SECTION I: LOGGING IN - Power Design Inc



CREATING AN EXPENSE REPORT IN CONCUR(OUT OF POCKET)123190292735Department: All DepartmentsRevision: 07/19/16File Name: Creating an Expense Report in Concur (Out of Pocket & P-Card Holders)00Department: All DepartmentsRevision: 07/19/16File Name: Creating an Expense Report in Concur (Out of Pocket & P-Card Holders) ContentsDOS AND DON’TS…………………………………………………………………………………………………………………………………….3 TOC \o "1-3" \h \z \u SECTION I: LOGGING IN PAGEREF _Toc417310806 \h 4SECTION II: CREATE AN EXPENSE REPORT PAGEREF _Toc417310807 \h 5SECTION III: VIEWING A SUBMITTED EXPENSE REPORT. PAGEREF _Toc417310808 \h 16SECTION IV: USING CONCUR ON YOUR MOBILE DEVICE PAGEREF _Toc417310809 \h 18SECTION V: TRAINING SUPPORT PAGEREF _Toc417310810 \h 19DOS AND DON’TS AT A GLANCEDOSTurn in your expense report on time (Between the 15th-20th of every month)Always book Travel through ConcurUse the mileage calculator when submitting for “Personal Car Mileage”Submit for Per Diem/Fixed Meals when you travelAll “Out of Pocket” Expenses must have a receipt to be paid out. Provide itemized receipts for all fuel and meal expenses regardless of the amount of the expense. Contact the Travel and Expense Administrator for Permit purchases exceeding $5KAsk questionsDON’TSUse your Pcard for individual meals when traveling. (Pcard is for business meals w/an employee-customer only)Use your Pcard for Materials (Emergencies Only)NEVER-EVERSUse your Pcard for 3rd Party Invoices/ExpensesUse your Pcard for donations/charityUse your Pcard for Personal Expense CREATING AN EXPENSE REPORT IN CONCUR (OUT OF POCKET & P-CARD) SECTION I: LOGGING INLog into Concur via My Apps.3333756985000. SECTION II: CREATE AN EXPENSE REPORT-609608509000P-card holders should only submit one report a month. They will receive a monthly reminder through a companywide email when they are due. All reports for P-card Holders have a deadline date to be submitted and approved by the 20th of the month.-317502794000 Non P-card holders have the option to submit two reports per month (They should be submitted the Friday before pay week).14287565024000Below is a sample view of the homepage, here you will be able to see an overview of your upcoming trips, expense reports, alerts and recent charges. On the left hand side is a quick link application to book travel. Add a New Expense Report-6667523876000From the My Concur homepage, click on the Expense tab.Click anywhere inside the Create New Report box.43548382000Fill out the information and any comments and then click Next at the bottom.-41214123939500-4572008636000-63817549657000Type in a description of the expense or select from the list below. In this example, we are creating an expense for a hotel stay so we will click on Hotel.Fill in all Fields.-638175381000-4762527495500 All fields with a red line are mandatory and must be filled in to proceed.Note that as you enter the expense amount it will automatically be populated in the line below.-381000-317500Click Attach Receipt. There are two options to attach a receipt, to browse receipts saved to your computer or choose a receipt previously stored in your image center (usually saved from the Concur App.) -5715015684500A popup will appear that will allow you to upload a new receipt or you may choose a previously attached receipt by clicking the checkbox. In this example, we will upload a new receipt. Click Browse.4572001720850022860019939000 Select the file to attach.On Attach Receipt Popup, click Attach. 011493500Now, click allocate to allocate your expense to the correct department.571501905000-8572561912500 Click in the field under Job. In most cases, your department name will appear in the dropdown. If your department name does not appear, you can do a search by entering text or your department code. Click Save when finished.39052549212500You will receive a confirmation message that your allocations were successfully saved. Click OK to exit the popup and then click Done at the bottom of the page.39052524320500 1130301339850024765066675000You must allocate your expense report to the appropriate department. If you do not allocate your expense, and try to save or submit the report, Concur will flag this as an exception and you will see the following message:1898658763000Majority of costs should be allocated to projects you previously budgeted for; if you receive a flag or exceptions, not allowing you to code to a particular project/department contact the Asset Manager. 2305057683500If you choose to split the costs, the total allocation percentage must equal 100%.We are now ready to submit the report. Note there are no exceptions flags and that all information needed is complClick Submit Report.571501377950039052548641000A popup will ask you if you are sure you want to submit this expense. Click Submit Report if you wish to submit it. Otherwise, click Cancel.A second popup will appear with a brief summary of the expense you are claiming. Click Close.3905253683000You will be taken back to the Expense home page. Note that in the Active Reports section, you will now see your submitted expense report. In this example, the report is titled Hotel Expense and will include the following information:Status that it has been submitted and pending approvalYour department Manager’s nameThe amount of the expense that is being claimed Note you will also see the attached receipt for this expense in the Available Receipts section.0254000SECTION III: VIEWING A SUBMITTED EXPENSE REPORT.To view a saved or submitted expense report, click on the submitted expense report.0-381000You will see a brief summary of the expense report. If the report is not in the “Pending Status”, you can Click Recall to recall the report and you can make a copy by clicking the Copy tab.0-6350024765069532500Note the icons on the report. Hovering your mouse over the icons will allow you to see attendees on the report, view comments, view allocations and view the receipt attached for the expense:48577520955000 Attendees48577526670000 Comments48577524066500 View allocations47625015684500 View Receipts (PDF format) SECTION IV: USING CONCUR ON YOUR MOBILE DEVICETo use concur on your mobile device (iPad, IPhone.) click the link below for video tutorials and user guides: The Concur Mobile App is a mobile companion to Travel & Expense- offering the flexibility to perform Concur tasks from a mobile device. While it compliments Concur’s end-to-end solution functionality, it does not contain full functionality as the Concur desktop application.SECTION V: TRAINING SUPPORTFor more information regarding the expense process using Concur, refer to the PM website. You can access the PM Website through the PDI OKTA home page or by clicking on this link: ................
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