Overview

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This article demonstrates how to reconcile and submit a Travel Expense Report. A Travel Expense Report is the form for reporting actual costs of UC San Diego (UCSD) business travel to be reconciled and paid, this includes payments for University Card transactions, Payees for hotel and registration expenses, and Direct reimbursement to the Traveler.

Essential Information

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• Approved Travel Requests (preauthorization) are required to be linked to the respective Travel Expense Reports (trip reconciliation) with the exception of Mileage-Only Reimbursements
  
  • For more information on Travel Request, please review the KB0032013: How to Create a Travel Request in Concur.
• Users may create the Travel Expense Report either:.
  
  • from the approved Travel Request, best practice, as it carries over Request Header information.
  • from the Expense module, attaching the applicable Travel Request to the Expense Report.
• Prior to taking action in Concur, register non-employee Payees via PaymentWorks.
• University Card transactions can be reconciled on the same Travel Expense Report alongside manually created expenses.
  
  • University Card transactions must be reconciled in order to charge the expenses to the department.
• Prepayments, or payments directly to travel suppliers, are submitted on an Expense Report.
• The total prepayment amount is to be offset and manually claimed on the final Travel Expense Report with the Payment Type: University Prepaid.
• University Prepaid is the Payment Type you select on the final reconciliation Expense Report after the trip occurs to claim and offset prepayments directly to travel vendors.
  
  • This editable Payment Type is not to be used for University Card transactions, which will automatically post to Available Expenses and show the card name as the Payment Type.
• For Travel Wires, please see the related KB0032371: How to process a Travel Wire.
• Check out the other resource guides regarding specific traveler/trip types such as KB0032371: How to process a Travel Wire.
• If the Travel Request is associated with a Project, close/inactivate the Travel Request once the final Travel Expense Report is completed in order to lift the Project Commitment, cancel won't lift the Commitment.

Users and Delegates

• Concur identifies the Employee Payee under Payment Type: Payment to Employee as the user submitting the Expense Report, or the user whom the delegate is acting on behalf of.
• To prepare a Travel Expense Report on behalf of the Employee Payee, you would:
  
  • need to be added in Concur with the Delegate role.
  • select the option to act as their Delegate before starting the procedure.
• When the 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.
• To learn more about how to assign other employees 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.

Next Steps

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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 click on the Create Expense Report button on the upper right corner; this action will populate CoA information from the Travel Request to the Travel Expense Report.

 

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.

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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 KB0032337: How to Allocate Expenses in Concur.

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 KB0032028: How to Reconcile Travel & Entertainment Card Transactions.

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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 KB0032322: How to Itemize Hotel Recipts in Concur.
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.

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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.

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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

1. 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.

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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.