Overview
In this article you will learn how to view and navigate your Concur travel request, encumbrance, expense, and other useful banner forms.
For more help with Concur, view the Concur training resource knowledge base article.
Before completing this task, you will need to:
- Know your FOAPAL(s) before starting your expense report. Note: Reach out to your department administrator, budget office, or if it is a grant, contact the Office of Research Administration.
- Get access to Banner Finance
Table of Contents
Solution
A Request in Concur can have multiple estimated expenses such as hotel, airfare and conference fee. Once your Request is approved these expenses will generate the traveler's encumbrance number in Banner.
FGIENCD – Now that you have an approved Encumbrance number (E#) you can review the details of a travel encumbrance in Banner Administrative pages – Detail Encumbrance Activity (FGIENCD). Enter the E# in the Encumbrance field in FGIENCD and select Go. This will display the details for this E#.
Encumbrance Information - FGIENCD
The description on the Encumbrance will be formatted with a T-, for travel, followed by part of the traveler's name, destination city, conference, and beginning/end dates.
For Example: T-TROUT/SAVANNA/AACOM/4/14-4/20
Refer to screenshot below:
If the E# has expenses allocated to more than one FOAPAL, then each FOAPAL will be listed separately as a different record (Sequence). Select the arrows in Encumbrance Detail to view each record.
Refer to the screenshots below:
Transaction Activity - FGIENCD
Here is a hint to understand the transaction details. Look at the column called "Type". This will be located in the Transaction Activity at the bottom of FGIENCD.
Refer to the screenshot below:
| Type | Description | Meaning | Document Code |
| E100 | Original Encumbrance |
The funds that were requested. | This is the Encumbrance Number (E#). It will begin with an E. |
| E020 | Encumbrance adjustment | The funds actually spent. This also indicates a change in the request (if it is increased or reduced). | T# is essentially the journal entry or document number that hits the general ledger table. |
| E032 | Encumbrance liquidation | The encumbrance was closed - this is the balance that was returned to the FOAPAL. | T# is essentially the journal entry or document number that hits the general ledger table. |
After completing your Expense Report and obtaining approval in Concur a file will be uploaded into Banner. Within Banner you can confirm expenses are recorded and posted correctly.
If an expense report goes over the requested amount on the Encumbrance, then it will zero out the encumbrance and pull the rest of the expenses directly from the FOAPAL.
If your request was created with multiple FOAPALs, and the expense goes over the requested amount in one of the FOAPALs, it will not pull funds from the other FOAPALs in that encumbrance. The overage of the expense line will simply pull directly from the FOAPAL that is over.
Exceeding the Original Amount of the Request
If your Expense Report exceeds the amount of the original Request by more than $50, the traveler must explain the difference in the field provided in the Expense Report.
Even if the Approvers agree to the requested overage amount, verification of the budget is required.
If you enter an expense on your Expense Report that was not originally requested, it will not be deducted from the encumbrance. It will come directly from the FOAPAL.
Remember that the remaining balance of an encumbrance will only go to zero. If you expense more than what was encumbered, it will never show as a negative number. The amount spent over the encumbrance will come directly out of the FOAPAL.
Exceeding Amount in FOAPAL Budget Pool
If there are not enough funds in the FOAPAL budget pool of any of the FOAPALs to cover an expense that was not encumbered, then the expense will be rejected for insufficient funds.
Concur Cash Advances may be issued to a traveler. However, they are only typically provided for per diems. The cash advance will be included in the travel encumbrance and show in Banner in account 7219. When the traveler does complete the Expense Report, the cash advance will be included. Since the cash was given in advance to the traveler, on the Expense Report in Banner, it will actually show as a credit. The traveler will only be reimbursed for what they paid for out of their own personal funds.
FGIBDST - Organizational Budget Status
You will be able to see all of your total travel encumbrances and expenses in FGIBDST. The travel will be located in account 7216 and mileage will be in account 7215 in each FOAPAL.
Refer to screenshot below:
Budget Query (Self-Service Banner)
You can also view your total travel encumbrances and expenses in Budget Query in the Self-Service Banner. The travel will be located in account 7216 and mileage will be in account 7215 in each FOAPAL.
FGITRND - Detail Transaction Activity
Go to FGITRND and enter the fund and org and select Go. You can do a filter in FGITRND to see the details of travel. Select Advanced Filter. Select Document – Contains – E and then Go.
Each Encumbrance associated with the FOAPAL will show as a separate line in this details screen, with the amount encumbered for that expense. The Type will be E100 (Original Encumbrance).
In addition to the example above, this query can be used to search for other information including encumbrances, invoices, adjustments, and liquidations.
Under the Advanced Filter:
For an invoice select Document, select Contains and enter the letter "I" for invoice and Go.
For any travel adjustments and liquidations select Document, select Contains and enter the letter "T" for change numbers, and Go.
FGIDOCR - Document Retrieval Inquiry
Another way to review a travel encumbrance in Banner is in FGIDOCR. Enter the encumbrance number and select Go.
You will see the travel encumbrance, with all the funds and orgs it is charged against. Each line of the expenses will show as a separate line in this screen, with the amount encumbered for that expense.
Refer to the screenshot below:
Notes
Contact
If you have questions or need further assistance, please email asktravel@rowan.edu.