Concur For Employee Reimbursement

CONCUR FOR EMPLOYEE REIMBURSEMENT

Creating an expense report for employee reimbursement

The Concur application will allow employees to create an expense report for out-of-pocket reimbursement and submit it to Accounts Payable for payment processing. Expense reports may be submitted once every two weeks. 

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.

Once you login to Concur, click on Expense from the top menu bar. To the right in red, click on the "Create New Report" box.

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 Expenses" and then "Create New Expense" to add expenses to your report.

You will see expense type options that you can select or you can search for the expense type. In the example below, Travel-Air-6700 has been selected. Please choose the appropriate expense type that corresponds with your expense. If you are unsure which expense type to select, please ask your manager or accounting for assistance.

Once you select the expense type, a new window will appear requesting details about the expense. Boxes with red asterisks are required in order to submit your report. 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. 

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. Concur will auto-fill information that is known. Please double check to make sure the information is accurate. Select the correct entity and department and class (if applicable) for the transaction. Also, enter a purchase order number where applicable. 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 or Save and Add Another at the left bottom corner of the window. If you are requesting reimbursement for more than one expense, you will select Save and Add Another and repeat this process for all expenses.

Once you have filled in all the necessary information for all your expenses 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 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 manager for approval. The report will show as submitted under the Expense tab.

If your expense is not approved 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 to 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 and 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.

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