How to Reconcile Travel & Entertainment Card Transactions to an Expense Report


Critical Concepts

Steps to Take

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

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

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

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494