Prepayments are for travelers who have paid out of pocket for airfare, registration, or conference fees. All other expenses should be submitted after travel has occurred.

A Request must be approved and an Encumbrance Approval Number (E#) issued before any prepayments can be processed for overnight travel. Day travel prepayments do not require preapproval (travel request) or an encumbrance number. This article will provide the steps for reimbursement on prepayment expenses.

Note: Prepayments made directly to a vendor must be submitted on a travel prepayment paper form.

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)
• Ensure that you have your Encumbrance Approval Number (E#)
• Email all receipts to receipts@concur.com

Table of Contents

• Creating an Expense Report for Prepayments
• Expensing Airfare & Conference/Registration Fees
• Submitting an Expense Report
• After you travel
• Additional Resources

Creating an Expense Report for Prepayments

1. From the Concur home page, select Home and then select Expense.
   
2. Select Create New Report. 
   
3. Select Create New Report. 
   
   
4. Select Create from an Approved Request for all overnight travel. Note: Day travel – Enter all required information regarding the expense denoted by a red asterisk (*), Reminder: Select Day Travel from the Trip Type dropdown then select Create Report.
   
5. A window will appear. Select Create From an Approved Request.
   
   
6. Select the Request from the list of available requests then select Create Report.
   
   
7. The Report will appear with an Alert. Select the down arrow.
   
   
8. The Alert should state “Enter Encumbrance # for overnight travel”. Select View. 
   
   
9. In the "Encumbrance #" field, type in the Encumbrance Approval Number (E#) you received from cognos-proxy@rowan.edu.
   
   
10. 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?” Confirm that No, I do want to claim Travel Allowance is selected. 
    
    
11. Select Save. 

Expensing Airfare & Conference/Registration Fees

1. The Expense screen will appear. Select Add Expense.
   
   
2. Select + Create New Expense.
   
3. Search for Airfare, Conference Fee or Registration fee or select the expense type from the list. 
   
   
4. Enter all required information regarding the expense denoted by a red asterisk (*).
   
   
   • The Payment Type options are:
     
     • Cash out of pocket – Items you paid for (airfare or registration/conference fee)
     • University paid – for prepayments (registration/conference fee) made directly to a vendor via paper form or prepaid airfare booked by travel agents
   • If you paid for Airfare out of pocket, explain why in the "Comment" field.
5. Select Upload Receipt Image.
6. 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. 
7. 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. 

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. 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.

After you travel

For overnight travel, use the “Creating an Expense Report that is Connected to a Request” KB article to expense the rest of your travel.

Note: Do not include items on the Expense Report that have already been reimbursed via prepayment.  

Additional Resources

• Rowan Travel Policy
• Accounts Payable Website
• Concur Resource KB Article
• Allocation of Expenses in an Expense Report KB Article
• Correcting and Resubmitting an Expense Report KB Article
• Delegates KB Article

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