Overview

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This article demonstrates the process of adding attendees to event expenses in Concur. It provides step-by-step instructions, offering users guidance on efficiently including attendee information within the Concur platform for comprehensive event expense reporting.

Essential Information

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• For a walk-through of the entire process to create an event expense report, please refer to KB0032021: How to Submit an Event Expense Report in Concur.
• For all meal expenses related to an official business meeting and/or entertainment event, an Official Host needs to be selected in the Attendees section.
• Per policy, attendees are only required for business meetings and/or entertainment events with less than 100 attendees.
• If there are more than 100 participants, create an Attendee Group so that the Cost Per Person (CPP) can be calculated.
  • Follow steps 1 through 6 in the To Add an Attendee Event Group and Attach a List section of this Knowledge Base Article.
  • Once you create the Attendee Group for an event with more than 100 people in attendance, you do not need to attach a list of attendees. 
• Please note that the videos in this Knowledge Base Article may be outdated due to Concur User Interphase (UI) updates, but the process to add attendees still remains similar. 

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Video: How to Add Attendees in Concur

Next Steps

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How to Add Individual Attendees

1. Enter the required information in for the Event Expense, click Attendees.

2. In the pop-up, select Advanced Options.

3. In the Attendees tab, choose your Attendee Type from the dropdown then search for employee that you want to add as an attendee before selecting Search.
In this example, the Attendee Type that I am using is Faculty/Staff and I filled in the Last Name and First Name field. 

4. Under Search Results, click Add.

5. After adding all Attendees, select Close.

6. Select Save after adding attendees, it will take you back to the Details section.

7. Select Save Expense to return to the open Report.

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To Add an Attendee Event Group and Attach a List

Video: Adding an Attendee Group in an Event Expense Report 

1. After entering the required information in the event expense line, click Attendees.

2. In the pop-up, select Advanced Options.

3. On the Attendees tab, select Group of Attendees (100 or less) or Group of Attendees (more than 100) as the Attendee Type, then select Create New Attendee.
NOTE: If the Attendee Group that you create is less than 100 people, you will need to attach a guest list containing the name and title of the participants, and their occupation or group affiliation. If there are more than 100 people in the Attendee Group that you create, attaching a detailed Attendee List is not required. 

4. In the pop-up box, select Create Attendee.

5. In the pop-up, select Continue Adding New Attendee.

6. Then select Cancel to view the Attendee Group that was added.

7. In the Attendee Count, update the number of Attendees and click Save.

           a. This action will calculate the Cost Per Person.

8. Select Save Expense to update Attendee information.

9. To upload the Attendee List, you can either attach it after the receipt OR select Add Expense.

10. Under the + Create New Expense tab, select List of Meal/Meeting Attendees as the Expense Type.

11. Select the Transaction Date and select Attach Receipt Image to upload saved PDF of Guest List.

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

12. Enter comments if necessary, and then select Save Expense to return to the open report.