Concur For Credit Card Holders

Concur For Credit Card Holders

CONCUR FOR CREDIT CARD HOLDERS

Managing credit card transactions and creating an expense report

The Concur application will allow credit card holders to access credit card transactions from their company credit card. In Concur, users can assign transactions to the appropriate expense account, provide details on the transactions, and submit expenses to managers for approval. Users will receive an invitation to login and create a password for Concur. The application is accessible at www.concursolutions.com. If you have not received an invitation to Concur or cannot access Concur, please contact Accounts Payable for support. If a password has not been received, you can reset it. Due to security issues, it is preferred that you sign in with single sign on "Sign in with Azure AD."

Once you login to Concur, the initial screen will provide a list of available expenses. These are transactions that have been downloaded from the credit card company. If you do not see any available transactions, please contact Accounts Payable to make sure your credit card has been assigned to your login.


In the example above, the credit card holder has 100 available expenses. You can click on "Available Expenses" under "TASKS" or on the blue error following Available EXPENSES or the Expense tab at the left hand corner or on the top banner below that where it says "Available Expenses." This process will open a new window with all available expenses.


It is strongly recommended that you go to Concur and process expenses on a frequent basis (daily or weekly) so that you can submit your expenses to your manager in a timely manner. Expense reports should be submitted to your manager by the last day of the month. If you scroll down, you can see all your credit card transactions.


At the top of the page, you can click on the red box titled "Create New Report."

A report name is required to create the report. It is suggested that you use the month of the credit statement that you are processing followed by your initials. You can add a business purpose description in the "Business Purpose" text box. Then click on the blue tab at the bottom labeled Create Report. The following window will appear:


Click on "Add Expense" to being adding the credit card transactions to the report. Click on the box to the left of the transaction to select transactions to add to the report.


Or you can click on the box to the left of Payment Type to add all transactions at once. Then click Add to Report at bottom of the page. If you need to update any information, you need to click on either the expense type or the checkmark box and then edit in order to update the information.


Once you click on Add to Report, you will see a list of transactions and to the left you may see an alert which looks like this:  
This alert will prompt you to enter the required information for that transaction. Click on the red alert symbol to see what information is required for that transaction.



In the above example, the first entry for Southwest Airlines requires an expense type, a business purpose, and a receipt. Next click under the expense type where it says "Undefined," and a window will pop up where you can enter the necessary information. You can also enter this information for each transaction before you create a report to minimize the error messages. Please enter as much information as possible as this will ensure that the expense is approved. The required fields are necessary to submit the report. However, if there is insufficient data for your manager to approve the expense, it will be returned to you to complete it.

Fields that are indicated by the alert symbol are fields that need to be completed in order to submit the expense report. Complete the necessary information by either typing information into the text box or using the drop down menu to select the correct option. As shown above, you will need to select an expense type for the credit card transaction. Please select the most appropriate expense type for that transaction. If you are unsure which expense type to select, please ask your manager or accounting for assistance. Concur will auto-fill information that is known. Please double check to make sure the information is accurate. You can change these if needed, but please double check you are selecting the appropriate location, department, or class. For class, the options are HVAC or Plumbing. If neither applies, please leave it blank. For material and equipment purchases, a purchase order is required. For these expense types, the report cannot be submitted without a purchase order.

To the right of the expense detail you will see a red box and up arrow to upload your receipt for this transaction. Click on the "Add Receipt" button. Please confirm that the receipts match the information on the transaction detail. Receipts are required for each transaction. Multiple instances of missing receipts may result in losing credit card privileges.



Once you have completed all the necessary information click on Save Expense either at the left bottom corner or the right top corner of the window. You will proceed to repeat this process for all your credit card transactions for the current month. Again, you can do this as frequently as you like throughout the month to submit your report in a timely manner. (However, you will submit your completed expense report only once per month.)

Once you have filled in all the necessary information for the month, you can submit the report by clicking on the red "Submit Report" button on the top right. If there are transactions included in your report that you do not wish to submit at this time, you can click on the box to the left of the transaction and move the item back to "available expenses" or to a new report.

Once you have created a report, but have not yet submitted it, you can always add it to the open expense report. Go back to manage expenses to view available expenses. Check here for expenses that you want to add. Go to "move to" drop down and select the report where you would like to add expenses.


Once you click "Submit Report" the report totals summary will show up in a new window. You can double check your amounts and click Submit Report again.



Once you have submitted your report, the report will automatically go to your manger for approval. The report will show as submitted under the Expense tab. In addition, you will see available expenses for the next statement cycle.


                                                                                                      

If your expense is not approve by your manager, it will be returned to you. You will see the report as returned under MY TASKS, "Open Reports." Click on the report to review.




The manager should provide comments as to why the expense report was not approved. Click on View Report Timeline to see comments.




If you leave Concur at any time, your information will be saved, and you can pick up where you left off. When you login, your report that you have created but not yet submitted will appear under "Open Report." Click on the report to access and make any changes.


Creating an expense report for another user

If you are creating an expense report for another user, you should be delegated as an expense processor for that user. When you login into Concur, you can switch to the user who has delegated you to perform Concur tasks for them. On the top right-hand side click on profile. "Under Act As?" select "A Delegate for another user who has granted you this permission." Type in the employee's name that you wish to access or click in the box and the employees who you are assigned to will be displayed. Click on the appropriate name and click "Switch." If you do not see the employee's name, please reach out to them to make sure they have set you up as a delegate in their profile.


Now you can see the user's information and can perform the tasks that they have assigned to you.

Delegates should already be set up in your profile. However, if you need to add someone as a delegate, on the top right-hand side click on profile settings.




Click on Expense Delegates.


Click on Add and type in the employee's name. You will see several task options that you can delegate to the employee.


Select which tasks you would like to delegate by clicking the box below the task. Click save to save your options.

Using the Concur mobile app
You can also use the Concur mobile app on your smartphone, iPad, or tablet. The process is the same. You can take pictures of your receipts with your mobile device, and they will save to your Concur dashboard.

Out-of-pocket expenses
If you need to create an expense report for out-of-pocket expenses, please see the procedures for Concur for Employee reimbursement. 


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