Concur Document Number: Report Key or Report ID

Adding University Card Transactions to a Travel Expense Report


1. In the open Expense Report, select Add Expense

2. In the Add Expense dialog box, in Available Expenses, view all available University Card charges, i.e. Travel & Entertainment Card, CTS Air/Hotel
3. Select the trip-related card transaction(s) and select Add to Report

4. Hover over and select each Card Charge to proceed to the Expense Details

5. Enter pertinent travel Expense information

a. Update the default Expense Type if there is a more applicable one for the card transaction, e.g. Parking, Meals & Incidentals

b. To distribute or split costs across different CoA's, allocate the Expense(s) at the entry level

i. For more information on Allocation, review the Allocations KBA

6. If Travel & Entertainment Card charges represent multiple types of Expenses (such as Hotel + Parking), create an itemization for each Expense Type in the charge by selecting the itemization tab

7. If charging expenses to a Project, search for and enter the proper Expenditure Type (depending on type of travel) where indicated

a. 536000 - Travel-In-State

b. 536001 - Travel Out-of-State

c. 536002 - Foreign Travel

8. Provide a Receipt as necessary by selecting the Attach Receipt Image box and following the instructions to attach a Receipt
9. Repeat this process until you have claimed all card transactions for the Expense Report

a. For more information, please refer to the How to Reconcile Travel & Entertainment Card Transactions KBA

Manually Adding Expenses to a Travel Expense Report


1. In the Manage Expenses > Report Library, select your report, e.g. Test Expense Report

2. In the open Expense Report, select Add Expense

3. In the Add Expense dialog box, select Create New Expense

4. In the Search field, enter keyword for the Expense Type, e.g. Airfare

5. In Expense Details section, enter the required Expense Type, Transaction Date, Payment Type, Amount and Currency

a. If you are reconciling a lodging Expense, you are required to itemize the hotel folio, for specific guidance refer to the Hotel Itemization KBA
b. For out-of-pocket expenses paid by the Employee Traveler (Concur User), use Payment Type: Payment to Employee

6. If charging expenses to a Project, search for and enter the proper Expenditure Type (depending on type of travel) where indicated

a. 536000 - Travel-In-State

b. 536001 - Travel Out-of-State

c. 536002 - Foreign Travel

7. If required, attach a receipt by selecting the Attach a Receipt box, select Upload Receipt Image, and select your desired attachment
Acceptable file formats: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per file

8. Select Save Expense
The system will save the expense and return to the Manage Expenses tab

9. Repeat this process until you have added all of the reportable Expenses
10. If paying an outside entity; a Travel Supplier or Guest Traveler directly, verify the proper selections:

a. Payment Type is Payment to Payee (Non-Employee) and their preferred reimbursement method

b. You will be prompted to enter in the Payee’s ID/Name and Address, e.g. PAYMT CK or PAYMT ACH

c. For Prepayments, prepaying the Travel Supplier, provide payment details and any special requests in the Comment section

11. To claim the total prepayment amount on the final Travel Expense Report:

a. Manually add an Expense and select the same Expense Type as the Prepayment, e.g. Seminar/Conference Registration
b. Enter the total Prepayment amount
c. Verify the Payment Type is University Prepaid
d. In the Comment section, provide the Report Key or Report ID of the Expense Report with the prepayment expense
e. Reminder: University Prepaid refers to advances/prepayments directly to Travel Vendors and is not to be used for University Card charges, which automatically post to Available Expenses and shows Payment Type as the card name

Attaching a Travel Request to a Travel Expense Report

*If you created the Expense Report from the Request (Method 1 above), you can skip this section


1. Select the desired Report, in Report Details, select Manage Requests

2. In Requests, select Add

3. The list of your approved Requests will display, select the desired Request and select Add to Report

4. The Travel Request will be linked with your Expense Report, close the window

Submitting a Travel Expense Report


1. Once all the Expenses, manually entered, as well as any relevant Travel & Entertainment Card Charges have been added, you are ready to Submit Report
2. Click Submit Report and then Accept & Submit in the dialog box that displays

3. The Expense Report has been submitted for approval

a. When a Delegate clicks on the Submit Report button, Concur will prompt any potential errors and automatically send a notification to the Traveler that their Expense Report is ready for their Review and Submission

Viewing Options for Expense Reports


To view all your Expense Reports and check status:
1. Select the Expense module from the top of the page, the Manage Expenses > Report Library will display
2. Change the View selection from Open to Completed Reports


To view the status of an Open Expense Report:
1. Select the desired Report
2. In Report Details drop-down menu, select Audit Trail or Report Timeline

a. You will be able to view who has approved and whose approval is pending

To download, print or email the Expense Report:
1. With the Report open, click Print/Email or Print/Share (varies depending on user role)
2. Select **Report-Detailed

a. Detail Report: Prints a Report that includes report-level information from the Report Header and Expense entry level, including Itemization and Allocation details

3. Select Feature Option

a. To download a copy, select Save as PDF
b. To print the Report, select Print
c. To email the Report, select Email, enter email address(es) for Email Recipients, and message in the Comment field, then select Send
d. To email multiple recipients: separate the email addresses by a semicolon or a comma; however, do not insert a space following the semicolon or comma

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494