The Article explains how to create an Expense Report that is Connected to a Request. Once you have traveled, you must expense your travel to ensure appropriate reimbursements occur. Expense Reports must be submitted within 10 business days after overnight travel was completed. Extended delay in submitting an Expense Report could lead to a denial of reimbursement.

For more help with Concur, view the Concur training resource knowledge base article.

Before completing this task, you will need to:

• Complete your Profile in Concur
• Request Approvers and Expense Approvers
• Know your FOAPAL(s) before starting your expense report
• Ensure that you have your Encumbrance Approval Number (E#)
• Email all receipts to receipts@concur.com.

Table of Contents

• Creating an Expense Report
• Entering Travel Allowances (Meal Per Diem)
• Adding Expenses
• Itemizing Nightly Hotel Expenses
• Adding Mileage
• Copying an Expense
• Submitting an Expense Report
• Additional Resources

Creating an Expense Report

1. From the Concur home page, select Expense.
   
   
2. Select Create New Report. 
   
   
3. Select Create from an Approved Request for all overnight travel.
   
   
4. A window will appear. Select Create From an Approved Request. 
   
   
5. Select the Request from the list of available requests then select Create Report.
   
   
6. The Report will appear with an Alert. Select the down arrow.
   
   
7. The Alert should state “Enter Encumbrance # for overnight travel”. Select View.
   
   
8. In the "Encumbrance #" field, type in the Encumbrance Approval Number (E#) you received from cognos-proxy@rowan.edu.
   
   
9. Scroll to the Claim Travel Allowance section at the bottom of the window. You will see the question, “Was this trip for overnight travel or for recruiting?” Select Yes, I want to claim Travel Allowance.
   
   
10. Select Next. 

Entering Travel Allowances (Meal Per Diem)

The Travel Allowances for Report screen will appear. Note: Travel Allowances = Meal Per Diem
Concur follows the U.S General Services Administration (GSA) rates for Domestic Travel and U.S Department of State rates for Foreign Travel. 

1. Enter the departure city, date and time of departure, and enter the arrival city, dates and time of arrival. Select Save.
   
   
2. Enter the return trip date and time, or if this is a multi-stop trip, you will enter the next “leg” of the trip. After each itinerary stop, select Save. 
3. Once all itinerary stops have been entered select Next>>.
   
   
4. Review the information you entered. In order to apply for per diem, the itinerary field must list two lines representing the To and Return portions of your trip. See the screenshot below. Select Next>>.
   
   
5. The Meal Per Diem grid will appear. The allowable amount for each day is listed on the right. 
   
   

To remove individual meals:
Remove meals that were provided by the conference by selecting the check box for the applicable meal per diem. (Breakfast, Lunch, or Dinner were provided)

To remove full days:
Select Exclude All on the left to remove all meals and incidental per diem. If you want to exclude an individual day of per diem, select the check box for the applicable day.

6. Select Create Expenses. 

To access the travel allowance grid again, select Travel Allowance then select Manage Travel Allowance. Select the Expenses and Adjustments tab at the top right corner of the screen. The grid will appear and you can make any necessary changes. When edits are completed select Update Expenses. View "Add Per Diem if you miss the Travel Allowance (Meal Per Diem) Question in an Expense Report" KB for more information. 

Adding Expenses

1. The Expense screen will appear. You will see the Meal Per Diem added to your Expense Report. Select Manage Receipts then Manage Attachments to upload Agenda, Schedule at a Glance, etc. for meal verification.
   
2. Select Add Expense. 
   
   
3. If you have Available Expenses, select the check box for the expense(s) then select Add to Report. 
   
   
4. If you do not have any available expenses, select + Create New Expense. 
   
   
5. Select the Expense Type from the list or search for an expense type at the top of the window.
   
   
6. Enter all required information regarding the expense denoted by a red asterisk (*).
   
   Note: The Payment Type defaults to Cash Out of Pocket. Use this option if you personally paid for the expense. If the expense is paid by the University, select University Paid.
7. If the expense is over $25, select Upload Receipt Image. 
8. The attach receipt window will appear. 
   
   

• • If the file is saved on your computer select Upload Receipt Image, select the name of the file, and select Open.
  • If you previously uploaded images to your Concur account, you will see the image of the receipt. Select Attach. 
  • The Receipt image will appear on the right side of the screen. Select Detach at the bottom of the image to remove the receipt. 

9. Select Save and Add Another to save the expense and add a new expense. If you are done adding all expenses, select Save Expense. (You may need to scroll down to see these options.)

You will see all your expenses and the receipts you attached listed in the Expense Report. To view a receipt, select the receipt icon. 

Itemizing Nightly Hotel Expenses

A hotel bill typically contains multiple charges such as room fees, taxes, parking, meals, etc. You must itemize these expenses so they can be reimbursed correctly. Lodging itemization allows you to quickly itemize recurring room rates and taxes. You can itemize the remaining charges on your hotel bill, and adjust for any rate changes during your stay. If your hotel was booked through the Concur website, itemization may be auto-populated.

1. Select Add Expense.
2. Select + Create New Expense then select Hotel.
3. Enter all required information regarding the expense denoted by a red asterisk (*).
   
   
   • In the "Trip Purpose Details" field, enter the reason for the trip.
   • In the "Amount" field, enter the total charges for the hotel. 
   • If you paid for the hotel out of pocket, enter the reason in the "Comment" field. 
4. Select Upload Receipt Image to upload the itemized hotel receipt.
5. Select the Itemizations tab.
   
6. Select Create Itemization.
   
7. Select Hotel from the Expense Type drop-down.
   
8. If the room rate and room taxes were the same for each night, enter the information in the appropriate fields.
   
9. If the room rate and room taxes were not the same, select Not the Same.
   
   
   • Enter the information for each night in the appropriate fields. 
10. Select Save Itemizations.
11. The total amount, itemized amount, amount remaining and the itemizations are listed. If you need to change an itemization, select the name of that item and make the correction.
    
12. If there is an amount remaining after adding the hotel and taxes, select Create Itemization to add the additional one-time charges. Such itemizations can include any one time expense the traveler incurred (Example: Movies, parking, room service, gym, etc.).
13. Select the Expense Type from the drop-down. 
    
    • Select the Recurring Every Night check box if the expense is listed every night on your receipt.
    • In the "Amount" field, enter the amount listed on the receipt.
    • Select Save Itemization
14. Continue itemizing all one-time charges that appear on your receipt until the remaining amount is $0.00.
15. Select Save Expense.  

Adding Mileage

1. Select Add Expense.
2. Select + Create New Expense then select the Personal Car Mileage Expense Type.
3. Select Mileage Calculator
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4. Enter your starting address as Waypoint A and enter your destination as Waypoint B. Select Calculate Route.
   
   • Note: A physical street address must be entered for all Waypoints. Entering only a city name as the Waypoint will result in a returned report.
     
     
5. Suggested Routes will display: Mileage should always be calculated using the route of shortest distance. Select the route with the shortest distance.
   
   
   • Note: Do not select round trip or add another waypoint. Round trip or additional Waypoints added to the mileage calculator will remove shortest distance and automatically apply the fastest time. Do not select round trip or add another waypoint.
6. Select Add Mileage to Expense at the bottom of the window. (You may need to scroll down.)
7. The From Location, To Location, and Distance fields are now populated. For the Transaction Date, select the date you drove. Use the Comment field if you need to communicate any additional information.
   
8. Select Save and Add Another to save the expense and add a new expense. If you are done adding all expenses, select Save Expense. 

Copying an Expense

You can use the copy feature in Concur Expense to quickly enter expenses. This feature is especially useful for recurring out-of-pocket business expenses. 

1. Select the check box(es) on the left of the expense(s) you want to copy then select Copy.
   
   
2. A copy of the expense will be created but the date will be increased by one.

• • Select the copied expense and change the date to the correct date.
  • If needed, make other changes to the expense information. 

Submitting an Expense Report

1. Once you have added all of your expenses for the trip, select Submit Report on the top right corner of the screen.
   
   
   • If you cannot successfully submit the Report, a message appears describing the Report error or exception. Correct the error and attempt to submit again.
2. A new window will appear with the User Electronic Agreement, read the agreement, and select Accept & Continue.
3. The Report Totals will appear will appear. Review the totals to ensure they are accurate. Select Submit Report if the information is accurate. Select Cancel if you need to make changes to the report.
   
4. Once submitted, an email will be sent to the Approver from AutoNotification@concursolutions.com to alert them they have a pending report to approve.

Additional Resources

• Rowan Travel Policy
• Accounts Payable Website
• Concur Resource KB Article
• Creating an Expense Report that is Connected to a Request Video
• Delegates KB Article

If you have questions or need further assistance, please email asktravel@rowan.edu.