University of South Alabama. Concur Procurement Card Guide

Transcription

1 University of South Alabama Concur Procurement Card Guide Revised: July 2017

2 Logging on to Concur To access Concur: 1. Go to OR 2. Access it via the Travel and Procurement home page at 3. Select the Concur link on the left. 4. Then click the Concur icon. To Log on to Concur: 1. In the User Name field, enter your user name which is your USA complete address. 2. In the Password field, enter your password. Remember passwords are case sensitive. 3. Click Sign In. If you have forgotten your user name and/or password select one of these links. 1

3 Creating a New Expense Report Create the report: 1. Either: On the home page, on the Quick Task Bar, place your mouse pointer over New, and then click Start a Report. OR On the menu, click Expense > Mange Expenses and then click the Create New Report tile. 2. Complete all required fields (marked with red bars) and the optional fields as needed. The Division, Division 2, Org, Fund, Program must be your defaults. The only optional fields are Activity, Comment, and Additional Information. All other fields are required. Note: Report Type field must be USA Procurement Policy This is your default funding information. It can be found under your Profile and Request Information in the left hand column. You will be able to allocate to other funds/orgs when you are entering your expenses. 3. Click Next at the bottom right of the screen and you will be taken to the screen showing Expenses to the left and Available Expenses to the right. 2

4 Add card transactions to the report: 1. From the Available Expenses section on the right side of the screen, Select (by checking the box to the left) of each expense you wish to assign to this expense report. 2. Click Move (in the Available Expenses section). The expense is moved and appears on the left side of the page, with any applicable icons, such as USA card or exception. 3. Make sure the Expense Type is correct. 4. For each expense complete all the required fields (marked with red bars) and any optional fields as needed. Select 1 2 Click Your selected expenses are now assigned to the Expense report Note: If you need to move an expense from the report you are working on, check the box next to that expense and click delete. This will place that expense back in the available expenses. 3

5 If you need to allocate any expense(s) to another FOAPAL you have options: 1. To allocate each individual expense select that expense and click Allocate. This is best used when different expenses will carry different FOAPALs. OR, if you need to allocate all of the expenses to the same Fund/Org/Program codes then go to Details Allocations and check the top box next to the column title Date. Then, click Allocate Selected Expenses. 4

6 2. Click Allocate By and select Amount or Percentage and complete the required information indicate by the red asterisk. Now you will need to attach the receipts to each expense. 1. Select the first expense you wish attach a receipt to. 2. Then either click Attach Receipt or Available Receipts (use Available Receipts only if you have already loaded the receipts to Concur). See illustration on next page. 3. You will get a pop up that will give you the option to Browse or select from Available Receipts. If you do not have any available receipts Select Browse 4. Find and select the receipt that matches the expense and click Open 5. You will be taken back to the Attach Receipt box, Click Attach. Repeat steps 1 5 for ALL expenses on the report. Note: Once you have successfully attached the receipt you will see this icon expense it is attached to. next to the 5

7 How to attach receipts illustration below: Step 1 Step 2 Step 3 Step 4 Select your receipt then click Open Step 5 6. Once you have completed all required information and attached a receipt to every expense you can then click Submit Report or leave it to come back to and complete. An Expense Report must be submitted monthly for any charges which are placed on a Purchasing Card (PCard) during that month. 6