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, 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. 
• For a video walk-through on the two ways you can add attendees to your Event Expense Report, check out the How to Add Attendees to an Event Expense Report video.

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Video: How to Add Attendees to an Event Expense Report

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 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.

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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.

• NOTE: A pop-up menu will display.

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.