USER GUIDE. Concur Expense Management System

Transcription

1 Concur Expense Management System

2 DOCUMENT CONTROL Procedure Concur Expense Management System Procedure Number Date of Issue 22 July 2016 Last Reviewed 22 July 2016 Version 6.0 Next Review 22 July 2017 Responsible Department Finance Concur User Guide_6.docx Page 2 of 25

3 TABLE OF CONTENTS Concur Expense Management System Objective Application Website User Guide Login Exploring the Home Page Updating Your Profile Upload Receipt Website Options Expense Reports and Expense Items Approval Workflow Mobile Application User Guide Login Exploring the Mobile Application ipad and iphone Upload Receipt Mobile Application Options Expense Reports and Expenses Approval Workflow FAQ Concur Expense Flow Chart Concur User Guide_6.docx Page 3 of 25

4 CONCUR EXPENSE MANAGEMENT SYSTEM 1. Objective TT-Line Company Pty Ltd has implemented Concur as an expense management system. This is the new way for all employees to claim their out of pocket business expenses. Access can be via an application on your mobile device or on the website. Concur is automated, fast and accurate. You are able to process the following items, obtain approval, track and manage your expenses. Expense Claims Business Travel Account (BTA) Company Credit Card transactions 2. Application The user guide provides guidance of the most efficient way to create, submit and review expense reports on the web browser and mobile application. 3. Website User Guide Your login user ID and password will be received via along with the starter information pack including a quick reference guide. 3.1 Login To log on to Concur, access the website: a) In the User Name field, enter your Company address including.com.au b) In the Password field, enter your password which is case sensitive c) Click the Sign In button Concur User Guide_6.docx Page 4 of 25

5 3.2 Exploring the Home Page The web home page contains the following sections and a links. To return to the home page from any other page, click the Concur logo on the top left of the screen Expense is where you open up a link to Manage Expenses and their current status The Quick Task bar provides links to: - Start a new report - Open reports - Manage available expenses - Upload receipts Profile is where you set up your user preferences, act as a delegate and sign out My Tasks provides links to: - Your available expenses - Open reports - Approvals that require attention Open Reports section details Active Reports and their status: - Un-submitted Reports - Submitted Reports - Pending Approval - Approved - In Accounting Review - Paid Reports Company Notes includes comments about any notifications or updates from Finance which you should be aware of. Links are available to the My Spirit > My Workplace where you will find: - Our Concur User Guide - Concur Clue Card, quick reference guide - Finance Bank Account Details form End User Training is where you will find detailed interactive training videos and downloadable materials provided by Concur. Concur User Guide_6.docx Page 5 of 25

6 3.3 Updating Your Profile Use the profile options to set or change your personal preferences. They include: Expense Delegates, Expense Preferences, notifications, Attendees Expense Delegates Delegates are employees who are allowed to perform work on behalf of other employees; this is usually personal assistants performing administrative duties for managers. This must be set up in the delegators profile first. To access the profile information: a) Click Profile > Profile Settings. The Profile Options page appears b) Click the Expense Delegates menu option and assign a delegate indicating which tasks can be performed, excluding approval options Acting as a Delegate If you are acting as an Expense delegate for another employee (delegator): a) Click Profile > Act on behalf of another user, select the appropriate delegator's name. b) Click Apply NOTE: Notice that the Profile menu now displays Acting as and shows the name you just selected. You are now officially working on behalf of that person. Complete the normal processes of creating reports, printing, etc. Any changes you make affect only the delegator and do not change your personal information. You cannot access all profile options for your delegator, such as reports requiring approval. Concur User Guide_6.docx Page 6 of 25

7 3.4 Upload Receipt Website Options To submit a business expense you must capture the receipt and upload to the receipt store. The options to upload receipts to the store include, electronically by , scan the invoice or by taking a photo via the mobile application. The receipt images can be shared between the web browser and mobile application Option 1 Receipt and save in Receipt Store Use this option for uploading electronic receipts received directly from a supplier. a) You must verify your address with Concur before using this function, refer here b) your receipt from the verified address to receipts@concur.com c) For accepted files types, refer here NOTE: Multiple receipts as separate attachments can be sent in the one from your PC Option 2 Select a receipt image saved to the Receipt Store Use this option to select photos you have taken with your mobile device and saved to the receipt store. a) To save photos of your receipts to the receipt store using your mobile device, refer here. b) From your expense report click the Available Receipts link to display the receipts currently in your receipt store Option 3 Browse for Receipt Use this option for uploading electronic receipts which have been saved on the network/hard drive. a) When Upload Receipts has been selected b) Click the Browse button to choose a document saved on the network c) For accepted files types, refer here d) Navigate to the file e) Click Open f) Click Attach Concur User Guide_6.docx Page 7 of 25

8 3.5 Expense Reports and Expense Items Create a New Expense Report and attach receipts It is recommended you upload all of your receipts to the Receipt Store prior to completing this step, refer here a) Click Start a Report on the Quick Task Bar b) On the Report Header page, complete all required fields (marked with red bars) c) Report Name: eg: DD.MM.YYYY Report (date expense report is created) d) Report Date: Default s to today s date MM/DD/YYYY (update if desired) e) Comment: Insert a useful comment for future tracking or reviewing f) Click Next g) On the Expenses page, click the Available Receipts hyperlink on the top right side of the page to display Expenses > New Expense > Available Receipts side by side. h) From the New Expenses form in the middle of the page, select the Expense Type from the list displayed i) Complete all mandatory fields (marked with red bars) with available information > insert a Comment detailing expense purpose if required for approval. Expenses cannot be forward dated; they must be the date on invoice. j) Attach the receipt by clicking on the green icon in the top left hand corner of the receipt image in Available Receipts k) Some expense types will require additional information to be added; accommodation expenses require itemization and meal expenses may require Adding Attendees to a Business Meal. NOTE: A Client Entertainment Expense must have a Business Guest as an attendee. l) Click Save m) Repeat steps h-l for additional expenses n) Review any expenses displaying a red icon indicating there are errors or missing information Select the item to display the error message o) Click Submit Report p) Click Submit Report in the pop up box q) Click Close on successful upload pop up box Concur User Guide_6.docx Page 8 of 25

9 3.5.2 Import Expenses If you create multiple expenses on your mobile device and you need to add them to a Report, Import Expenses is another option to add Available Receipts to an existing Expense Report. a) From the Expense Report Screen click the Import Expenses link b) Select all the expenses you wish to add to the Expense Report and from the Move dropdown list, click To New Report c) Select each item added to the Expense Report and complete the details Quick Expenses The Quick Expenses button at the top of the Expense Report screen gives another option for entering numerous similar expenses. As the Quick Expenses screen does not allow you to view receipts in the receipt store to use this option you would need to have the physical receipts in front of you as well. a) From the Expense Report screen click Quick Expenses button b) Complete details of expenses in the table format, use the option to duplicate similar expenses and amend only the fields that vary c) Click Save Select each item added to the Expense Report and add receipt from Available Receipts. Concur User Guide_6.docx Page 9 of 25

10 3.5.4 Itemize an Expense on an Expense Report You will need to itemize an expense when; Components for more than one expense type, for example hotel invoices which include meals or parking, A component of an expense that doesn t incur GST, for example water on a meal expense or A component of an expense incurs FBT NOTE: The cost of meal expenses can be split evenly between the number of attendees even if the cost of the items ordered from the menu by individuals differ. It is recommended you itemize expenses prior to adding attendees, to add attendees refer here. NOTE: You are able to Add Attendees to business meals as you itemize expenses, refer here a) Prior to itemizing an expense you will need to have created an Expense Report and added an expense, refer here b) Open the Expense Report and select the desired expense c) Click Itemize General expenses i. Complete all mandatory fields (marked with red bars) ii. iii. iv. NOTE: these may differ depending on the Expense Type selected Click Save Itemize all charges (including the main charge) until the amount remaining is zero Save Itemizations Accommodation expenses (When the expense type Accommodation is selected) i. On the Nightly Lodging Expenses, enter the dates and room rates per night; complete the remaining fields (mandatory fields marked with a red bar) ii. iii. iv. Enter re-occurring charges in the Additional Charges section, e.g. parking NOTE: the per night amount included Save Itemizations If the room rate varies between nights, update the rate on each night by expanding the expense on the right hand side of the Expenses screen, selecting the line item and updating the amount field. v. The New Itemization screen will appear, continue itemizing all one time charges until the amount remaining is zero Concur User Guide_6.docx Page 10 of 25

11 3.5.5 Adding Attendees to a Business Meal Attendees are added to an expense to communicate to your approver details of the expense. You can detail your Business Guest details on Client Entertainment expenses by adding them as an Attendee and the cost of the expense will be distributed evenly. If you do not detail the individual attendee details on small claims i.e. coffee, please insert a comment with sufficient information to detail the expense for your approver. NOTE: If the expense requires itemizing, it is recommended you perform this task prior to adding attendees, refer here. a) Select the expense, go to the Attendee section at the bottom of the Expense tab b) Enter the Attendees by selecting from one of the following methods: Create a New Attendee Advanced Search for an existing Attendee or to select from the Company Employee list Select from your Favourites c) Complete all mandatory fields (marked with red bars) d) Click Save e) When all attendees have been added, the expense is distributed between all attendees f) The Attendees icon will be displayed beside the expense Concur User Guide_6.docx Page 11 of 25

12 3.5.6 Allocate Expenses The Allocations feature allows you to allocate expenses to another department. You can allocate one expense or multiple expenses at a time. You can allocate the whole expense or an amount or percentage of the expense. NOTE: If you allocate an expense to another department/s when you Submit Report your whole Expense Report will be sent to your Approver and the Approver/s of the other department/s. a) From an Expense Report select an expense, click the Allocate button or to allocate multiple expenses, select the appropriate expenses on the left side of the page and click the Allocate link b) From the Allocate By dropdown list select Percentage or Amount c) Allocate the whole expense or part of the expense to another department by changing the Department, Location and Profit Centre d) Add as many allocations as necessary. You can adjust the amounts or percentages. The total allocation must equal 100% or the full amount, otherwise an audit rule is flagged and you will not be able to submit the report e) Click Save f) Click OK g) Click Done h) If the expense is 100% allocated, the icon appears with the expense. If the expense is not 100% allocated, the icon appears with the expense Concur User Guide_6.docx Page 12 of 25

13 3.5.7 Business Travel Account (BTA) Invoices Corporate Traveller Bookings BTA invoices for flights and booking fees associated with flights will be allocated to the travellers or responsible person s expense account from the Finance department as indicated by the employee ID provided when booked. An notification will be received from AutoNotification@concursolutions.com when an expense has been allocated to your account to alert you to log in to Concur. The traveller or responsible person completes the details of the expense, attaches it to an expense report and submits it to their Approver to approve payment of the invoice. All BTA invoices must be actioned within 3-5 working days of being received a) From the home page click the arrow on the right of the Available Expenses task box b) The purple icon indicates a BTA expense c) Select all expenses you wish to add to an Expense Report d) Select the Move dropdown list on the right hand side e) Click To New Report f) Complete the report header details g) Click Next Report Name: BTA MONTH YEAR h) Select each expense and complete the Business Purpose, Departure Airport, Arrival Airport and all mandatory fields (indicated by the red bars). i) The travel details can be viewed hovering over the purple BTA icon. j) Click Submit Report Concur User Guide_6.docx Page 13 of 25

14 3.5.8 Printing an Expense Report To preview and print the expense report. NOTE: This is not required for submission, approval and payment. a) Open reports > On the expense report page, click Print drop down box, and then select one of the options from the dropdown list. Detailed Report: Prints a report that includes all report-level information as well as a summary of the report. Report - Receipts: Prints a list of expenses that require receipts along with the unique receipt bar code and the report-level and summary information. b) Review the details, and then click Print View/Save/Print Receipts To preview, save and print copies of the receipt images: a) Open reports > On the expense report page, click Receipts drop down box, and then select one of the options from the dropdown list b) View Receipts in a new window > all attached receipts will be displayed on screen to save or print as required Correcting and Resubmitting an Expense Report Your Expense Approver or Finance can send a report back to you if an error is found or they require more information to be entered. The Approver will include a comment explaining why the report was returned to you. To identify and correct expense reports requiring resubmission: a) To open the report, on the home page, in the Quick Task Bar, click the Open Reports task. In the Active Reports section of the page, the report appears with Returned on the report tile. Or select Expenses along the ribbon b) Click the report tile to open the report c) View the approvers comments by selecting Details > Comments d) Make the requested changes e) Click Submit Report Concur User Guide_6.docx Page 14 of 25

15 3.6 Approval Workflow You will receive an notification that an item has been submitted for your approval a) On the home page, in the Required Approvals section of My Tasks, click Expense Reports. The Reports Pending your Approval page lists the awaiting reports. Select the report you want to open b) Review the report for compliance, click on each item for the details to be displayed on the right hand side of the page including the receipt image on the second tab Valid Business Expense Tax Invoice attached Satisfactory Comments Within delegation limits c) If the item is not approved click Send back to Employee d) The Send Back Report window appears, enter a Comment for the employee to explain why it is being returned e) Click OK f) If the report is approved click Approve g) The report will be submitted to Finance for compliance review and payment Concur User Guide_6.docx Page 15 of 25

16 4. Mobile Application User Guide Download the Concur App to your business or personal device. Concur is available for download from the Apple or Play Store. Mobile Registration must be set-up via the Web browser to access the Concur Mobile Application, refer here. Your login user ID and password will be received via along with the starter information pack including a quick reference guide. 4.1 Login To log on to Concur, open the App downloaded from the App Store (Apple) or personal device. a) In the User Name field, enter your Company address including.com.au b) In the Password field, enter your password which is case sensitive c) Tap the Sign in to Concur button d) To Sign out of Concur access the Settings menu > Settings > Sign out 4.2 Exploring the Mobile Application ipad and iphone The Mobile Application home page provides easy to use links to your settings, uploading receipt photos, creating new expense reports and approving employee expenses. The menu items are the same across the ipad and iphone but may be displayed differently depending on your screen size as shown below. NOTE: If you are using the Mobile Application on an Android device some menu items may differ. Refer to the web Android user guide for more information. ipad Settings & Sign Out View & create expense reports Notification approval required iphone Add receipts Add expenses By either using the Expenses menu item or tap the + Expenses icon Concur User Guide_6.docx Page 16 of 25

17 4.3 Upload Receipt Mobile Application Options To submit a business expense you must capture the receipt and upload to the receipt store. The options to upload receipts to the store include, taking a photo via the mobile application, electronically by or by scanning the invoice. The receipt images can be shared between the web browser and mobile application Option 1 Take Photo of Receipt and save in Receipt Store Use this option for uploading physical receipts, i.e. taxi fares, meals, parking etc. When a receipt is captured within the App it will be saved within the mobile application, not to your phone s internal storage. NOTE: iphone users will need to turn off live view. a) Log in to Concur App b) Tap the Receipt icon c) Use camera on the device to take a photo of the receipt d) Tap Done, located on the bottom right side e) In the Expense Receipts window, tap the I icon to upload another receipt f) Tap Home when finished uploading receipts Option 2 Receipt and save in Receipt Store Use this option for uploading electronic receipts directly from a supplier. NOTE: Multiple attachments can be sent in the one . a) You must verify your address with Concur before using this function, refer here b) your receipt from the verified address to receipts@concur.com c) For accepted files types, refer here Concur User Guide_6.docx Page 17 of 25

18 4.4 Expense Reports and Expenses Create a New Expense Report Mobile Application Upload all of your receipts to the Receipt Store, refer here. a) Tap Expense Reports icon on the main menu b) In the Active Reports window, tap the + icon to create a New Expense Report ipad iphone c) In the Create Report window, complete the required fields: Report Name: DD.MM.YYYY Report (Default) Report Date: Default s to today s date: Day Mmm DD YYYY (update if desired) d) Tap Save, located in the top right hand corner e) Add New Expense on the pop up box f) Select the Expense Type from the list displayed. NOTE: The expense type can be amended after the receipt is attached g) Tap Add Receipt h) Tap Receipt Store > Identify receipt photo and select i) Tap the Select button, located in the bottom right hand corner j) Complete all mandatory fields (red text displayed) in the Expense Details window with all available information > update Receipt Status > insert a Comment detailing expense purpose if required for approval k) Tap Save l) Tap Add Expense or the icon to add additional expenses and repeat process steps h - k m) Tap Submit Report, located in the bottom right corner, and Submit in the pop up box. The status of the report in the top left hand corner will change to Submitted & Pending Approval. Concur User Guide_6.docx Page 18 of 25

19 4.4.2 Itemize an Expense on an Expense Report You will need to itemize an expense when; Components for more than one expense type for example hotel invoices which include meals or parking, A component of an expense doesn t incur GST for example water on a meal expense or A component of an expense incurs FBT NOTE: The cost of meal expenses can be split evenly between the number of attendees even if the cost of the items ordered from the menu by individuals differ. It is recommended you itemize expenses prior to adding attendees, to add attendees refer here. a) Prior to itemizing an expense you will need to have created an Expense Report and attached a receipt, refer here b) Open the Expense Report and select the desired expense c) Tap Itemize General expenses i. Tap Add Itemization ii. iii. iv. Complete all mandatory fields (red text displayed) NOTE: these may differ depending on the Expense Type selected Tap Save Itemize all charges (including the main charge) until the amount remaining is zero v. Save Itemizations Accommodation expenses i. Enter the Check-In Date, Check-out Date and Number of Nights ii. iii. iv. Enter Room Rate (GST Inclusive) Enter the Expense Type and Amount of any additional nightly charges e.g. parking Tap Save v. Tap + to continue itemizing all one time charges vi. until the amount remaining is zero Tap Save NOTE: You are able to Add Attendees to business meals as you itemize expenses, refer here. NOTE: Missing required field: If the fields are not present here, please enter them using Concur web application. Concur User Guide_6.docx Page 19 of 25

20 4.4.3 Adding Attendees to a Business Meal Attendees are added to an expense to communicate to your approver details of the expense. You can detail your Business Guest details on Client Entertainment expenses by adding them as an Attendee and the cost of the expense will be distributed evenly. If you do not detail the individual attendee details on small claims i.e. coffee, please insert a comment with sufficient information to detail the expense for your approver. a) In the Expense Details window, tap the + icon to add an Attendee b) Choose one of the options; Select from Contact, Add Attendee Manually or Search for Attendee c) Complete all mandatory fields (red text displayed) > Save d) When all attendees have been added, expense is distributed between all attendees evenly e) The Attendees icon will be displayed beside the expense Business Travel Account (BTA) Invoices Corporate Traveller Bookings BTA invoices for flights and booking fees associated with flights will be allocated to the travellers or responsible person s expense account from the Finance department as indicated by the employee ID provided when booked. An notification will be received from AutoNotification@concursolutions.com when an expense has been allocated to your account to alert you to log in to Concur. The traveller or responsible person completes the details of the expense, attaches it to an expense report and submits it to their Approver to approve payment of the invoice. All BTA invoices must be actioned within 3-5 working days of being received NOTE: The invoice can t be viewed on the mobile application. To use this function on the mobile application you would need to know the details of the flight. a) Tap Expenses icon on the main menu b) Tap Add to Report c) Select all the expenses you wish to add to the report and tap Add to Report d) Tap the button on the top right hand side e) Complete the report header details Report Name: BTA MONTH YYYY tap Next and tap Save f) Select each expense and complete the Business Purpose, Departure Airport, Arrival Airport and all mandatory fields (red text displayed) g) Tap Submit Concur User Guide_6.docx Page 20 of 25

21 4.4.5 Correcting and Resubmitting an Expense Report Your Expense Approver can send a report back to you if an error is found. The approver will include a comment explaining why the report was returned to you. To identify and correct expense reports requiring resubmission: a) From the mobile application home page, Expense Reports requiring attention will be indicated with an orange icon. b) Tap the Expense Reports, in the Active Reports section of the page, the report appears with Sent back to Employee on the report tile. Tap the report tile to open the report c) Tap Report Comments or Report Summary to view the reason it was sent back d) Make the requested changes e) Tap Submit Report iphone ipad Concur User Guide_6.docx Page 21 of 25

22 4.5 Approval Workflow You will receive an notification that an item has been submitted for your approval a) Tap Approvals icon on the main menu b) On the Approvals screen, tap to open the desired expense report c) Review the report for compliance, tap on each item for the details to be displayed (receipts, expenses etc.) Valid Business Expense Tax Invoice attached Satisfactory Comments Within delegation limits d) If the item is not approved tap Send back e) Enter a Comment for the employee to explain why it is being returned, tap Send Back f) If the report is approved tap Approve g) Tap OK h) The report will then be submitted to Finance for compliance review and payment. Concur User Guide_6.docx Page 22 of 25

23 5. FAQ Getting Started Who do I contact for help using Concur? Your department champion is your first point of contact. The Finance team is also available to assist. The User Guide and champion contact details are available on My Spirit > Finance Detailed user guides and video tutorials are available from the Concur website. What is TT-Line using Concur for? Expense Claims Business Travel Account (BTA), flights booked through Corporate Traveller Company Credit Card transactions, hotels and miscellaneous items booked through Corporate Traveller How do I get a password? You will receive an with a link to re-set your password. What if I forget or want to reset my password for the App? Tap Forgot Password? on the App login screen and follow the prompts. Please note to reset the App password you must access your on the device not on a PC. What if I forget or want to reset my password for the Web? Click the forgot your password? on the web login screen and follow the prompts. What do I do if I have locked my account? Contact your Concur Administrator to re-set your password. What notifications will I receive? The status of your claim. When you have a new item for approval. New BTA transactions Returned expense claims Why do I need to verify my address? So you can receipts you receive electronically to your receipts store. It is possible to have multiple addresses verified. How do I verify my address so I can receipts to Concur? Go to Profile > Profile Settings > Addresses > Verify link and follow the prompts. How do I set up the Mobile Application Registration? From the web Profile menu > Access the Mobile Registration link and follow the prompts. Expense Claims Can I still do my expense claim manually? No, once Concur has been implemented from 29 July, all future expense claims must be completed via Concur. After 12 August, paper expense claims will no longer be accepted. How long will it take for my expense report to be approved? Once you submit your expense report your approver will receive notification that they have an item for approval. There will be variation in the time it takes approvers to review claims, once it has been approved it will be processed into SUN system for payment. Can I tell if my expense report has been approved? Yes, log into Concur and go to Expense Reports, each report will show if it is Not Submitted, Submitted & Pending Approval, Approved & In Accounting Review or Paid. When will my expense report be paid? Expense reports approved up until 5:00pm Monday will be paid the following Wednesday and the funds will be available in your bank account by Thursday morning. How do I communicate to my Approver what my expenses are for? If all the expenses on your report relate to one project you can use the comments field on the Report Header screen. If expenses are for different projects you can use the comments field on each expense screen. When do I need to do a separate expense report? You only need to start a new report once you have submitted the previous report. However, if you have a lot of expenses for one project you may wish to do those on a separate report. How many bank accounts can I have? You can nominate one bank account with Finance for your expense claims to be paid into. Details held by Finance prior to the implementation of Concur don t require updating. (Download the bank account details form available from My Spirit > Finance to nominate or update your bank details) Can I claim a Cash Advance on my Expense Report? No. A development will be received for the Cash Advance module in the future to enable this function. Concur User Guide_6.docx Page 23 of 25

24 How do I claim expenses in a foreign currency? Change the currency AUD against the amount to the applicable currency. The exchange is pre-filled with the present day spot rate. If currency purchased at a different rate this can be changed. How do I nominate a GST free portion on a receipt? Select the GST free expense type. What type of receipt do I need to claim an expense? For the Company to claim a GST input credit a Tax Invoice is required for all expenses over $82.50 that include GST. A receipt that is not a Tax Invoice can be used to claim an expense that doesn t include GST. What if I don t have a receipt? Complete the missing receipt affidavit declaration and follow the prompts. Payment of expenses without a receipt is at your approver s discretion. What file types can be used as receipts? The following file types are accepted PNG, JPG, PDF, HTML or TIF. Do I need to keep my original receipts? Yes, original receipts need to be kept for six months after report submission date. In what circumstances does Fringe Benefits Tax (FBT) apply to meals? FBT applies to meals when an employee has a substantial meal at the company s expense in their home port. How do I nominate a FBT portion on an expense? On each meal expense select either Meals travelling or Meals NOT travelling, FBT will be calculated by Finance. In what circumstances do I have to add attendees? Attendee is a mandatory field for all meal expenses. How do I add attendees? When Meals are selected either add a New Attendee, Advanced Search for a saved attendee or Favourites for regular attendees. How do I delete an expense from a report? On the website access the report, highlight the expense and click the delete button at the top of the expenses report on the left hand side. On the mobile application access the report, swipe the expense left until the delete button appears and tap delete. How do I delete a report? On the website access the report and click the Delete Report link on the top right hand side any attached receipts will be returned to the Receipt Store. BTA expenses cannot be deleted. If you believe the transaction has been incorrectly assigned, contact Finance. Can I save an expense report and add to it later? Yes, any report that isn t submitted will be saved to your Open Reports menu on the home page. How do I access a saved expense report to add to it? From the Open Reports menu on the home page of the website or the Expense Reports menu on the home page of the Mobile Application. How do I edit an expense on a report? Open the report, new items can be added or current items can be selected and edited. You are able to call a report back if you immediately identify an error. Once a report has been submitted it can t be changed, unless it is returned to you by your Approver. How do I locate a processed expense report? On the website click Open Reports > Report Library > View > Paid Reports > Select report to view details. On the Mobile Application tap Expense Reports, paid reports are listed at the bottom of the Active Reports list. Why do I get errors when I enter an expense on the Mobile Application? The first screen on the Mobile Application doesn t offer all the mandatory fields. To complete the expense on the Mobile Application you must re-select the expense and complete all the mandatory fields. Are the photo s I take of receipts stored on my mobile device? If you use the mobile application to take photos of receipts they will be stored within the application and will not use storage space on your device. Is it possible to duplicate an expense? If an expense for the same date and amount is entered, an audit rule will alert you to a possible duplication. The transaction will need to be reviewed closely. If I delete an expense from a report will the receipt return to the Receipt Store? Yes. Concur User Guide_6.docx Page 23 of 25

25 Manager Who can I appoint as a delegate? You can appoint any Concur user as your delegate. What can my delegate do? You control the functions your delegate can perform. Your appointed delegate can prepare, submit and view Reports. Can I see what my delegate has done? Yes, there is an audit trail available. View the expense; you will be able to view if the item was entered by a delegate. Why are the icons different colours? Purple is a BTA feed (flight or booking fee) Green is a Company Card feed (Hotels etc.) Blue is a general expense Can I amend the expense code instead of sending back to employee? No, you must return it to the employee to make the necessary adjustments Concur User Guide_6.docx Page 24 of 25

26 6. Concur Expense Flow Chart Process Responsible Officer Notes 1.1 Incur Expense Employee/Personal Assistant/Crewing 1.1 Concur is used to process employee expense claims, flights, accommodation and car hire. - An employee incurs an out of pocket company expense or claimable. - A business flight, accommodation or car hire items are booked via Corporate Traveller 1.2 Create & Submit Report 1.2 Create and submit a report in Concur. No 1.3 Report Approved? Approver 1.3 Review report, return for changes or approve for payment. Yes No 1.4 Report Compliant? Finance 1.4 Review report for compliance, return to Employee or Approver for changes or process for payment. Yes 1.5 Payment 1.5 Generate payment from SUN systems - Payments are processed on Wednesday based on due date of invoices. - Expense claims have a due date of 1 day. Concur User Guide_6.docx Page 25 of 25