Overview

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• This guide covers how to reconcile Procurement Card charges to create and submit an Expense Report

Critical Concepts

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• All Procurement Card transactions are automatically uploaded into Concur for viewing and reconciliation
• In Concur each Procurement Card transaction is considered an Expense
• To reconcile a charge:
  
  • View the transactions to verify their accuracy
  • Create an Expense Report for each month
  • Add the Expenses to the current month’s Expense Report
  • Submit the Expense Report at the end of the month to complete the reconciliation process
• 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 Procurement 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 the KBA on 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 the KBA on How to act as a Delegate in Concur

Steps to Take

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How to View an Expense/Transaction

1. Log into Concur using your Single Sign-On

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

3. The Report Library page displays

4. Scroll down to Available Expenses to view your card transactions

5. In Available Expenses, under Payment Type, click on an individual transaction to view transaction details 

6. Transaction Details display in highlighted box

How to Create a Procurement Card Expense Report

1. Log into Concur using your Single Sign-On

2. Select the Expense Module

3. Select Create New Report

4. In Report Type, select Procurement Card Expenses

5. In Report Name, enter your report name, e.g. July 2020 Monthly Expenses

6. Complete all fields highlighted in red, including the necessary Chart of Accounts (CoA) information and the Fund field

1. For assistance in using the proper search parameters for the correct CoA, see this guide

b. Search by Code or Text by clicking the filter icon

c. For any questions on what to enter for the CoA information, please consult with your Fund Manager

7. In Business Purpose/Additional Information: enter the business purpose, e.g. Expense report for Office Supplies July 2020

8. In Comment: enter any other relevant information for the approver

9. In Claim Travel Allowance, verify that No, I do not want to Claim Travel Allowance is selected

10. Click Create Report

11. The Manage Expenses page displays

 

How to Add Procurement Card Transactions onto an Expense Report

1. In Manage Expenses, your report name will display at top with $0 value, select Add Expense

2. In the Available Expenses tab, all Expense Types display, verify the Payment Type field is UCSD-Procurement Card

a. Note: Expenses shown here would not be valid UCSD-Procurement Card Expenses

3. Select the card transactions to add to the report

4. Once you have selected Expenses, click Add to Report

5. The Manage Expenses page displays, your report name will display at top with $xxx value of added transactions

6.  Hover over an Expense to highlight it, select Expense Type

7. The Expense Details section displays  

8. In Details, Expense Type use the drop down menu to select Expense Type or search by entering key word, to reflect the purchase

9. In the City of Purchase field, enter city in which purchase was made

10. in the Sales Tax Paid field, enter Sales Tax paid at point of sale

11. In the Additional Information field, enter a detailed Business Purpose for Expense

a. For Example: Article publication fee in the National Academy of Science via Dartmouth Journal Services for Professor XX. Volume 115. Manuscript Number: 2020XXXXX

12. Select the Attach a Receipt image, attach a receipt

13. Select Upload Receipt Image, and select your desired attachment

a. Acceptable file formats: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per File

14. Image of Receipt displays on right, select Save Expense - Your Expense will be saved and you will return to the Manage Expenses tab

a. If you need to Allocate Expenses within this report please see this additional KBA on How to Allocate Expenses

15. Repeat Steps #1-14 in this section for each Expense to be added to this report

 

How to Submit a Expense Report to Complete Reconciling Transactions

1. When you have completed adding Expenses, click Submit Report

2. In the User Electronic Agreement, click Accept and Continue

*Expense reports should be submitted once a month with all of the Procurement Card Expenses/Transactions for that month

3. 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