Table of Contents STEP 1: LOGGING ON:... 2

Size: px

Start display at page:

Download "Table of Contents STEP 1: LOGGING ON:... 2"

Leo Baldwin
6 years ago
Views:

1 Travel Settlement Instructions Northern Michigan University Table of Contents STEP 1: LOGGING ON:... 2 STEP 2: CREATING A REPORT... 3 STEP 3: ADDING AN EXPENSE (NMU Credit Card)... 5 STEP 3.1: ADDING AN EXPENSE (personal credit card or authorization)... 7 STEP 3.2: ADDING AN EXPENSE TYPE (Meals)... 9 STEP 4: ITEMIZING AN EXPENSE (Lodging) STEP 4.1: ADDING PARKING OR OTHER FEES TO LODGING STEP 5: ALLOCATING STEP 6: SUBMIT THE REPORT FREQUENTLY ENCOUNTERED PROBLEMS:...19 Click on the page number in the Table of Contents. This brings you directly to the page you need. 1

STEP 1: LOGGING ON: Log onto Concur Expense at http://newtravelweb.nmu.

2 STEP 1: LOGGING ON: Log onto Concur Expense at Or: Go to MY NMU, sign in, click on Employee Services tab, click on Concur Settlement System. Your logon and password will be ed to you by the Controller Office or please call

STEP 2: CREATING A REPORT The program will start you in the Concur Central page Click on: Create a New Expense Report FYI: If you have already started your expense report but have not finished, Click

3 STEP 2: CREATING A REPORT The program will start you in the Concur Central page Click on: Create a New Expense Report FYI: If you have already started your expense report but have not finished, Click on Edit & View Expense Reports. You DO NOT need to do a Travel Authorization if you have verbal approval from your Supervisor unless your Department requires it or you need a travel pre-payment. Click on the little man icon to change your password, add a delegate, or change your default approver. 3

4 STEP 2: CREATING A REPORT (continued) There are four types of reports you can create: 1. Purchasing 2. Travel Authorization 3. Travel Settlement 4. Business Expense Faculty Travel Staff Travel Student Travel Guest exp/business entertainment Purchasing FYI The Policy and Travel Type must match. NMU Purchasing Policy = Purchasing NMU Authorization Policy = Faculty, Staff or Student Travel NMU Settlement Policy = Faculty, Staff or Student Travel or Guest exp/business entertainment. If you go to click on Report Name and it will not let you type anything, that usually means you have a Google Toolbar. Go into the internet, Click on View, Toolbars, Un-click Google. All the areas with a red * are required to be filled 4

5 STEP 3: ADDING AN EXPENSE (NMU Credit Card) 1. Select each expense item you want in your report by clicking on the box. Add to report 3. Click on Go to Expense List. 2. Go to the top of the page and click on Add to Report. 5

STEP 3: ADDING AN EXPENSE (NMU Credit Card - Continued) Your report will now show each expense that you checked. Click on Undefined to assign an expense type.

6 STEP 3: ADDING AN EXPENSE (NMU Credit Card - Continued) Your report will now show each expense that you checked. Click on Undefined to assign an expense type. Once you have defined your expense type, you will either itemize or allocate (See following pages). If more than one expense, wait to allocate after all entries are done. 6

7 STEP 3.1: ADDING AN EXPENSE (personal credit card or authorization) If you used your personal credit card or need a travel authorization, see below: 1. Click on Go to Expense List. 2. Click on Add Expense. 7

Expense Type Helper on the right side of the screen. If you are adding an expense to do a Travel Settlement, a complete list of expenses will show up. 2.

8 STEP 3.1: ADDING AN EXPENSE (Personal credit card or authorization continued) If you are adding an expense for a Travel Authorization, only that expense will show up in the Expense Type Helper on the right side of the screen. If you are adding an expense to do a Travel Settlement, a complete list of expenses will show up. 2. Then click Go to Expense List. 1. Click on Travel Authorization under the Expense Type Helper and it will go to the Expense Type on the left of the screen. 1. Enter the total estimated amount of your trip. If you want to break it down (airline ticket, hotel, rental car, etc.) enter that information in the comment section. 2. Click on Save & Go to Expense List. 8

9 STEP 3.2 ADDING AN EXPENSE TYPE (Meals) Enter Expense Type by clicking on one of the expense types on the right pane. For example Meals. Reimbursement on meals including tip (with overnight stay) not to exceed the following rates: Reimbursed at actual cost, not to exceed $32.00 in a 24 hour period (no receipts required). Fill in all fields and click on Add Another Expense or Save & Go to Expense List 9

10 STEP 4: ITEMIZING AN EXPENSE (Lodging) Add lodging expense by following Step 3.1 Transaction Date is the date of charge. Fill in all required information (*) then click on Nightly Lodging Expenses FYI Enter the room rate including tax. Check the box that says Combine room rate and taxes into a single entry. 10

11 STEP 4.1: ADDING PARKING OR OTHER FEES TO LODGING Click on Add Itemization 1. After selecting the expense from the Expense Type Helper on the right (in this case Parking/Tolls), fill out all required information. 2. Select Save & Go to Itemization List 11

12 STEP 4.1: ADDING PARKING OR OTHER FEES TO LODGING Click on Done when Amount Remaining equals zero. 12

13 STEP 5: ALLOCATING 1. Check items you wish to assign to your organization number. 2. Then click on Allocate Selected Rows 13

STEP 5: ALLOCATING (Continued) 1. Enter your organization number here (if it is different then the organization number already entered). 2. Click on Assign Allocation.

14 STEP 5: ALLOCATING (Continued) 1. Enter your organization number here (if it is different then the organization number already entered). 2. Click on Assign Allocation. Then click on OK (located at the bottom of the screen), if you are allocating to only one Organization Number. If you need to allocate to more than one organization number, DO NOT CLICK OK. (See next screenshot) 3. After you have completed 1 and 2 above, your screen will show the organization number and 100%. (See next screenshot) 14

15 STEP 5: ALLOCATING (Continued) 4. Change 100% allocation to whatever % you need charged to that number. Click on Assign Allocation and it will change the bottom. (Example: change to 70% then click on Assign Allocation, Concur adds another line with 30% for (See screenshot below) 6. Then change org. number in middle box. Click on assign allocation. It should now show 70% with one org number and 30% with another org. number. If this is correct, click on ok. 5. Click on the organization number that you want to change the percentage of. You can split as many times as you like with as many organization numbers as long as it totals 100%. The Allocated should say 100% Remaining 0%. If you made a mistake, you can select the row and hit delete selected rows and allocate again. 15

16 STEP 5: ALLOCATING (Continued) If the pie chart is completely colored and filled in, that means your expense has been allocated 100%. If it is only partially filled in, you need to complete the allocation. If an error message says All entries must be 100 percent allocated, but you know you did and you have a fully colored pie chart, try to submit. If this is the only error, it should go through. 16

17 STEP 6: SUBMIT THE REPORT Click on Submit All red-flag exceptions must be cleared prior to submitting 17

18 STEP 6: SUBMIT THE REPORT (Continued) For office purchases: Financial Manager/Department Head - send directly to Vendor Payments. You report to a Financial Manager/Department Head - send to your Department Head for approval An approver should already be listed but if you need a different one, do the following: Use the search function to the right of the screen, enter the name you are searching for, click on Search, click on the correct name that shows up under Results of Search, and then click Ok if listed approver is correct. 18

19 FREQUENTLY ENCOUNTERED PROBEMS: Problem: Concur won t let you type in the space for Report Name when creating a report. Solution: Your Google toolbar is on and must be switched off. Go into the internet, click on View, Toolbars then un-click Google. Problem: A red flag error message pops up underneath your report or expense saying All entries must be 100% allocated, but you have already allocated 100%. Solution: (1) Make sure that each expense listed has a pie chart that is fully colored (located on the left of each expense). This indicates the expense has been allocated 100%. (2) Select the expense row with the error message by clicking on box on left side and click allocate selected rows. Here you can double-check that it says 100% allocated. (3) If you have done both of the above steps and believe your expense is 100% allocated, ignore the error message and click on the Submit button (make sure your report is completed first), your report should go through. Problem: You click on Print Report and it won t print. Solution: Try going through Foxfire to print. TIPS Travel Authorization: a travel authorization is not required, if you have verbal approval from your supervisor, unless: a) Your Dept. Head/Supervisor requires it b) You need a travel pre-payment You can change your password, add a delegate or change your default approver by clicking on the little man icon on Concur Central which is located in the upper right hand corner. To change your default organization number, you must call the Controller office - #2054. If you have food that you have purchased for a conference/meeting, you will submit under Business Expense and list each attendee in the comment section. If you go to enter the city you traveled to but Concur does not recognize that city, simply enter another city into that space and in the comments type in the correct city. 19

Purchasing Settlement Instructions Northern Michigan University

Purchasing Settlement Instructions Northern Michigan University Table of Contents STEP 1: LOGGING ON:... 1 STEP 2: CREATING A SETTLEMENT REPORT... 2 STEP 3: REPORT HEADER... 3 STEP 4: ADDING AN EXPENSE...