Travelers Guide for Concur Preparing travel Requests, cash advances, and travel Expense Reports Youngstown State University does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity and/or expression, disability, age, religion or veteran/military status in its programs or activities. Please visit YSU's Commitment to Accessibility webpage for contact information for persons designated to handle questions about this policy.
All Travel must be in compliance with Travel Guidelines see Travel Services Travel Guidelines require that all travel is pre-approved. A Request must first be completed and approved in Concur. To complete the Request you need to estimate expenses for your travel and enter into the fields in the online form. Reservations can then be booked either through the Concur booking tool or agent direct with Traveline. The use of Traveline in most instances is mandatory. After the trip has occurred, an Expense Report must be completed in order to reimburse the traveler for any expenses or reconcile any Cash Advances or TravelCard charges. Authorization forms for Concur access for students and staff (not already in Concur) are located on the Travel Services website. There are many Concur guides and videos that are excellent tools for learning how to use the CT&E system and are available once you login to the application. This document summarizes and clarifies some procedures which may be unique to YSU. Concur videos can be viewed by clicking the Help button at the top right-hand corner of the Concur screen. There is also a list of videos following the Table of Contents. CT&E Travel Tips are short snippets to address common issues and are posted on the Travel Services website. Click commands are in bold and quotes Table of Contents 1. Creating a new Travel Request... 3 2. Completing the Request Header... 4 3. Completing the Expenses tab... 4 4. Allocating the Request to different FOAPs (if needed)... 5 5. Submitting the Request for approval... 7 6. Booking travel reservations... 8 7. Completing the Expense Report/Report Header... 10 8. Completing the itinerary information... 12 9. Entering a hotel bill... 16 10. Itemizing the hotel bill... 16 11. Registering a car in order to claim personal car mileage... 19 12. Entering Personal Car Mileage... 20 13. Copying Personal Car Mileage to other days... 22 14. Entering other types of expenses... 23 15. Business Meals Do not use for personal per diem meal reimbursement... 24 Page 1 of 36
16. Allocating Expenses to different FOAPs... 25 17. Attach Receipts... 28 18. Reducing the amount of the Expense Report... 30 19. Print/Email/Save Report... 31 20. Submitting an Expense Report... 32 21. Recalling an Expense Report... 32 22. Adding another Expense Report to a Request... 33 23. Finding old Requests and Expense Reports... 33 24. Administering Travel on behalf of another... 34 Page 2 of 36
1. Creating a new Travel Request Keep in mind that the Request is your permission to travel, documentation of your destination, business purpose, dates of your travel, and your estimated expenses. These are not your actual expenses and a reimbursement will not be generated from a Request and no budget is encumbered or charged. If you request and receive a cash advance, this is the same as taking a loan from YSU which you must account for or repay. When you file your Expense Report, you will account for the actual expenses that the cash advance was used for and the loan will be zeroed out. If you need to return any excess cash advance, please use the deposit slip on the Travel Services website. Logon to the YSU Portal. Click on the Concur link on the left-hand side of the page under eservices for Faculty and Staff. You will be on the My Concur home page. Click on + Start a Request button to begin a new Request or click on Requests at the top of the screen and click on the Create New and choose New Request. Screen shot of the My Concur home page Page 3 of 36
2. Completing the Request Header The Request header screen opens up. Complete the Request Name by entering the location and date of trip. This information will carry to your Expense Report and the first 27 characters will appear on your check stub or direct deposit notice. Enter the start date and end date of your trip. Enter the business purpose. This will carry throughout your report. Choose the account code for your travel from the drop-down. On the allocation screen different FOAPs may be chosen on the same report (See section 3). If you have a conference registration fee over $100 to prepay or are traveling with a student group, you may complete the cash advance amount. Add a cash advance comment of what the cash advance will be used for. Click Save. Screen shot of Request Header 3. Completing the Expenses tab Once you Save the Request, you will be taken to the Expenses tab. If you exited the report after saving and are going back in, click on the Expenses tab. Choose the expense type such as hotel, airfare, fixed meals etc. to enter your estimated expenses. Enter the information required as indicated by the red bar. Use the first day of travel for the transaction date and enter the total amount for that expense type especially fixed meals. Do not put an estimate for each day. Only enter amounts that YSU will reimburse i.e. if you have a limit of $1,100 only enter estimated expenses up to $1,100. If you request a cash advance for a conference fee, you must enter an estimated expense for the conference fee under the Expenses tab and attach a copy of the Registration form under the Attachments drop-down menu. Page 4 of 36
Screen shot of Request Expenses estimate tab 4. Allocating the Request to different FOAPs (if needed) Requests do not encumber any monies or charge any budget but you may need to show the different FOAPs on your Request. On the Request, expenses have to be allocated as a group. (On the Expense Report, they can be allocated individually). Click on any one of the estimated expenses to move it to the right pane. Click on the Allocate button in the bottom right corner. This will take you to the allocations screen and all expenses will be checked. On a Request you can allocate by percentage or amount but the allocation will apply across all estimated expenses. Click on the Allocate by and choose either percentage or amount. Enter the dollar amount or the percentage amount in the first box. You can change the FOAP by slowly typing over the fund, organization, or program code. When the new code appears, click on it to choose it. If the amount in the amount box is not for the full amount, a new allocation box should appear, if it does not click on the Add New Allocation button. Once the allocations are completed. Click Save to return to Expenses screen. Page 5 of 36
Screen shot of Allocations screen Screen shot after Allocations have been added When expenses are allocated, they show with a colored pie chart next to each expense. If you hover over the pie chart, the allocated FOAPs will show. Page 6 of 36
Screen shot of Expenses screen after allocations have been added 5. Submitting the Request for approval Once the Request estimates are entered. You have a couple of options add Attachments by clicking on the Attachments drop-down, Print/Email to view a Report copy of your Request, Delete Request, or Submit Request. You must press the Submit Request button in order to put your Request in the approval queue for your approver. Requests only require your assigned approver s approval. They do not route to Travel Services for review and approval. Screen shot of completed Request Page 7 of 36
6. Booking travel reservations You must have an approved travel Request prior to booking any reservations for your trip. Make sure you know your Request ID prior to beginning the booking process of your reservation. You can find this ID on your printed report or beside the Request Name in your Active Requests. Screen shot of Request ID Once you are logged into Concur, the booking tool is down the left-hand side of the screen or you can choose the Travel at the top of the screen. Screen shot of Trip Search You will need to choose if the travel is grant or non-grant funded from the orange dropdown menu at the top. Click on the flight, car, hotel, or taxi tabs. You can start with flight and once you search and choose your flight, it will ask you if you need a hotel, car, taxi, etc. Search and choose your flights, hotel, car, taxi, etc. On the reservation screen you will enter your Request ID# - in the example above it would be 36HN and the FOAP. Make sure you complete all screens to the end of the reservation process and actually book the reservations. Airline tickets can be paid either by the Travel Card or the YSU campus ghost card. Page 8 of 36
Hotels can be paid either by the Travel Card or the traveler s personal credit card which then will be reimbursed. Enterprise car rentals booked through the booking tool are paid for on the YSU ghost card. If the traveler has a YSU TravelCard, reservations can still be made through the Enterprise portal. Once your trip is booked you will be able to see your reservations at the bottom of the booking tool under My Trips. If you click on the trip, it will take you to the Trip Library screen to review the details. Screen shot of My Trips Page 9 of 36
7. Completing the Expense Report/Report Header Remember, within 30 days of your return from travel, you must complete the Expense Report if you have reimbursable expenses, TravelCard expenses or received a cash advance for this travel. If you use a TravelCard, wait until all charges related to the trip appear in Concur. This may take 3 to 5 days after the expense is placed on the card due to merchant processing. You will need to apply the TravelCard charges to the Expense Report to reconcile back to your budget. Logon to Concur. Click on Requests. Since the Request is approved, you will see the word Expense under the Action column on the right. If the Request does not appear, click on the View drop-down menu and change option to All Requests. Click on Expense. You can also open the Request and click on the blue Create Expense Report in the upper right. Either method will start the Expense Report and open up the Report Header screen. Screen shot of Approved Request to begin an Expense Report The Expense Report will open on the Report Header screen. The Report Name and Business Purpose will carry forward from the Request. Choose an account from the drop-down list. (You will be able to charge multiple FOAPs including the account from the allocations screen See below) The FOP automatically populates with your default FOP. This is the FOP the entire Expense Report will be charged to. You can change the FOP by slowly typing over the fund, organization, or program code. When the new code appears, click on it to choose it. The Request that the Expense Report is tied to will appear at the bottom of the screen. If for some reason there are 2 Requests that need tied to the Expense Report, click the Blue Add button above the Request block, choose the additional Request, and click Save. Click Next when all information is correct and you are ready to proceed. Page 10 of 36
If a cash advance is associated with the Request, it will automatically come into the Expense Report. However, if you have a different cash advance associated with a different Request, the cash advance screen will appear. If the cash advance in the cash advance box applies to this Expense Report also, click the box next to it and click on the Assign Cash Advance to Report. If it does not, click the blue Next. Screen shot of Expense Report Header Page 11 of 36
8. Completing the itinerary information Screen shot of itinerary screen NOTE: IF YOU ARE JUST ENTERING MILEAGE REPORTS OR GOING ON A ONE-DAY TRIP, YOU SHOULD CLICK ON THE CANCEL BUTTON AND SKIP THIS STEP. Complete the itinerary with your departure/arrival information to your destination and Save. Screen shot of departure itinerary Complete the itinerary with your departure/arrival return from destination and Save. The departure city should automatically calculate on the return. Page 12 of 36
Screen shot of departure/return screen You can also add in multiple dates and destinations by saving each time you enter a leg of the journey. Screen shot of completed itinerary When all legs of your journey are entered, click Next to go to the summary of your itineraries. The itinerary you just completed will be in the Assigned Itineraries box. Previous Itineraries will be in the available box. Page 13 of 36
Screen shot of Available Itineraries Click Next to go to the Expenses and Adjustments screen. Screen shot of Fixed Meal per diem rates All meals for your dates of travel by day will appear. The per diem rate for these meals is based on the date of travel and destination. According to YSU guidelines per diem reimbursements are allowed at 75% first and last day, 100% any days in-between. Click in the Exclude box (left-hand side) to turn any days off or All at the top to turn off all day s meals. Click on any of the individual boxes for Breakfast, Lunch, Dinner to turn off Page 14 of 36
any individual meals that you will not be reimbursed for or that were included as part of a conference. Click Create Expenses. This will add the expense Fixed Meals to your Expense Report. You will now be on the Expense Report screen. Screen shot of Expense Report screen with Fixed Meals (per diem meals) Page 15 of 36
9. Entering a hotel bill Click on the Hotel expense type from the expense menu or click New Expense. Enter the check-out date as the transaction date. Enter the vendor and City of Purchase. You can type any vendor in this field, it does not have to appear in the drop-down list. Enter the total amount of the hotel bill you can deduct any personal expenses in the itemization process. If you have e-receipts activated and the vendor participates the receipt will come in itemized. You can also attach the hotel bill receipt by clicking on the Attach Receipt button at the bottom of the screen. Screen shot of hotel expense front page 10. Itemizing the hotel bill Click on Itemize at the bottom of the screen the itemizations (breakdown) must match the total of the hotel bill. Enter Check-in Date and Check-out Date. The number of nights will automatically calculate. Page 16 of 36
Enter the room amount, tax amount, and any other daily expense by clicking on the drop-down menu, choosing the type, say parking, and entering the daily amount. Click Save Itemizations. Screen shot of itemizing hotel bill If itemization is not complete, it will take you to a New Itemization screen in order for the itemizations to equal the total of your bill. See upper right corner for Total Amount Itemized and Remaining. Choose the additional expense type or Non Reimbursable/Personal Expense from the drop-down menu. Enter the amount and any necessary comments. Click Save. Screen shot of additional itemization Page 17 of 36
Once the itemization is complete, the hotel expense will move over to the left-side of the report and be added to the expenses. A receipt box will appear under the date of the hotel bill indicating that you will need to upload a hotel receipt before submitting the report for approval. Any warnings related to the items you have entered will appear in the middle of the screen under exceptions. Screen shot of expense pane after hotel bill is itemized Page 18 of 36
11. Registering a car in order to claim personal car mileage Click on the personal car mileage expense. If this is the first time that you entered personal car mileage in the system and have not previously registered a car on your profile, you will receive the message that you must register a personal car in your profile. You must do this to choose the proper rate that you will be reimbursed. Click OK to close the message. Screen shot of Profile page Click Profile at the top right and choose Personal Car. Click New to add a new car or Remove to remove a car. Under Vehicle ID enter Personal, Courtesy Car, or State Grant car. In the drop-down list under Vehicle Type choose either: Courtesy Car (mostly athletics) reimbursed at $.29 a mile; Personal Car (most everyone else) reimbursed at $.48 a mile or State Grants (if traveling on a state grant) reimbursed at $.45 a mile. You can enter more than 1 car if for example you travel under regular University business and state grant business. When you enter mileage, all of your registered vehicles will appear and be available to designate as the vehicle and type of mileage you are claiming. Click Save. Page 19 of 36
Screen shot of Personal Car Registration Click on My Concur to go back to the main screen. Click on either Request or Expense at the top of the screen and then the Report Name to continue working on your report. 12. Entering Personal Car Mileage In the New Expense pane Click on Personal Car Mileage. This will bring up a mileage calculator. If your home address is set-up on your profile, it will automatically populate point A you may need to change to YSU address. Enter the address of your destination. Click Calculate Route if driving there and returning on the same day Click Make Round Trip. If returning on a different day, you will create a separate entry. You can click Deduct Commute at bottom of screen if you are leaving from home and it is a further distance than YSU. You can also add multiple destinations by continuing to add waypoints and clicking on the Calculate Route. Page 20 of 36
Screen shot of Mileage Calculator Click Add Mileage to Expense. This will take you back to the Expense screen. You must enter the Transaction Date. You can choose a different Vehicle from the drop-down Vehicle ID or use the one shown. Click Save. YSU limits mileage reimbursement to the cost of a rental car. If your mileage exceeds the set rate for 1 day, then you will receive a yellow error message that you may need to limit your mileage. Currently you must complete the mileage limited worksheet on the Travel Services webpage if you will travel more than 120 miles in 1 day. If you have multiple days in your trip, divide the mileage by the number of days to determine if it exceeds the 120 mile limit. Screen shot of personal car mileage added to Expense Report Page 21 of 36
13. Copying Personal Car Mileage to other days If you travel to the same destinations several days in a row or throughout a semester, you can copy the exact same trip and change the days. Click the Check box beside the Personal Car Mileage. At the top of Expenses pane, choose Copy. This adds the same trip to the Expenses pane with the next day s date. If this is correct you don t need to change. If this isn t correct, click on the Personal Car Mileage description to open it in the Expense pane, change the transaction date and click Save. Screen shot of copying personal car mileage expense Page 22 of 36
Screen shot of changing date on expense screen 14. Entering other types of expenses Entering other types of expenses is relatively straight forward. Click on the type of expense in the new expense pane. Enter the information required indicated by the red bar on the left side of the box. Click Save to add the expense to the report. If you received a cash advance to pay a conference fee, you must add the conference fee expense to the Expense Report and leave the payment type as Out of Pocket in order to reconcile the cash advance. You must attach a receipt for the conference fee. If you are entering Airfare or Enterprise car rentals that are prepaid by the University, make sure to change the payment type to YSU prepaid. The system will include the expense in the total Requested amount but knows not to reimburse you for the expense. All claimed expenses show up on the left side of the report under Expenses. You will also see the Total Amount and the Total Requested (this excludes any nonreimbursable personal amounts). To see the Totals that will be disbursed click on the Details drop-down Totals. You will be able to see YSU prepaid amounts, cash advances applied, YSU Travel Card expenses, and the amount to be reimbursed. Page 23 of 36
Screen shot of Report Totals screen 15. Business Meals Do not use for personal per diem meal reimbursement Business Meals can only be claimed for travelers who are meeting with other constituents or are part of a group travel. The meal must be in compliance with YSU Business Related Expense Guidelines. Click on the Business Meals Expense. Enter the transaction date. You must choose BRE Purpose. Enter the vendor name. Choose category breakfast, lunch, or dinner. Enter city of purchase. Enter the amount. At the bottom of the screen, enter the attendees. If part of a large group of travelers, attach list by going to the Receipts drop-down, click on Attach Receipt Images, browse and find. Business meal will be allocated to the same account as the travel. Page 24 of 36
16. Allocating Expenses to different FOAPs All expenses will automatically be allocated to the FOAP that is on the header of your report. If this is where all of the expenses will be charged, then you do not need to allocate your expenses. Split FOAP information should pull in automatically from your Request (but always double-check to make sure it is correct). Any receipt or group of receipts can be allocated to different FOAPs by dollar amount or percentage. You can click on the Allocate button on any expense to go to the allocation screen. You can also use the Details drop-down menu and choose Allocations (middle of the screen). Screen shot of Allocations menu The Expense list appears on the left-hand side. You can choose all or some of the expenses. Page 25 of 36
Screen shot of expenses on Allocations screen Click on the Allocate Selected Expenses. This opens up the allocation screen on the right. You can choose Allocate By Percentage or Dollar and Add New Allocation in order to add as many as desired. When complete, choose Save. Screen shots for Allocations Pane Page 26 of 36
On the Success menu click OK. You will return to the Expense screen. Allocations will show up beside the expense with a blue scarab shell. Hover over the shell to see the allocations. The allocated FOAPS will also appear on the YSU Detail Report. Screen shot of allocated expenses Page 27 of 36
17. Attach Receipts Screen shot of Receipt menu You can add receipts by clicking on the Attach Receipts button on any individual expense. You can also attach receipts by using the drop-down Receipts menu at the top of the screen. You will also be prompted to attach receipts when you click the Submit Report button. You can take a picture of receipt with your mobile device and save to your Availabel Receipts must register mobile device on profile. You can upload a receipt to your computer, browse, and attach. You may receive E-Receipts from a vendor must sign up for E-Receipt capability. You can fax receipts to Available Receipts. Click on Available Receipts in the upper right corner to retrieve any receipts uploaded. Click on the green arrow by the receipt to attach it to an expense or at the Report Header level. Page 28 of 36
Screen shot of Available Receipts Screen shot of adding receipt to an individual expense Screen shot of review the Receipt Image Page 29 of 36
18. Reducing the amount of the Expense Report Click on any of the expenses to open up the expense in the Expense pane. Click on the Personal Expense (do not reimburse). To reduce by taking some meals off, click on the meal to open it up in the Expense pane then click on Show fixed allowances for 01/04/2014. Click on Exclude to exclude the meals. To reduce the amount by reducing the hotel bill. Click on the carrot beside the date of the hotel bill to open up the itemization list. Click on the itemized amounts such as 01/02/2014 hotel tax to open it in the Expense pane. Click on the Personal Expense (do not reimburse). Click Save. This will remove that amount from the Total Requested amount. Itemize other receipts the same way by entering the total amount of the receipt then click itemize. Chose the category of receipt such as parking enter the amount that will be reimbursed. For the remaining amount click on non/reimbursable personal to remove a portion of the receipt from the amount that will be paid. Continue to do this until the amount is reduced to the budgeted approved amount. Screen shot of Personal Expense checkbox Page 30 of 36
19. Print/Email/Save Report Select the Print/Email button at the top of the report. Click on YSU Detailed Report. Click on the Show Itemizations in the top left-hand corner. The report will open up and show a list of all expenses and the FOAP allocation for each expense. You can save to pdf, Email, or Print the report. Screen shot of Print/Email YSU Detailed Report Screen shot of show itemizations Page 31 of 36
20. Submitting an Expense Report Make sure all expenses are correct and receipts are attached. You must clear any red warnings that show as red exclamation marks before you can submit your report. Yellow warnings are cautions. The report can be submitted with yellow warnings. However, if yellow warnings are something that must be corrected (such as limited mileage or attaching receipts) before the report can be processed, the report will be returned to the traveler for correction which will delay the reimbursement. The warning symbol shows beside the expense report and the reason is listed under the exceptions in the middle of the screen. Correct any red warnings or yellow warnings that require attention. Once the report is free from red warnings, click the Submit Report button in the upper right-hand corner. Screen shot of Submit Report 21. Recalling an Expense Report If you realize that you made a mistake after you submit your report, you can click on that report to open it back up, click on the Recall button in the top right-hand corner. You will be able to recall your report until it is submitted for payment. Page 32 of 36
22. Adding another Expense Report to a Request Maybe you forgot to add a receipt or need to reconcile prepayments on your travel card and have another report for out-of-pocket expenses after the travel. Click on the Request tab. Locate the Request and open it up. Click on Create Expense Report. Proceed as with any other expense report. 23. Finding old Requests and Expense Reports All reports can be found by clicking on the Request or Expense tabs at the top of the page. Click View Request or View Reports. There will be a view drop-down box left-hand side of screen. Drop this box down. Choose options of reports to view. You will automatically go to that view. You can also search by the drop-down menu underneath the View drop-down. Screen shot of manage Requests screen Page 33 of 36
24. Administering Travel on behalf of another Click on the Profile drop-down in the upper right-hand corner of the screen. Screen shot of Profile screen Select a name from the Adminster for another user drop-down menu Click the Apply button. The person s name you are administering travel for will appear in the upper right-hand corner of the screen. Screen shot of home screen when administering for another user Page 34 of 36
Once you are done administering - click on the Administer for drop-down and choose End admin session. Screen shot of ending Administering for another Page 35 of 36