Enter & Approve Expense Reports

LAST UPDATED: November 21, 2014

What You Should Know

Your University business expenses should be submitted on an expense report in Concur every 30 days. Travel and Expense Card transactions will arrive on your My Concur page about 5-7 business days after the transaction occurs. If you hold a Departmental Purchasing Card, learn how to Enter & Approve Departmental Purchasing Card Statement Reports.

Manage Concur Expense Reports

Your Concur expense reports may include a combination of Travel and Expense Card transactions and out-of-pocket expenses for which you will be reimbursed.

Substantiate Travel & Expense Card Transactions

Your Travel and Expense Card transactions appear on your My Concur page under Available Card Charges. From here you may select your transactions and click Import to bring them into an expense report.

There are several actions required to complete your expense report:

  • Select expense types
  • Allocate your expenses 
  • Resolve exceptions
  • Attach receipts
  • Itemize hotel bills
  • Add names of attendees at group business meals

Select Expense Types

Transactions may already be assigned to expense types based on information from the merchant and/or the bank. In some cases, you may need to correct the assigned expense type if another is more appropriate for the transaction.

Some transactions will come in with no expense type assigned to them. These transactions will be labeled ‘Undefined’, and you will need to select the appropriate expense type from the available list.

Submit Out-of-Pocket Expenses

To request reimbursement for an out-of-pocket expense, open an expense report and click New Expense. Select the appropriate expense type from the list on the right and complete any required fields, indicated by a red strip.

Allocate Your Expenses

You may choose to enter default ChartField information in your Concur profile (Profile tab > Expense Information). Your reports will default to this chartstring.

There are three methods for changing allocations on an expense report:

  1. Double click your report name to edit the ChartFields on the report header. These allocations will apply to all line items on your report.
  2. Make changes to the chartstring on individual line items by selecting the expense and clicking the Allocate button on the right side of your screen.
  3. Select multiple expenses on your report, then click “Allocate the selected expenses” to change the allocations in bulk.

Resolve Exceptions

Exceptions identify transactions which require some review or action.

  • Warning (Yellow) – Yellow warnings are informational only. You should review any items that have been flagged, and in some cases you may be asked to provide a comment.
  • Hard Stop (Red) – Red exceptions must be resolved before you can submit your report.

Common Exceptions and How to Resolve Them

Message  How To Resolve
The entry has an Undefined expense type Select the appropriate expense type for the transaction. See a list of available Expense Types.
A receipt is required for this transaction Attach receipts for expenses of $50 or more.
The itemization amounts to do not add up to the expense amount
  • Click on the > symbol next to the expense line to expand the itemized lines.
  • Ensure the itemizations add up to the total that was charged to your card.
Hotel charges must be fully itemized. Learn how to Itemize a Hotel Bill
Warning: This expense entry may be a duplicate Ensure the marked transactions are not, in fact, errors or duplicates. If they are valid transactions, you may ignore this yellow warning and proceed with submitting your report.

Attach Receipts

Receipts are required for transactions of $50 or greater. 

There are three ways to send receipt images into your Concur Receipt Store:

  1. Take a digital image through the Concur mobile app
  2. Scan and email your receipt to receipts@concur.com
  3. Save and upload receipt images directly from your desktop.

If another individual has assigned you as his/her expense delegate, you may email receipts to that user’s Receipt Store by including his/her email address in the subject line of your email to receipts@concur.com.

Missing Receipts for Expenses of $50 or More

Receipts are required for expenses of $50 or more. If you are missing a receipt, you must create a Missing Receipt Affidavit. Click Receipts > Missing Receipt Affidavit, then select the expense for which you are missing the required receipt. Review the attestation and click Accept and Create.

Itemize an Individual Hotel Bill

Individual hotel bills must be fully itemized. Learn how to Itemize an Individual Hotel Bill.

Enter Attendees for Group Meals

The attendees at group business meals must be listed. If there were fewer than 10 attendees at a group meal, their names and functional titles must be provided. If there were 10 or more attendees at the meal, you may provide a name for the group and the total number in attendance.

Learn how to Enter Attendees for Group Meals (fewer than 10 attendees)

Learn how to Enter Attendees for Group Meals (more than 10 attendees)


 

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