CONCUR EXPENSE GUIDE. For Approvers/Travelers

Transcription

1 CONCUR EXPENSE GUIDE For Approvers/Travelers A comprehensive guide for the approver and traveler users of Arkansas State University s Concur Expense System Nikki Turner Created 01/15/2018

2 Contents INTRODUCTION... 3 LOGGING INTO CONCUR... 4 MAIN MENU FOR TRAVELERS & APPROVERS... 5 STARTING AN EXPENSE REPORT FROM A REQUEST... 6 HEADER TAB... 6 ITINERARY SCREEN... 7 EXPENSES SCREEN Lodging Airfare Car Rental Fuel Ground Transportation Parking Mileage Individual Meals Group Meals Internet/Online Fees Currency Exchange Fees Passports/Visa Fees Registration Fees Laundry-for students only Miscellaneous Professional Dues ALLOCATING AN EXPENSE ADDING RECEIPTS PRINTING YOUR DOCUMENT DELETING OR CANCELLING THE EXPENSE REPORT SUBMIT THE EXPENSE CASH ADVANCES

3 HOW TO RECALL A REPORT HOW TO APPROVE AN EXPENSE REPORT (as a delegate or approver) APPROVING THROUGH THE MOBILE APP ICON GLOSSARY

4 INTRODUCTION Welcome to the Concur Request System at Arkansas State University! We are excited to introduce this system to you, which is a result of the partnership between A-State and SAP Concur. Throughout this guide, you will find instructions to lead you through the entire Expense process, from logging into the system to submitting your report and approving the reports submitted to you. During the initial roll-out, please direct any questions about the Concur system or this guide to Nikki Turner, anturner@astate.edu. I am eager to hear your feedback and any suggestions for improvement so we can make this the most efficient process possible for the A-State community. 3

5 LOGGING INTO CONCUR Login Instructions Login to mycampus: Click on the Concur link under the Employee section. Concur should automatically log you into the system. Alternatively, you can navigate to and type in your address in the User Name field and your Concur password in the Password field. If you cannot login, please contact our Security Administrator, Traci Ellington, at 4

6 MAIN MENU FOR TRAVELERS & APPROVERS The main menu in Concur allows the user to access request reports, expense reports, upload receipts, and approve documents. In this guide, we will focus on the Expense portions, but if you would like to work with the Request functions, please use the Request Guide. The main menu is divided into 3 sections The top section gives you quick access to start a request by clicking on Start a Report or look at your active Expense Report list by clicking on Expense. The second section gives you a message from A-State s Travel Office. This message can change, but there will be a link to the Travel Office website. The third section shows your required approvals, any expenses that haven t been added to a report, and any of your personal expense reports that haven t been submitted yet. 5

7 STARTING AN EXPENSE REPORT FROM A REQUEST After you login to Concur, click on the Requests link, which will take you to your Active Requests list. Find the Request for the trip you have just completed, and click on the Expense link under the Action column: HEADER TAB The Header will include most of the information you have entered in the Request Header. Make any changes that are necessary. Please indicate in the Final Expense for Attached Request? field if this is the last Expense Report for the Request Report. Click the Next button at the bottom right corner of the screen. 6

8 ITINERARY SCREEN Concur will now bring up an itinerary window, which the program needs to properly record per diem amounts. For the first New Itinerary Stop, fill in the following fields: Departure City Departure Date Departure Time Arrival City Arrival Date Arrival Time Notice this is the first day of travel only, not the entire trip. Once you complete the first day, click the Save button, then fill out the New Itinerary Stop for the next time you will go to another city. For most cases, this will be the last day of travel, but you could have more than two Itinerary Stops if there will be multiple stops in your trip. Once you have completed all of the Itinerary Stops, click on the Next button at the bottom right corner of the window. 7

9 The next screen will show you the itinerary you just entered, and if it is correct, press the Next button at the bottom right corner of the window. 8

10 The next screen will reduce the per diem if a meal was provided by another source- this is not required. Leave all of the boxes unchecked, and click on the Create Expenses button at the bottom right corner of the window. 9

11 EXPENSES SCREEN The expenses screen gives you the ability to list the expenses you have incurred on your trip. To start reporting expenses, click on the appropriate expense. The options include: Lodging Start by filling in the Lodging Fields, which include: o Expense Type This field will automatically fill in with the Lodging type and account code. o Transaction Date Select the check-out date. o Report/Trip Purpose This will automatically fill in from the Header. o Additional Information There are no requirements for this field. o Vendor Select the name of the vendor from the list. If your vendor is not listed, please choose Other-Remote. o Destination City Type in the name of your destination. o Payment Type Select how the lodging bill was paid from three options Out of Pocket, A-State Credit Card (T-Card or Departmental Card), or A-State Requisition (for direct billed lodging). o Amount Type in the total amount of the lodging bill, less any food. 10

12 o Comment If your travel is over $93 per night, please include a reason in this field. They can include conference site, no hotel available at that rate, or high cost area. If the lodging is $93 or below, type in N/A. o Request Concur will fill in the corresponding lodging estimate from the Request Report. 11

13 Once you have filled out the screen, click on the Itemize button. Concur will bring you to this screen: o Check-in Date Select your first night of lodging o Check-out Date Concur will feed in from the Transaction Date o Number of Nights Concur will calculate from the Check-in and Check-out Dates o Room Rate Please type in the entire per night price, including tax, in this field o Additional Charges This field is only for recurring charges that were incurred every night of your stay. Examples may include internet or parking fees. If you have an additional charge, choose the type from the draw down, and type in the per night charge. Click the Save Itemizations button, and Concur will bring you back to the main Expense page. Airfare Concur will fill in Expense type, Report/Trip Purpose, and the corresponding Request Report entry. Change the Transaction Date to your departure date, and type in the name of the City of Purchase (in most cases, this will be Jonesboro, Arkansas). Choose the appropriate Payment 12

14 Type (Out of Pocket, A-State Credit Card, or A-State Requisition). Type in the amount of your airfare receipt, then click on the Save button. Car Rental Concur will fill in the Expense Type, Report/Trip Purpose, and corresponding Request Report entry. Type in the first date of your car rental, select the vendor name from the drop down, and type in the name of the City of Purchase (in most cases, this will be Jonesboro, Arkansas). Choose the appropriate Payment Type (Out of Pocket, A-State Credit Card, or A-State Requisition). Type in the amount of your car rental receipt, then click on the Save button. Fuel Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your fuel purchase, choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your fuel receipt(s), then click on the Save button. Repeat for each day you incur fuel charges. Ground Transportation This expense will include taxis, rideshares like Uber or Lyft, trains, public transportation, or Trip Optimizer mileage. Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your ground transportation purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Trip Optimizer will always be Out of Pocket. Type in the amount of your receipt(s) or the Trip Optimizer amount, then click on the Save button. Repeat for each day you incur ground transportation charges. Parking Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your parking purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your receipt(s), then click on the Save button. Repeat for each day you incur parking charges. Mileage Concur will fill in the Expense Type. Type in the date and the departure and arrival cities. If you are using the mileage from the grid on the travel website, please type in the amount of miles from grid. If the grid is not available and you would like to use the Google Maps Mileage Calculator, click on the Mileage Calculator link, then click on the Add Mileage to Expense button at the bottom of the pop-up window. 13

15 Individual Meals Concur will fill in the Expense Type and Report/Trip Purpose. Type in the first date of your food purchase, choose the appropriate Payment Type, and type in the amount of your food receipt(s), then click on the Save button. Repeat for each day you incur food charges. Please note Concur will limit reimbursements to 75% of per diem for the first and last day of travel, and the full per diem for all other travel days. Group Meals If you have paid for meals for more than one person as part of your trip, please use this expense type for these meals. Concur will fill in the Expense Type and Report/Trip Purpose. Type in the appropriate date, choose the appropriate Payment Type, and type in the amount of the meal. Also, please add the name of the attendees. Concur will bring over the names from the Request Report, but if you need to add names, click on the Advanced Search button to bring up the Attendees page. Choose an Attendee Type by clicking on the drop down in the field and clicking on one of the options, which include student, guest, or employee. Type in the information requested (first and last Name, affiliation for guests, or title for employees), and then click the New Attendee button. Attendee Type Drop Down New Attendee Button 14

16 Click on Save if you are done adding attendees or Save and Add Another if you want to add more attendees. Concur will add the attendee to the list and bring you back to the expense page once all names have been added. Internet/Online Fees Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your internet/online fee purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your receipt(s), then click on the Save button. Repeat for each day you incur internet/online fee charges. Currency Exchange Fees Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your currency exchange fee purchase and choose the appropriate Payment Type (Out of Pocket or A- State Credit Card). Type in the amount of your receipt(s), then click on the Save button. Repeat for each day you incur currency exchange fee charges. Passports/Visa Fees This may or may not be an allowable expense for your trip. Please check with your supervisor (and Sponsored Programs Accounting if the trip is grant funded) before you include it in your Expense Report. If it is allowable, Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your passport/visa fee purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your receipt(s), then click on the Save button. Repeat for each day you incur passport/visa fee charges. Registration Fees Concur will fill in the Expense Type, Report/Trip Purpose, and corresponding Request Report entry. Type in the date of your registration fee purchase and choose the appropriate Payment Type (Out of Pocket, A-State Credit Card, or A-State Requisition). Type in the amount of your receipt, then click on the Save button. Remember if your registration fee includes professional dues and you can split the charges, to use the professional dues expense type, as well. Laundry-for students only Laundry fees are only allowable for student groups. Concur will fill in the Expense Type and the Report/Trip Purpose. Type in the date of your registration fee purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in 15

17 the amount of your receipt, then click on the Save button. Repeat for each day you incur laundry charges. Miscellaneous Concur will fill in the Expense Type and the Report/Trip Purpose. Type in the date of your miscellaneous purchase, describe the purchase in the Additional Information field, enter the name of the vendor in the Enter Vendor Name field, and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your receipt(s), then click on the Save button. Repeat for each day you incur miscellaneous charges. Professional Dues Concur will fill in the Expense Type and Report/Trip Purpose. Type in the date of your professional due purchase and choose the appropriate Payment Type (Out of Pocket or A-State Credit Card). Type in the amount of your receipt, then click on the Save button. After you type in the appropriate information in each expense type, you must attach receipts to the expenses before you can submit the report. Instructions for attaching receipts are on page

18 ALLOCATING AN EXPENSE There are some expenses which might need to be charged to more than one FOAP. In order to record them, you will need to allocate your expenses. After you enter all of your expense, click on the Details dropdown, then click on the Allocations link: If you have already allocated an expense in the Request Report, Concur will bring over the allocation and it will pop up in the window. If you want to keep the allocation, click the Save button. If not, change the allocations, then click the Save button. 17

19 After you press save for the original allocations, or if there were no allocations in the Request Report, the pop-up window gives you the opportunity to choose one or more expenses you would like to allocate. In this example, we will allocate four of the expenses in the document by checking the boxes next to the name of the expense, and then clicking the Allocate Selected Expenses button: 18

20 Choose whether you would like to allocate by percentage or amount by clicking on the Allocate By: drop down button: To allocate by percentage: o Type in the percentage amount for the first default FOAP, and then tab over to the next field. Concur will automatically add another line for the next FOAP. If you are not using the default FOAP that was in the Header tab, you can select another FOAP using the same search function that was described in the Header section. o Tab through to the next line, and add a new percentage and FOAP. o Concur will keep adding lines until you allocate 100%. o Click the Save button to retain your changes and return to your document. To allocate by dollar amount: o Type in the dollar amount for the first default FOAP, and then tab over to the next field. Concur will automatically add another line for the next FOAP. If you are not using the default FOAP that was in the Header tab, you can select another FOAP using the same search function that was described in the Header section. o Tab through to the next line, and add a new dollar amount and FOAP. o Concur will keep adding lines until you allocate 100% of the expense. Concur will keep track of the total for you at the top right of the screen. o Click the Save button to retain your changes and return to your document. 19

21 In order to see which expenses have been allocated, look for the allocation icon, which looks like a pie chart: When you hover over the icon, Concur will bring up the allocation for your review: 20

22 ADDING RECEIPTS All expenses that require a receipt will have the icon. There are several ways to add receipts to Concur, and this guide is going to show the two easiest methods for adding receipts. Uploading Receipts through the Web Application: Click on the Receipts dropdown, then click on View Available Receipts Concur will open a window that will include all of the receipts you have uploaded. In order to load files from your computer into Concur, follow the following steps: Click on the Upload button. Click the Browse button, then choose a document that is on your computer. Click the Open button. Click on the Upload button. The document will show up on the list with the word Uploaded to the side. You can attach up to 10 documents. Click on the Close button once you are done. Once you have uploaded your document, you can drag and drop the receipt onto the expense: 21

23 Once the receipt is attached, the yellow icon will change to receipts, hover the mouse cursor over the receipt icon.. To review your 22

24 Uploading Receipts through the Mobile Application: The Concur application allows you to take pictures of your receipts and attach them to the Expense Report. The app is available on ios and Android by searching for Concur Travel and Expense. Once you have downloaded the app to your mobile device, please follow these steps: The first time you download the app: o Login with your and password. o Click on the three lines at the top left corner of the screen. If you are submitting your own travel (not using a delegate), please follow these instructions: o Click on the ExpenseIt icon that looks like a camera in the bottom left corner. o Let the application focus on your receipt and take the picture. o Concur will allow you to crop the photo, and once you are done click Crop at the bottom right corner. o If the picture is legible and contains all of the required information, click Use at the bottom right corner of the screen. o If not, click Retake at the bottom left corner and try again. o Once you click Use, Concur will upload the receipt to your expense list and will analyze your photo for expense information. o Click on the expense to make sure the information is correct. o If you have started your Expense Report, you can attach the expense and receipt to it. o If not, you can attach it to the Expense Report later using the Import Expenses link on the expenses page in the web version. If you are using a delegate to submit your travel, please follow these instructions: o Once you login, click on the three bars in the top left corner. o Click on Settings at the bottom of the screen. o At the mid-point of the screen, slide the toggle switch next to the phrase ExpenseIt to Off. o Click Save at the top right corner. o Click on the Receipt icon that looks like a camera in the bottom left corner. 23

25 o Let the application focus on your receipt and take the picture. o If the picture is legible and contains all of the required information, click Done at the bottom right corner of the screen. o If not, click Retake at the bottom left corner and try again. o Once you click Done, Concur will upload the receipt to your profile and the delegate can access it on the web application in the View Available Receipts option under the Receipts dropdown. o Receipt images can then be dragged and dropped to expenses in the Expense Report. 24

26 PRINTING YOUR DOCUMENT There is no requirement to print your Expense document, but you can if you would like to keep a copy. To print a copy of the Request: Click on the Print/ dropdown Click on *Detailed Report with Summary Data Concur brings up a printable document that includes the information from the Expense Header and Expense tabs. Choose the PDF button if you would like to create a PDF you can or save to your computer. Choose the Print button if you would like to print the document. 25

27 DELETING OR CANCELLING THE EXPENSE REPORT Requests that have not been submitted can be deleted- Choose the document you would like to cancel from your list of Active Requests. Click on the Delete Report link. Concur asks you the question, Are you sure you want to delete this report? Click on the Yes button. Reports that have been submitted can be cancelled- Choose the document you would like to cancel from your list of Active Requests. Click the Cancel Request button from the top right of the screen. Add a comment to say why you are cancelling the request and click the OK button. 26

28 SUBMIT THE EXPENSE Submitting as a Traveler with a Delegate On the main menu, Concur will put documents awaiting your submission in the Open Reports section: Click on the report title. Review the report. If any field is incorrect, you can change the information. If you are changing a field in a specific expense, click on the Save button once you are done making the change. 27

29 You can see any comments your delegate entered by hovering your cursor over any of the blue circle comment icons: You can see the attached receipts by hovering the cursor over the blue circle checkmark icon: 28

30 You can review any FOAP reallocations by hovering the cursor over the blue allocation icon: Once you have reviewed the report and agree it is correct, click the Submit Report button. You will receive the following message: Click the Accept & Submit button if you agree with the statement. Click Cancel if you do not and make appropriate changes. 29

31 Once you submit for approval, Concur will give you a snapshot of your Expense Report that tells you how much will be paid once the Report makes it through the approval queue: 30

32 Submitting Request as a Traveler (no Delegate) Once you are done entering in the expenses, click the Submit Request button. You will receive the following message: Click the Accept & Submit button if you agree with the statement. Click Cancel if you do not and make appropriate changes. Once you submit for approval, Concur will give you a snapshot of your Expense Report that tells you how much will be paid once the Report makes it through the approval queue. 31

33 CASH ADVANCES If you requested and received a cash advance with your request, the system will reduce your reimbursement by that amount. If you have advance remaining after all expenses are entered into the Expense Report, please pay the remaining amount at the cashier s window and submit a copy of the receipt to the Travel Office. Please note - Concur will not allow you to submit an Expense Report that has a remaining advance balance. The Travel Office will notify you when the advance has been released, and then you can submit your Expense Report. 32

34 HOW TO RECALL A REPORT At any time in the approval process, you can recall your Request document to make a change. Once you login to Concur, click on the Expense link in the top left corner. Concur will list your active report - click on the document you would like to recall. Click on the Recall button in the top right corner of the screen. Click the Yes button when the confirmation pop-up appears. You will receive a confirmation message that the document has been recalled and you can now make appropriate changes and resubmit. The recalled document will have to go through the entire approval queue again. 33

35 HOW TO APPROVE AN EXPENSE REPORT (as a delegate or approver) On the main menu, click on the Required Approvals link under MY TASKS. Concur will automatically take you to the Expense Reports tab. Click on the Expense Report Name you would like to approve. If you have a delegate approver who has reviewed the report for you, a green checkmark icon will appear: 34

36 Review the Expense information, including any Comments, which are noted by a blue circle icon and can be brought up by hovering over the icon with your cursor: If the traveler has allocated expenses between one of more FOAP s, you will see an icon that looks like a pie chart beside the expense. Hover over the icon and Concur will bring up the allocation for your review: 35

37 All expenses will have a receipt attached to see an image of the receipt, hover over the blue icon with a checkmark: You can also see the receipt image by clicking on the receipt image tab in the expense detail: Once you have reviewed all of the expenses and are ready to approve the document, click the Approve button, or if you are a delegate approver, choose the Notify Approver button, on the top right corner of the screen. Concur will automatically send the document to the appropriate next approver. o The queue is set up to obtain approval from the traveler s first and second supervisor (unless the second supervisor is a VC), a Cost Object Approver for budget review (if required), and special approvals for international travel, grants, athletics, and special cases that require the VC approval. 36

38 If you need to add an approver, please use the Approve & Forward button. o This button should only be used in these circumstances: Your department requires three or more supervisors to approve a travel document. You are asking a VC to approve a non-itemized receipt The trip involves five or more people who are reimbursed by the University. o In order to find the approver you would like to add, start typing the last name of the person you would like to add, and allow Concur to bring up the names. Click on the name of the person you would like to add. 37

39 Once you click either approval button, Concur will ask you to agree to the following: If you agree with the message, click Accept and the Expense Report will move to the next approver. If you do not, click Decline and return the Expense Report to the traveler. At any time in the approval process, if you need to send the report back to the traveler to fix something, click the Send Back Request button. 38

40 APPROVING THROUGH THE MOBILE APP The mobile application has the same approval capabilities as the web application. Once you have downloaded it through your ios or Android device and have logged in, the app will tell you how many documents you have to approve: Click on the approval link, then choose the document you would like to approve. Please note that the mobile app does not indicate if your delegate approver has reviewed the document. 39

41 The app will pull up all of the information from the report, but you may have to scroll down to see all of the expenses: Click on any expense to view all of the allocation information, comments, or receipts. If you approve of the document, click on the Approve link at the bottom of the screen, and Concur will give you the same agreement as the web version. Click OK to approve document. 40

42 ICON GLOSSARY ( Icon Name Description Question Information Calendar View Image Attendees Comments Warning Exception Exception Full Allocation Partial Allocation OCR Receipt Receipt Image Required E-Receipt Available Missing Receipt Affidavit XML Receipt Attached Report Ready for Review Budget Item Success Indicates a question that does not prevent submission. Indicates an exception that does not prevent submission. Indicates that the user can click the icon to access the calendar popup. Indicates that the user can click the icon to view an image. Indicates that an expense entry has associated attendees. Indicated that the expense or report contains a comment. Indicates that an expense entry has an exception that does not prevent submission. Indicates that an expense entry exception must be resolved before submission. Indicates that the expense entry has been fully allocated. Indicates that the expense entry has only been partially allocated. Indicates that an expense entry has an Optical Character Recognition (OCR) receipt. Indicates that an imaged receipt is required for this expense. Indicates that an e-receipt is available in Available Expenses. Indicates that a missing receipt affidavit has been attached to the expense. Indicates that an XML receipt is attached to the expense. Indicates that the expense report has been reviewed by a delegate and is ready for delegator review and submission. Indicates that the item is allocated to a budget you manage and requires your budget approval. Indicates that all required approvals have been processed. 41

43 Acting as others Acting as other user Mobile Phone Personal Car Mileage Calculator Trip Tip Indicates that the user is acting as a delegate for another user. Indicates that the user is acting as a delegate for another user. Indicates that the user can add a mobile device to their Expense Profile. Indicates that the user can click the icon to access the personal car mileage calculator. Important information available about the field 42