Overview

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This guide will demonstrate how to reconcile Travel and Entertainment Card charges into 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.
• 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 see 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 see KB0031975: How to act as a Delegate in Concur.

Next Steps

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To View your Card Charges

1. Log into Concur using your Single Sign-On.

2. Select the Expense module from the top of the screen.

3. In Manage Expenses, the Report Library displays

4. Scroll down to Available Expenses.

5. Select the desired transaction, transaction details display, click Close.

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To Reconcile Travel and Entertainment Card Transactions into an Expense Report

1. Create a new Travel Expense Report or Event Expense Report, dependent on expense type: Business Travel or University Event transactions.

2. Once you have created the Expense Report, navigate to the Manage Expenses tab.

3. Select Add Expense

4. All available card transactions will display

5. Check the box next to the desired expense(s) and select Add to Report.

6. Some card transactions will automatically include Expense information. Others will need the information manually input by the user.

7. To add Expense information, hover your cursor over the charge to highlight it and select the highlighted transaction.

8. Enter in any required information, marked with a red asterisk, related to the transaction.

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.

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 for approval.

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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 Audit Trail.

3. This will display who has approved the Expense Report and who needs to approve it next.

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

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