Concur Travel and Expense Quick Reference



Section 1: Accessing Concur1Log in to the CHW Intranet at to the Travel & Expenses Department page.3Select the Manage My Travel & Expenses link located on the right side of the page.Your Concur User Name is your Dignity Health Employee ID Number followed by @dignity health (e.g., 123456@dignityhealth). Your initial Password is welcome. You will be prompted to change your password the first time you Log in to Concur. Passwords are case sensitive.Section 2: Review My Concur SectionAll of the sections on your My Concur page can be rearranged to suit your individual needs. To move these sections, click your mouse on the section you want to move, then “drag and drop it” in the new location on the page.1Locate the Alerts section. Select the Sign up here link to enable E-Receipts.E-Receipts are electronic receipts provided by select vendors directly into Concur. These electronic receipts will help simplify your expense reporting process. Please note: This is a one-time sign-up process.2Explore the Trip Search, Travel Info, Trip List, and Expense Info sections.3Locate the Active Reports section.4View the Approval Queue section.This section appears only if you are designated as an expense report approver.5Locate the Available Company Card Charges section.If you are a Dignity Health Credit Cardholder, your available credit card transactions will appear in this section.Section 3: Updating Your Concur User ProfileChange your password.1Select Profile from the toolbar at the top of the page.2Click Change Password link.3Enter your new password, and then click Submit.Update your personal information.1Select Profile from the toolbar at the top of the page.2Click Personal Information link.3Update the appropriate information, and then click Save.Update your travel preference information.1Select Profile from the toolbar at the top of the page.2Click Travel Preferences link.3Update the appropriate information, and then click Save.Section 4: Make a Travel ReservationMake a flight reservation.1From the Flight tab, select one of these options:Round TripOne WayMulti-Segment2In the Departure City and Arrival City fields, enter the cities for your travel.3In the Departure and Return fields, select the appropriate dates and times.4If you need a car rental, select the Pick-up/Drop-off car at airport check box.5If you need a hotel, select the Find a Hotel check box. (Select hotel search options from available fields.)6Select Refundable Only (only if applicable).7In the Search Flights By field, select either Price or Schedule.8Click Search.9After you choose your flight, click View Seatmap next to the flight, if applicable.10Click any green (unoccupied) seat (move the mouse pointer over a seat to see the number). Click Select Seat, and then Close.11Click Next, and then Reserve.Select a car rental.If you indicated that you needed a car rental on the Flight tab, you will see car rental search results.1Select the appropriate car rental, and then click Reserve.Select a hotel.If you indicated that you needed a hotel on the Flight tab, you will see hotel search results after you choose your car rental.1To filter by hotel chain, click Hotel Chain, and then select the chains you want to view.2To filter by hotel amenities, click Hotel Amenities, and then select the appropriate amenity options.3Click Info to view more detailed information for the hotel.4Three rates appear by default. To see more, click View more hotel rates.5When ready to reserve your room, click Reserve for the appropriate rate and hotel.6Click Next.7Enter your trip information in the Trip Name and Trip Description fields.The Trip Name field will be the Report Name of your expense report when you use the One-Click feature.8Click Next to finalize your reservation.Section 5: Cancel or Change an Airline, Car Rental, or Hotel ReservationIf the status of the trip is Ticketed, you cannot cancel your flight in Concur. You must contact an American Express Travel Agent at 1-800-713-1275.1In the Trip List section of My Concur, click the name of the trip.2 Click Change Trip.3On the itinerary, click the appropriate link to:Change your seat assignment.Change your day or time for travel – you cannot change the airline.Add, change, or cancel car rental.Add, change, or cancel hotel.4To cancel your entire trip, click Cancel.Section 6: Create an Expense Report from an Travel Itinerary (One-Click)When your trip has been completed (past the trip end date), the One-Click icon appears in the Exp Report? column of the Trip List section of My Concur.1Click the One-Click icon. Concur creates an expense report for you and attaches the applicable travel reservations and available Dignity Health Credit Card transactions (if you are a Dignity Health Credit Cardholder) to the expense report.2Make appropriate updates.3Attach required receipts and submit.Section 7: Create a New Expense Report1In the Active Reports section of My Concur, click New Expense Report.2Complete all required and optional fields.3Click Next.Section 7.1: Add an Out-of-Pocket Expense to an Expense Report1From the New Expense tab, select the appropriate expense type.2Complete all required and optional fields.3Click Save.Section 7.2: Add a Trip or Unassigned Company Credit Card Transaction to an Expense ReportDignity Health Credit Card transactions (charges) are automatically uploaded into Concur.1In the Import menu, select Trips & Card Charges.2Select the trip or credit card charge to be added to the expense report.3In the Import menu, select To Current Report.Section 7.3: Itemize a Nightly Lodging ExpenseItemize nightly (recurring) lodging expenses.1From the New Expense tab, select the Room Rate expense type.2Complete all required and optional fields.3Click Save & Itemize.4Use the calendar to select the check-in date.5Enter the room rate, tax, and other nightly (recurring) charges.6Complete all required and optional fields.7Click Save.Add any remaining lodging itemizations.1If the amount remaining is more than zero, select the appropriate expense type in the Itemization Details window.2Complete all required and optional fields.3Click Save.Section 7.4: Allocate an ExpenseTo select multiple expenses to allocate, click Allocate in the right-side pane, and then continue with Step 3.1Complete the expense as usual. 2In the lower right-hand corner of the window, click Allocate.3From the Allocate By dropdown menu, select either Percentage or Amount.4In the Allocate By field, enter the Percentage or Amount.5Click in the field under the Department column heading, and then select the department.6Click Add New Allocation, and then repeat steps 4-5 for each new allocation.7Click Save, and then click OK.8In the Allocate Report window, click Done.Use the Allocate feature when: (1) you need to charge one or more expenses on your expense report to a different Company, Accounting Unit, Activity or Account Category than is designated on the Report Header; or (2) when you need to charge one or more expenses on your expense report to more than one Company, Accounting Unit, Activity or Account Category.For assistance in appropriately coding your expense report, please review the Coding Help Guide located in the Expense Info section of the My Concur page or the Travel & Expenses Department intranet page.Section 7.5: Itemize an Expense1Complete the expense as usual.2In the lower right-hand corner of the window, click Itemize.3Select Create Itemization button.4In the Itemization Details window, select the appropriate expense type.5Complete all required and optional fields.6Click Save.7Repeat these steps until the remaining amount is zero.Use the Itemize feature to account for receipts that include both business and personal expenses.Section 7.6: Add an Attendee1To select an existing attendee, in the Favorites field of the Add/Delete Attendees section, begin typing the last name of an existing attendee. (Type the asterisk (*) and press Enter to see the entire list). Select the appropriate attendee from the list.2To add a new attendee, click New Attendee. Complete the required fields, and then click Save.Section 7.7: Calculate Personal Car Mileage1From the New Expense tab, select the Personal Care Mileage expense type. 2Type the date or use the calendar.3Type the number of miles traveled in the Total Business Miles field.Total Business Miles should not include your normal commute miles.4Type the number of miles traveled in the Distance field.The system will automatically calculate the reimbursement amount.5Complete additional required fields.6Click Save. Section 8: Review or Edit an Expense Report1In the Active Reports section of My Concur, click the name of the report that you want to review.2Review expense report and make any appropriate updates.Section 9: Print, Submit or Resubmit an Expense ReportPrint your expense report.1Select the Print button.2From the Print menu, select Catholic Healthcare West Detailed Report.3After reviewing the document, click Print, and then click Close Window.You do not need to print a hard copy of your expense report. The electronic copy of your expense report will remain available to you in Concur.Submit your expense report.1From the Expense Report page, click Submit Report.2From the Final Review screen, verify that required receipts are attached. If not attach them here.3Click Submit.Correct and resubmit an expense report sent back by your approver.1In the Active Reports section of My Concur, read the approver’s comment in the Status column.2 Click the report name.3Make the appropriate changes.4Click Save.5Click Submit Report.Section 12: Fax or Attach ReceiptsReceipts are not required for travel related expenses (i.e., airfare, car rental, travel meals, taxi, etc.) that are charged to your Dignity Health Credit Card, except for hotel receipts. Hotel receipts are required regardless of payment method.Receipts are required for all expenses that are paid for by personal funds (i.e., personal credit card or cash); except for travel expenses less than $25.00. Receipts are not required for out-of-pocket travel expenses $25.00 or less.Fax your receipts.1Select Print button.2Click Catholic Healthcare West Cover Page.3Click Print.4Fax the cover page and the receipts to the fax number listed the cover page.5To view the faxed receipts, click the Receipts button, and then click View Receipts.Attach scanned images of your receipts.Concur only accepts the following file formats for receipt image uploads: JPG, TIFF, PDF.1Select Receipts button.2Click Attach Receipt Images.3Click Browse.4Locate the file you want to attach.5Click the file, and click Open.6To attach another image, click Browse, and then repeat the process.7Click Attach.8Click Done when finished.9To view the attached receipts, click Receipts button, and then click View Receipts.Section 13: Review and Approve an Expense ReportReview and approve an expense report.The Approval Queue section will only appear if you are a designated expense report approver.1In the Approval Queue section of My Concur, click the name of the report that you want to review.2From the Expense Report page, click the expense you want to view.3To view the attached receipts, click Receipts button, and then click View Receipts.4Click Approve.To send an expense report back to an employee.1Click Send Back to Employee.2From the Send Back Report page, add comments in the Comment box.3Click OK. ................
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