Submitting expense reports in Concur

Owned by Denise Kidd
Last updated: Aug 23, 2024 by Rosa Niles
3 min read

pre-review

Expense reports for conference travel should only be submitted after the trip has concluded.

Access Concur from the Staff tab in Gibson.

Click on the Expense tab to see available expenses. T&E card charges show up as Expenses.

Create a New Report

  • Report Name - Name_TravelLocation

  • Business Purpose - Monthly Dept. T&E Card/Out of Pocket Expenses

  • Policy auto-populates

  • Charge to 5 ledger is always NO

  • Account/Project - Registrar should auto-populate at the top

Create a new expense report

 

Click Next. You will be asked if there will be per diem expenses.  Answer No, which will take you to the expense screen.

View of added expenses

 

Attach receipts

1. There are a couple ways to upload receipts. After scanning any paper receipts or downloading any electronic receipts, click Available Receipts (see which will initiate a process of upload into a receipt storage area for all receipts. Once uploaded, you can view receipts under Receipts which can be dragged into matching expense.

2. Another way to upload receipts is to check the box next to the expense, then click Receipts (top menu) to upload.

 

Fill in the Expense tab

Be sure to add comments; more information is better.

 

Allocate the funding account

Select all expenses. In the right pane, click on the Allocate link.

Fill in the fields. Dept use is 0000/unassigned. Save.

 

You will be redirected back to the Expense page. If there is an issue like a missing field, alerts will pop up. If not, click Submit. (When acting for another user, click Notify Employee.)

To add someone to administer your expenses on your behalf:

Click on Profile > Profile Settings > Expense Delegates > Add

Additional instructions for travelers

In the report header, the response to “Is this for future travel” is yes if plane tickets, hotel, car, etc. are purchased in any month before the month of travel. These expenses will not be submitted until after the travel is completed.  The rest of the procedure is the same except for the reporting of lodging. 

Whenever an explanation of expense is Lodging, Concur produces another expense tab called Nightly Lodging Expense which must be completed.  You will find the information required on the detailed hotel receipt. Concur automatically adds detail and proofs the math. If the lodging and taxes are added incorrectly, the user will be forced to correct.