Help Guide for PITC PQ Specialists: Using Concur for Expense Reports I. Submitting Local Mileage Using Concur 1. Go to the Intranet, choose Concur from the Business Tools box: 2. Click on Concur, go to your Profile, and go through the listed categories, starting with Personal Information.
3. Continue filling out all of the sections on the page (Personal Information, Contact Information, Email addresses, etc). Make sure to click Save at the bottom of each section! Important Notes: Not all fields apply to local mileage and expenses. For instance, travel profile information is related to non-local/overnight travel, which is not covered in this help guide.
4. Next, configure your Approver. Go to the sidebar under your Concur Profile and choose Expense Approvers. The system will already have your direct supervisor s name entered into this field. However, your Approver should be Pui Kwong. Type Pui or Kwong or Pui Kwong into the search box, until her name comes up, then click Save i.e.: Make sure to click Save!
5. Both local mileage and supply reimbursement requests are considered Expense Reports in Concur. When you have completed your Profile, you re ready to create an Expense Report. The Expense Report form can be found under the Expenses tab: 6. Fill in the Report Name, along with all of the required information (Red bar indicates required field). Here is an example of how to fill in these fields for local travel:
After you ve filled out your report headers, make sure to click Save! 7. On the next screen, please add individual trips by clicking on the + New Expense box, and entering your mileage, parking, tolls, etc:
Enter information about each individual round trip: Please note the following details: CDE requires that all trips include a start and end time. Because Concur does not include these fields in the standard interface, the start and end times must be entered into the comments field for each trip. The purpose of the trip should be specific -- e.g. "Site visit at ABC CDC", not "Observation" The "From" and "To" locations need to include the city. Do not enter simply "Home" for your start location, or your claim will be rejected. Itemize all mileage/local travel for the month. The trips will accumulate in reverse chronological order on the page, as follows:
Please note that receipts should be scanned and saved to your computer. They can then be added by browsing within your computer, as follows:
8. Next, when all of your trips for the month have been added, Select All via the checkbox at the top of the list, and choose the Allocate button in order to assign cost codes: 9. On the next screen, click on the empty box underneath Cost Code. A list of your assigned cost codes will appear. Choose the appropriate cost code from those listed.
10. After reviewing your items and total, go to the upper right hand corner of the screen and click Submit Report : You re done! The next section is about supply reimbursements.
II. Submitting Supply Reimbursements Using Concur 1. Choose New Expense Report, and enter your supplies per plan: 2. When you ve entered the required fields such as Supplies for Plan [####], then click the Next button, and the following dialogue box will appear: Will this report include travel allowance expenses? Answer: No. 3. Click on the + New Expense Button, then click New Expense, >> 02-Supplies >> Program Supplies.
4. On the next screen, enter information about the item, vendor, etc. When the information has been entered, you can then upload your receipt.
5. After you ve finished adding your expenses, click on the Allocate button. On the next screen, put your cursor in the Cost Code box, and choose the appropriate cost code from the list of codes that appears (the code must be the same as that assigned to your plan). When done, click Save. 6. Before you submit your report, be sure to print out a detailed report to send to your Program Assistant. Do this by clicking the Print button, then select WestEd Detailed Report.
7. Important: please attach your original receipts to this print-out and mail them to the office, where they will be stored. 8. The final step is to Submit your report. Make sure that Pui Kwong is already selected as your Expense Approver under your Concur profile:
9. Submit!