Concur Expense Reporting- Step by Step User

Transcription

1 Concur Expense Reporting- Step by Step User To log into your Concur account, in your internet browser type in and press enter. The Concur Sign in page will appear. You will need to type in your User Name and password. Your User Name is your Express address. For first time users, you will receive an with your temporary password. Type in your User Name and temporary password and press enter. First time users will be prompted to update their password and to type in a security question. 1

2 Once you sign into Concur, on your task page, you will notice pending tasks you need to complete. These tasks will include approvals, available expenses and open reports. On this page, you will also find helpful trainings in the Concur Training ToolKit. Available expenses are transactions you purchased on your T & E card. There are two ways to access your available expense. The first way is to click on Available Expenses. The second option is to click on Expense. 2

3 To create a new expense report, click on Create New Report. Once you click on Create New Report, the Create a New Expense Report window will pop up. To complete the items in this box, the user must enter the Report Name, Report Date, Business Purpose and Comment boxes. 3

4 After entering the Report Name, Report Date, Business Purpose and Comments, click Next. The Expense Report page will generate, now you will add the appropriate expenses to the expense report. You can add additional pending transactions to the expense report, by clicking on Expense Detail or you can click on only the transactions you want to add to the expense report. 4

5 After checking off all transactions you would like to add to the expense report, click on More. Once you click on more, you have the option to add the transactions to the current expense report or a new expense report. To add these transactions to the current expense report, click on To Current Report. 5

6 If you created the Expense Report, but had to log out before adding any transactions to the expense report, you can go back into Concur and add the necessary transactions to the expense report. To add the transactions, check off the transactions you want to add to the existing report then click Move and add these transactions to an existing expense report. 6

7 After adding your transactions to the expense report, you will click on the name of the transaction. This will open the expense, so the user can enter the necessary information for the transaction. When completing an expense, the following fields must be completed: Expense Type, Business Purpose, Enter Vendor Name, Comments and if there are Attendees, you must list all Attendees. You must enter information to any location where you see the red line. 7

8 In the Expense Type, you will use the dropdown menu to describe the type of expense. If the expense is for a meal, you will need to click on the correct meal (Breakfast, Business Meal, Dinner and Lunch). A Business Meal (Attendees), is a business meal with someone from either Express or another organization. Breakfast, Dinner and Lunch are to be used only when describing a meal for the cardholder and no other attendees. If you have a Business Meal (Attendees), you will need to add all attendees to this expense. Customer Visit Please note that Entertainment Clients and Business Meal (Attendees) are two different items. Business Meal (Attendees) occurs when an Express employee pays for a meal with a client or customer. Entertainment Clients occurs when an Express employee pays to entertain a client. An example, is when sales personnel takes a client to play golf or to a clay shooting event. The employee is required to enter all attendees when the employee has a Business Meal (Attendees) or if the employee Entertains a Client. All EES employees in attendance, must also be listed on the expense. 8

9 After entering the expense information, the next step is to enter any attendees. To add attendees, click on either New Attendee, Advanced Search, Favorites or Search Recently Used. 9

10 To add an attendee whose name you previously saved on another expense report, click on Advanced Search and select a name from the list. 10

11 If you need to add a new attendee, click on New Attendee and complete the information on the attendee. You are required to enter the Attendee Type, Last Name, First Name, Attendee Title and Company. After entering all of your attendees, you will attach the receipt to the expense by clicking on Attach Receipt. 11

12 To attach the receipt, again click on Attach Receipt, then click on Browse and find where you saved the receipt. Click on the saved receipt, then click Open. 12

13 Then click Attach, to attach the receipt to the expense. You will do this for each expense in the expense report. Each expense should have a purpose, the receipt attached and the any attendee information. 13

14 Before you submit the expense report, verify there are not any errors or exceptions. You can verify this by checking the icons for each expense. The icons should all be Blue if there are no exceptions. When you are ready to submit the expense report, click on Submit Report. 14

15 The Final Review box for your expense will pop up, after reviewing the information on the pop up box, click Accept & Submit. After clicking on Accept & Submit, you will receive pop that shows whether or not your submission was successful. When you receive this pop up, click Close. 15

16 You can verify your report was submitted correctly by returning to your Manage Expenses page. The report will then show whether the report was submitted, approved, or is pending. Special Notes: When you are adding your explanation to a hotel receipt, you will need to itemize the expense by day. To itemize an expense, please refer to the Concur Guide. 16