GETTING STARTED IN CONCUR Concur Expense Management System User Guide: Getting Started in Concur Printed copies of this User Guide should not be regarded as the current version. For the latest User Guides: griffith.edu.au/concur-userguides For support: fin-concur@griffith.edu.au or phone (07) 3735 5510 To log in: griffith.edu.au/concur Prepared by: Jennie Hardware Last modified: 1 July 2016 (version 1.3)
GETTING STARTED IN CONCUR Contents Introduction... 2 Login for the first time using Griffith single sign-on... 2 The Concur Solutions Griffith homepage... 2 Navigation hints & tips... 3 Setting your Profile Options... 4 Access the Profile Settings page... 4 Verify your email address... 5 Set your ExpenseIt PIN and download the app... 7 Set your default Speedtype and Class... 9 Review email notifications & prompts... 10 Add a delegate and/or amend delegation rights... 11 Working as a delegate... 12 Limitations of working as a delegate... 12 Add a personal car to your profile... 13 Add and confirm your bank account... 15 Download and login to the Concur app... 17 Sign out from the Concur app... 19 * * * * * 1 July 2016-1 - CRICOS No. 00233E
Introduction Concur is used by Griffith University for the management of: Expense reimbursement claims (staff or students) Acquittal of purchasing cards, corporate cards and expense cards Claims for personal vehicle mileage Cash advances (requests and acquittal) In-system approvals Whether you are a Griffith staff member or student who will be using Concur to create and submit reports or requests, or you will be delegating these tasks, or you are an approver or an expense delegate, all Concur users will need to use this user guide to carry out some important system profile set-up steps when you first log in. Some very basic tips for navigating within the system are also included. Please refer to our other Concur User Guides for the detailed instructions on using this system to submit claims, acquit your card, etc. NOTE: If you participated in our Concur training sessions in May and June 2016 and completed these system set-up steps (Profile Settings, field defaults etc.) in the training environment, please note that you still need to follow these steps again, to set up your profile settings within the live system. Login for the first time using Griffith single sign-on Step 1. Navigate to: griffith.edu.au/concur Step 2. Add this page into your Internet Bookmarks for regular use, using the menu or icon relevant to your browser. In Google Chrome, this is done by clicking the star icon to the right of your internet address bar. Step 3. Type in a meaningful bookmark name for this page, such Concur Expense Management system and click Done. Step 4. Insert your S number Username and Password and click login. The Concur Solutions Griffith homepage 1 July 2016-2 - CRICOS No. 00233E
As shown in the image above, your Concur home page features: The MY TASKS area, which provides you with a quick-link dashboard of any open claims, expenses that are available for you to include in a claim, and any in progress claims ( Open Reports ) that you are yet to submit. The Quick links bar at the top-right of the home page provides direct access to the most commonly-used functions (i.e., + Start a Report, + Upload Receipts, etc.). The Profile link in the very top-right of the page allows you to set your profile options (see next section). Navigation hints & tips You may encounter the following field and message types as you use Concur. Hyperlinks are also used throughout Concur and are presented as blue text. The Text will underline as you hover over it with your mouse, to indicate a link or action. In a table, a hyperlinked heading name indicates that the data in the table can be sorted in ascending or descending order, based on that field (e.g., the Expense Type heading below). Checkboxes: Many tables in Concur (as in the example above) feature checkboxes to the left of the items. Clicking on the top-most checkbox will select all items in the list. On most such table pages, there is then an associated action button on the top-right of the table (e.g., move selected transactions to report in the above example), which will become activated once any items have been selected using checkboxes. Mouse-overs: Hovering your mouse over any icons on the Concur page will open a small, temporary window with additional information. For example: By hovering over the symbol next to a line within your Expense claim report, you will be able to view the receipt image that has been linked to that transaction line. Navigation paths: In most cases, there are a number of different options for navigating to a page. The instructions within the Concur User Guides typically provide one simple navigation option, but you may come to prefer to use other paths or quick links as you become more familiar with the system. 1 July 2016-3 - CRICOS No. 00233E
Setting your Profile Options The first time that you login to the live Concur system as above, you need to carry out certain key steps to set up your system profile, including the activation of the ExpenseIt app on your mobile device. If you already downloaded the ExpenseIt app and used it as part of your training, you still need to re-set the PIN now that the system is live. You must complete the relevant set-up steps before you will be able to start using Concur to submit any claims. If you have been set up in Concur to act as a delegate for another staff member, note that not all areas and fields on the Profile Settings page will be visible to you while delegating. Certain functions (e.g., Personal bank details) must be completed and maintained by the account holder themselves while they are logged in directly. IMPORTANT: You only need to complete the sections of your Profile recommended within this User Guide. All other sections are not used or required by Griffith University and we recommend that you do not complete them, including: your contact, passport or visa information Access the Profile Settings page Step 1. After logging in as per the instructions above, click Profile in the top-right corner of your homepage, then click the Profile Settings link. Step 2. The Profile Options page will appear. Use the various links on this page (along with the instructions in the sections below) to set up your profile options as needed. NOTE: While working in the Profile Options pages, you may notice that some fields are disabled (grey) and cannot be amended on the page. If the information (such as your name) is incorrectly represented in the system, please contact fin-concur@griffith.edu.au. 1 July 2016-4 - CRICOS No. 00233E
Verify your email address? Follow these steps if you are likely to need to upload electronic receipts and/or tax invoices to Concur via email. This is a requirement for: Purchasing Cardholders. Corporate Cardholders and Expense Cardholders if your purchases involve any electronic receipts (rather than only hardcopy receipts). Delegates for cardholders who wish to upload scanned receipt images. Other staff members (or student) Concur users who wish to use the email receipts function as part of lodging their Expense Reimbursement Claims. Step 1. From Profile > Profile Settings, select the Email Addresses menu item under the Your Information heading. The My Profile Personal Information page will appear, and your screen should automatically jump to the Email Addresses section towards the bottom of the page. If you wish, you can expand the links in this section to learn more about adding and verifying email addresses. Step 2. Your Griffith staff address should already be listed in this section by default. If you are ever likely to send receipts to Concur from this staff address, click the Verify link that appears next to it. Click OK to clear the message that appears, and then access your email inbox to obtain the verification code. Step 3. Copy the code from your email into the Enter Code field, and click OK. If you cannot locate the email after a few minutes, you may click the Resend button as required. 1 July 2016-5 - CRICOS No. 00233E
Step 4. Click OK to clear the status message. You may now start sending receipts to Concur, by emailing receipts@expenseit.com from the verified email account. Note: The status message that appears at this point states that you can email your receipts to receipts@concur.com. If you use that address, the receipt will still be available for you under Available Receipts, but no pre-filling of fields will occur. We recommend instead that you always use receipts@expenseit.com, so that Optical Character Recognition is applied to read the information on the receipt, and the expense will be created and pre-filled for you. Step 5. If you wish to add and verify an additional email addresses (e.g., if you are likely to email receipts from your personal email, if a delegate is to be sending receipts on your behalf, or if you are travelling to a location where the staff Gmail may not work), click [+] Add an email address, input the email address and click OK. Please note that the Contact for Travel Notifications radio button is not relevant, as Griffith University is not using the Travel module of Concur at this time. Your default contact email for any Concur system notification emails will be your staff email address. Step 6. You then need to follow the steps above to verify this additional email address. Note: You can add and verify up to two additional email addresses, in addition to your staff address, provided that all verified email addresses that are added are unique to you, and not also listed as verified emails under any other Concur user s profile. Once you are finished, any receipts sent to receipts@expenseit.com, from any of your verified email addresses will then be automatically uploaded to Concur for your use (or use by your delegates) when you next access Concur. If you wish, you may add and verify additional email addresses for sending receipts to Concur, but leave your Griffith staff email address as Not Verified. The addition of additional email addresses must be done by the account holder - this task cannot be performed while acting as a delegate. In various parts of these Profile Options pages, there are some fields and components which relate to the Travel Management module of Concur. As Griffith University is implementing only the Expense Management functions in Concur at this time, such travel-related fields are not relevant. An example is the International Travel: Passports and Visas section which is directly underneath the email addresses section. Please leave these fields blank, as the information is not required in the system. 1 July 2016-6 - CRICOS No. 00233E
Set your PIN and download the ExpenseIt app? Follow these steps so that you can send images of hardcopy receipts directly from your mobile device to your Concur page. This is a very useful tool for: Any staff members or students who wish to lodge an Expense Reimbursement Claim in Concur based on a hardcopy receipt. Staff members needing to acquit a Cash Advance (especially when many small-value receipts are involved). Corporate Cardholders and Expense Cardholders. Purchasing Cardholders (if your purchases sometimes involve hardcopy receipts rather than emailed / electronic receipts). Step 1. Within your desktop Concur system (as already logged in above), go to Profile > Profile Settings, and then select Mobile Registration. Step 2. Use this page to Create & Retype any PIN of your choosing, which will be used by you on your smartphone or tablet to access the ExpenseIt app (once downloaded). Click Set PIN. Step 3. Next, use your mobile device to search for and download the free app, ExpenseIt from Concur. If you have already downloaded the app, proceed directly to the next step. TIPS: If you are unsure of how to locate the app, go to the Download the App section on the right-hand side of the Mobile Registration page in Concur (screenshot above): (a) Input an email that you can access from your mobile device, and click Send Link. (b) Access the email from your mobile device and click on the link. (c) Once you click on this link, you will see information about the separate Concur app (see section about this other app at the very end of this document). Scroll down the page and you should see the orange ExpenseIt from Concur logo in the left-hand margin of the page. (d) Click this orange icon and follow the prompts to download the app onto your mobile device. This app can be used on Apple, Android, Windows or Blackberry devices, and suits both smartphones and tablets. 1 July 2016-7 - CRICOS No. 00233E
Step 4. Open the ExpenseIt app on your smartphone or tablet, and Sign In, using your Griffith email address as your username, and the PIN that you set above. Step 5. Select whether you wish to receive Notifications from the App. Select Allow to allow the app to access your location. You are now ready to start using the app to capture receipts and send them through to Concur. Simply click the Receipt camera icon at the bottom of your app screen and follow the on-screen steps to load your receipts. This free ExpenseIt app features Optical Character Recognition meaning that receipts loaded to your Concur profile via ExpenseIt will be automatically read by the system, and an expense it created that is pre-filled with information, such as date, amount, vendor, location and even Expense Type where possible. All fields can still be amended as needed in Concur. This auto-filling of information saves you considerable time in inputting data into Concur. The different app called Concur can be used to compile and approve your expense reports directly from a smartphone or tablet, in place of the desktop Concur application. The instructions for downloading, activating and using the Concur app are available at the end of this document. 1 July 2016-8 - CRICOS No. 00233E
Set your default Speedtype and Class? This step is recommended to speed up the data entry process when you are building an expense report in Concur. This is useful for staff members who are: Likely to lodge a number of expense reimbursement, personal vehicle mileage claims and/or cash advance acquittals, with all or most transactions to be expensed against the same Speedtype and Class. Corporate Cardholders (if most or all transactions are to be expensed against the same Speedtype and Class). Expense Cardholders, to greatly speed up the process of selecting transaction-level approvers while building your acquittal report. Step 1. From Profile > Profile Settings, under the Expense Settings heading, select the Expense Information menu item. Step 2. Click in the Speedtype field. First, ensure that the Code radio button is selected, then input the alphanumeric code (or the start of the code), and use the list to select the Speedtype that you need to use as your default. Step 3. Click in the Class field. Ensure the Code radio button is selected, then type in the 5-digit Class code (or the beginning of the code), and select the correct Class from the list, to which the majority of your transactions will usually be expensed. Step 4. Click Save. Notes: Speedtype and Class can still be amended at an individual transaction level. Setting a default to represent the codes used in most cases will speed up the data entry process, in particular for the selection of transaction-line approvers. If you already have any in-progress claims / reports at the time that you set your defaults, the defaults will not be applied. Only expenses created after this point will be pre-filled with the default values. 1 July 2016-9 - CRICOS No. 00233E
Review email notifications & prompts? This is an optional step, giving you control over the automatic prompts and email notifications that you receive from the Concur system. Changes to the default settings on this page are recommended for: Some Corporate Cardholders, if they need to manually select from a list of possible approvers upon report submission (rather than all reports being routed to the default approver automatically). Any other Concur users (staff or students) who find that they are receiving unnecessary email notifications, or not being notified by the system as often as needed. Once you start using Concur, you can amend your system notification settings whenever you wish: Step 1. From Profile > Profile Settings, select Expense Preferences. Step 2. Use the checkboxes to determine which email notifications and prompts you wish to receive from Concur, as relevant to your usage of the system, and then click Save. NOTES: Faxed receipts are not used at Griffith, so the related notification option is not relevant. For most users, it is likely to be useful to keep the notification item The status of an expense report changes ticked, so that you receive an email when a submitted report or claim has been approved. For most users, the prompt item at the bottom of this page, For an approver when an expense report is submitted will remain unticked. This adds an extra step to the report submission process. The only time that this option should be ticked is for some Corporate Cardholders, who need to manually select from a list of possible approvers upon report submission (rather than all reports being routed to the default approver automatically). As a Corporate Cardholder, ticking this prompt could be required when your usual approver is going on leave and you need to be able to amend the approver at the point of report submission. 1 July 2016-10 - CRICOS No. 00233E
Add a delegate and/or amend delegation rights? Some Concur staff users delegate the lodging of their claims, reports and/or requests to another staff member, either temporarily or as a standing arrangement. For Corporate Cardholders with existing delegation arrangements, your delegate/s should already be added for you in Concur against your user profile. If your delegate has not yet been set up in Concur, or if the delegation arrangement needs to be changed, the account holder needs to log into Concur and follow the steps below to assign / amend the delegation rights. Step 1. From Profile > Profile Settings, under the Expense Settings heading, select the Expense Delegates menu item. Step 2. Click Add. Step 3. Type the surname of the delegate. A list of any employees with that surname will appear in a drop-down list. Select the relevant employee and they will be automatically added to the table, for you to commence assigning delegation rights. IMPORTANT Do not stop here or the delegate will not be able to carry out any tasks for you. Step 4. Use the checkboxes next to the delegate s name (to specify what delegation rights you will be assigning to them), then click Save. TIP: If you have added someone by mistake, or you no longer need to delegate to them in Concur, select the checkbox to the left of their name, and then click Delete. 1 July 2016-11 - CRICOS No. 00233E
Working as a delegate Once the above steps have been completed by the account holder, delegates will be able to work in Concur on behalf of the account holder. To do this, the delegate will: a) Log into Concur using your own S-number and Griffith staff password b) Click Profile (in the top right corner) and select the radio button Acting on behalf of another user. c) Start typing your account holder s surname, and select their name when it appears in the drop-down box. d) Click the Start Session button. The Profile menu now displays Acting as and shows the delegator s name that you just selected. You are now officially working on behalf of that person. e) Complete the normal processes of creating reports, inputting or amending details, submitting reports, etc. (Please below for some functions that cannot be conducted while acting as a delegate). If you have been set up as a delegate for multiple cardholders, click the Green Box to access the profile area and follow the same steps as above, but type and select a different name. f) To return to your own tasks, click the green box where it states Acting as and then click the Done acting for others button. When you are finished acting as a delegate, your own Profile menu will appear in the top right corner. Limitations of working as a delegate A small number of tasks cannot be carried out in Concur while you are acting as an Expense delegate for another employee. Some of the Profile Options fields are not accessible to delegates. For example, the account holder must log in as themselves to maintain their own bank account information and to add any new email accounts to be verified for lodging receipts. Delegates should remember that any changes they make within Profile Options while delegating will affect only the account holder s profile, and will not change the delegate s personal information under their own Concur login. If the required tax invoice or receipt cannot be located for a transaction, the Missing Receipt Affidavit must be completed while the account holder is logged in under their own user profile. This cannot be completed by a delegate. 1 July 2016-12 - CRICOS No. 00233E
Add a personal car to your profile? Staff members will need to follow these steps if they are likely to use Concur to submit a mileage claim for the use of a personal vehicle for business purposes. Step 1. From Profile > Profile Settings, select the Personal Car menu item under the Expense Settings heading. Step 2. Click New. Step 3. Input the details of your car and click the Save button. Initial Distance: Leave as 0. Vehicle ID: Input your car s registration number. Vehicle Type: Select Car from the drop-down menu. Preferred Car: Select checkbox if this is the default car for mileage claims. Step 4. Your car details will appear in the table at the bottom of the page. 1 July 2016-13 - CRICOS No. 00233E
If you need to amend the details of your vehicle, click the checkbox next to it in the list, amend as required following the instructions above, and click Save. If needed, you can also click New to add a second car if relevant, repeating the instructions above. 1 July 2016-14 - CRICOS No. 00233E
Add and confirm your bank account? Staff members need to follow these steps if they need to use Concur to submit: A mileage claim for the use of a personal vehicle for business purposes. A cash advance request. Staff and student Concur users will need to follow these steps before they can submit A reimbursement claim for an out-of-pocket expense. Note that it can sometimes take 3-4 days to confirm your bank account details. Claims cannot be submitted in Concur until after this process has been completed. Those who will be using Concur for acquittal of cards only do not need to carry out this set-up task. Step 1. From Profile > Profile Settings, select the Bank Information menu item under the Expense Settings heading. The Bank Information page will appear. Step 2. Complete the fields on this page to enter the details of the bank account, into which you would like any reimbursements or claims to be deposited. Complete all mandatory fields, as marked with a red line. Please ensure that the Active dropdown field stays set to Yes. NOTE: The address fields at the bottom of this page relate to the address of your bank, not your address. If you do not know the branch location or bank s address, this information can be obtained by entering your BSB number at www.bsbnumbers.com. 1 July 2016-15 - CRICOS No. 00233E
Step 3. Once you have entered and carefully checked your bank account details (and ensured that the selection under the Active field is set to Yes), click Save. Step 4. You then need to wait for your bank account to be confirmed. Five cents will be credited to your nominated bank account. If this transaction can be successfully completed, your bank account will be confirmed. You will receive an email notification, entitled Expense Pay Notification: Account Confirmation Sent. If you do not receive the five cents deposit within 3-4 business days, please liaise with your Concur administrator, or email fin-concur@griffith.edu.au for assistance. Step 5. In the event that your bank account cannot be confirmed by Concur, you will receive an email notification. This email would be entitled Expense Pay Notification: Payment Denied. Follow the instructions in the email or contact finconcur@griffith.edu.au for further assistance. Step 6. Once your bank account has been confirmed, any claims that you submit in Concur can be deposited accordingly. Note: If your bank account details change in the future, please follow the steps above again to update the details in Concur, allowing 3-4 days for the confirmation process to be completed. 1 July 2016-16 - CRICOS No. 00233E
Download and login to the Concur app? Some Concur users may find it useful to access Concur via a mobile device app, to build, review or approve their expense reports on-the-go. This app provides a simplified version of the same functions that you can see on the desktop, but it can be used on smartphones and tablets, including Apple, Android, Windows or Blackberry devices. The Concur app may be useful for: Any staff member (or student) who wishes to create, amend or lodge a simple expense reimbursement claim from their mobile device. Cardholders who wish to review their acquittal report on-the-go. Approvers who wish to carry out their approvals from a mobile device. Step 1. On your mobile device, search for and download the free Concur app. TIP: If you are unsure of how to locate and download a new mobile device app, sign into to your desktop Concur application and navigate to Profile > Profile Settings > Mobile Registration. Within the Download the App section on the right of this page: (a) Input an email that you can access from your mobile device, and click Send Link. (b) Access the email from your mobile device and click on the link in the email. (c) Once you click on this link, click the blue Concur app icon and follow the prompts to download this free app onto your mobile device. Step 2. Open the app on your mobile device. The Concur app login page will appear. If you have already downloaded this app and previously used the test drive or a trial log-in, you must first follow the instructions below to Sign Out, before you can sign into the live system. Please note that the screenshots below are from an iphone. If you have a different device type, you may note that the screen layout and options presented will differ slightly. Step 3. Click the SSO Company Code Sign In link. The Sign In with SSO page will appear. Step 4. In the Enter SSO Company Code field, enter Griffith s single sign-on company code: 3BGNJV and click the Next button. 1 July 2016-17 - CRICOS No. 00233E
Step 5. On the Griffith Single Sign on page, enter your S number username and your usual password, and click login. Step 6. The first time that you log in, you will be asked to indicate whether you wish to receive notifications from this app on your mobile device (this is up to you), and whether you wish to allow Concur to access the camera (also up to you please see note below). Both of these decisions can be revised at a later time if needed, by going to the Settings area of your mobile device, finding the Concur app and amending the selections. NOTE: While the Concur app does allow you to photograph and attach receipts, and this may be useful in some circumstances when you have a single, simple receipt to upload while you are already using the app, the receipt capture function in this app does not feature Optical Character Recognition this means that all of the information about each receipt needs to be input manually (date, amount, vendor, location, etc.). It is therefore generally recommended that you use the ExpenseIt app for the capture of receipts, so that a prefilled expense record is created automatically for you in Concur. (This is particularly the case for cardholders, for whom the ExpenseIt feature of automatic matching of receipts to bank statement lines is a major time-saver). The Concur app should be predominantly used for reviewing, submitting and approving reports and expense claims on-the-go, in place of desktop Concur system. Step 7. The first time that you log in, you may be presented with a quick tour of the system. Click Get Started and swipe right to see the features of the Concur app. (While this tour suggests the use of this app for uploading receipts, this is not recommended, as Griffith University has enabled the separate ExpenseIt app for this purpose). 1 July 2016-18 - CRICOS No. 00233E
Step 8. The Concur app is now ready for you to create, review, submit and/or approve your reports and expense claims on-the-go as needed. Any actions that you carry out within your app will also be reflected in your desktop Concur system (and viceversa). NOTE: If you are using this app more than the desktop system, and have enabled device notifications, you may find over time that you are receiving unnecessary email notifications from Concur as well. If this is the case, please see the instructions in the section above, Review Email Notification and Prompts. Sign out from the Concur app Step 1. To sign out of the app, click the More Items icon in the very top-left corner of your app. Step 2. Click on Settings, then scroll down the page to the bottom of the Settings page. Step 3. Click Sign Out. 1 July 2016-19 - CRICOS No. 00233E