How to Add Attendees to an Event Expense Report


Overview


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


Next Steps


How to Add Individual Attendees

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

2. In the Attendees section, select Add.

3. In the Attendees tab, choose your Attendee Type then search for the appropriate individuals.

4. Under Search Results, click Add.

5. After adding 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.


To Add an Attendee Event Group and Attach a List

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

2. In the Attendees dialog box, select Add.

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.

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

           a. In Attendee Name, attendee group displays.

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

           a. This action will calculate the Cost Per Person.

6. Select Save Expense to update Attendee information.

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

8. Under the + Create New Expense tab, select List of Attendees as the Expense Type.

9. 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.

10. Enter comments, select Save Expense to return to the open report.


To Resolve the Expenditure Type POETAF Alerts for the List of Attendees

1. In the open Expense Report, select the Expense Type List of Attendees.

2. Select the Allocate button.

3. Select the Add button.

4. In Expenditure Type field, enter 522002 and select Save.

           a. Select Filter button next to Expenditure Type field to search by Code.

5. Click Save.

6. Select Save Expense to finalize the entry.

7. Resolve all alerts and then click Submit Report.

Questions?


If you need any additional assistance, please submit a ticket here or call the IPPS Help Desk at (858) 534-9494.