There will be a new Request User Interface (UI) in Concur Starting October 2nd. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a video on the new UI updates.
Overview
This article offers a comprehensive guide on creating an Event Expense Report in Concur. It outlines the necessary information and provides step-by-step instructions to assist users in efficiently navigating the process of reporting expenses related to events within the Concur platform.
Essential Information
- To ensure that all Event Expense Reports are following policy, refer to the Meetings and Entertainment: Overview Blink page.
- The Travel & Entertainment Card is the payment method for all event-related expenses.
- If your event will have full-service catering, an approved Event Request will need to be attached to the Event Expense Report.
- Please reference the Event Request KBA.
- To learn more on how to match card transactions to the Event Expense Report, see the How to Reconcile a Travel & Entertainment Card Transaction KBA.
- For guidance on adding attendees to the Event Expense Report, refer to the How to Add Attendees to an Event Expense Report KBA.
- 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 prepare a reimbursement on behalf of the Employee Payee/Host, you would need to:
- Be added in Concur with the delegate role by the Employee Payee.
- Select the option to act as their delegate before starting the Request/Expense process; you do not need to act as a delegate for Non-Employee Payees.
- To learn more about acting as a delegate for another user, see the How to Act as a Delegate in Concur KBA.
- To learn more about how to assign users to act on your behalf, see the How to Add a Request Delegate and an Expense Delegate in Concur KBA.
- If a Travel & Entertainment (T&E) Card was used to pay, an Event Expense Report needs to be created under the T&E Cardholder's profile to reconcile the expense.
Next Steps
1. Watch the How to Submit an Event Expense Report Video:
Video: How to Submit an Event Expense Report in Concur (Click above Image)
2. Review the written steps below:
The following content is the same as what is covered in the video, only presented in a different format.
To Create an Event Expense Report
- Log in to Concur via Single Sign-On
- Select the Expense module at the top of the homepage
- Select Create New Report
- Alternatively, you can also create a new Expense Report from the Quick Taskbar on the homepage by selecting +New, then Start a Report.
- Alternatively, you can also create a new Expense Report from the Quick Taskbar on the homepage by selecting +New, then Start a Report.
- In Report Type, select Event Expenses and Other Reimbursements.
- Enter the Event information, the Chart of Accounts (CoA), the Business Purpose for the Event, and all other required fields, the Fund field is required.
- If the employee user paid for the event expenses out of pocket or with their Travel & Entertainment (T&E) Card, please select Employee as the Payee Type.
- If this expense report is a prepayment, or direct payment to an event supplier, please select T/E Supplier as the Payee Type.
- For assistance in using the proper search parameters for the correct CoA, see this guide.
- a. For any questions on what to enter for the CoA or POETAF information, please consult with your Fund Manager or OPAFS, respectively.
b. Report Key and Report ID will auto-generate; these are unique Concur document reference numbers.
- a. For any questions on what to enter for the CoA or POETAF information, please consult with your Fund Manager or OPAFS, respectively.
- Select Create Report.
To Add Travel & Entertainment Card Transactions:
This is only applicable if the T&E Card was used to pay for event expenses; skip this section if this does not apply to your Expense Report.
- In the open Expense Report, select Add Expense.
- Select Available Expenses to locate the University Card transactions, i.e. T&E Card.
- Check the box next to one or more Travel & Entertainment (T&E) Card charges related to the event.
- Select Add to Report to claim the card charges to the appropriate Event Expense Report.
- To add expense information, hover your cursor over the charge and select the transaction.
- Enter in the proper information regarding the Expense, i.e. proper Expense Type, specific Notes/Business Purpose in Comment as applicable.
- For Payment Type, it should automatically populate to the UCSD T&E Card.
- For more information on allocating expenses to another CoA string, see the How To Allocate Expenses in Concur KBA.
- If you need to attach an itemized receipt:
- Click in the Attach a Receipt box, a dialog box will display.
- Select Upload Receipt Image and choose the proper file—the receipt will automatically attach.
- Close the dialog box.
- Select Attendees to provide the participant count and Attendee list as required per policy.
- For more guidance on adding Attendees, please see How to Add Attendees to an Event Expense Report KBA.
- Once finished with Event Expense Details, select Save Expense.
- Repeat Steps #5-9 for any additional card transactions.
To Add an Out-of-Pocket Expense
This is only applicable if an employee paid out-of-pocket for an event expense and needs to be reimbursed; skip this section if not applicable.
- Select Add Expense
- Select + Create New Expense.
- In the Search bar, search for applicable Expense Type.
- In the New Expense, on the Details tab, enter in the required Expense information, denoted by red asterisk.
- For Payment Type, select default, Payment to Employee.
- If you need to attach an itemized receipt:
- Click in the Attach a Receipt box, a dialog box will display.
- Select Upload Receipt Image and choose the proper file - the receipt will automatically attach.
- Acceptable file formats in Concur: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per file.
- Close the dialog box.
- Select Attendees to provide the participant count and Attendee list as required per policy.
- For event types that require an attendee list, please see the separate Knowledge Base Article on this process.
- Once finished with Event Expense Details, select Save Expense
To Add a Payment to an Event Vendor
This is only applicable if a payment needs to be sent to an outside vendor; skip this section if this does not apply to your Expense Report.
- Select Add Expense.
- Select + Create New Expense
- In the Search bar, search for the applicable Expense Type.
- In this example, the Expense Type is Audio Visual Services.
- Enter in the required Expense information.
- For Payment Type, select Payment to Payee (Non-Employee) - ACH, Check.
- Select the Payee and the corresponding Payee Address.
- Determine if sales tax was paid from the receipt/invoice and enter the appropriate amount.
For Taxable items:
Enter the amount in Sales Tax Paid (0.00 or greater).
If sales tax was not paid on a taxable expense, the system will automatically apply Use Tax.For Non-Taxable items:
Enter the amount in the Sales Tax Paid (0.00) as necessary.
Select the applicable Tax Exempt Code. - To attach an itemized receipt, click the Attach a Receipt box, a dialog box will display.
- Acceptable file formats in Concur: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per file.
- In the Attach Receipt dialog box, select Upload Receipt Image and select desired file.
- Close the window
***For event types that require an Attendee list, please see the separate Knowledge Base Article on this process.
To Submit an Event Expense Report
- Once the applicable Expenses have been claimed, in top right corner, select Submit Report.
- Select Accept & Continue and then Submit Report on the two dialog boxes that follow to submit your report.