This guide walks through the process of creating an expense report in Concur.

As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed.

The assignment of the employee’s default COA string used in Concur is based on the employee's primary position in Workday. Updates and changes to the employee’s default COA is prohibited in Concur. An expense report will automatically select your default COA string to allocate the expenses. You can edit this for each expense or allocate to an entirely different COA or POETAF string at the header level.

 The distribution set at the Expense Report Header should be what applies to the majority of expenses that will be added to the report.

 

• Allocation: The process to change accounting information for one or many line-item expenses in an expense report.
• Expense Report: The method to track expenses, either made using a GEMS Card or out-of-pocket, that have to be reconciled. Expense Reports are created and submitted for approval in Concur.
• GEMS Card Expense (also noted as an Available Expense): A transaction made by an employee for business expenses using the University’s corporate credit card.
• Out-of-Pocket Expense: A reimbursable University related expense that has been paid for with your own personal funds.
• Reconciliation: The process of providing supporting documentation, reviewing and verifying transactions, and resolving any discrepancies
• Travel Allowance: Reimbursement to the employee to cover meal expenses incurred during travel for the University.

 

• Create a Non-Travel Expense Report (Out-of-Pocket Expense)
• Create a Travel Expense Report (GEMS Card Expense)

 

While this guide shows reconciling non-travel expenses via out-of-pocket and travel expenses via a GEMS card, you can use a GEMS card for non-travel expenses and can be reimbursed for out-of-pocket travel expenses.

See Financial Policy 1202 for more information.

 

1. Log into SAP Concur. Select Create then select Start a Report.

 

2. From the Report Type dropdown, select Non-Travel.
3. Fill out the Report Title and Business Purpose fields.

 

Follow steps 4 – 7 to set a Chart of Accounts string as the default distribution information for the expense report.

4. Select (COA) Entity (COA) from the dropdown menu. It will add your default COA information.
5. If you would like to change the COA information from your default, select a different Entity and Org.
6. Select COA from the dropdown menu.
7. By selecting, COA from the dropdown menu, it will autofill the remaining segments of your default. If you would like to allocate to different segments at the header lever of the expense report, fill out the rest of the COA string with the appropriate segments.

 

Follow steps 8 – 11 to set a POETAF string as the default distribution information for the expense report.

8. Select (Project) Project (POETAF) from the dropdown menu.
9. Select the PROJECT and Org.
10. Select Project from the dropdown menu.
11. Fill out the rest of the POETAF segments.

 

12. Select No under Travel Allowance. You may need to scroll down to see this.
13. Select Create Report.

 

14. Select Add Expense.

 

15. Select Create New Expense. Search for and select the type of expense.

Note: For instructions on adding an expense from a GEMS card, go to Step 19 in the Create a Travel Expense Report instructions.

 

16. Fill out the required fields
    1. Transaction Date
    2. Vendor Name
    3. City
    4. Business Purpose
    5. Amount
    6. Currency
17. Select Add Receipt.

Note: Receipts are required for all expenses of $75 or more. View additional Supporting Documentation Standards.

 

18. If you haven’t added any receipts into Concur, select Upload New Receipt. Open the receipt from your files.

 

If you want to choose different distribution information and/or split the distribution amongst multiple accounts, follow steps 19 – 28. If you want to use the distribution information set at the expense header, go to step 29.

Watch this video to see how to allocate expenses in Concur.

19. Select Allocate.

 

20. Select Add.

 

21. The default COA or POETAF set when the expense report was created will be listed. Select Save to include the default as one of the distribution lines of this expense.

 

22. Select Add to include a second distribution line.

 

23. Choose either a COA or POETAF.
24. Select all the segments of either the COA or POETAF string.
25. Select Save.

 

26. Change the allocation split as needed.

 

27. Check the box of the distribution line and select Save as Favorite if it’s a distribution string you will frequently use.
28. Select Save.

 

29. Select Save Expense.

 

30. Select Add Expense to add additional expenses to the report as needed.
31. When all expenses have been added, select Submit Report.

 

32. Select Accept & Continue.

 

33. Select Submit Report.

 

34. The report has been submitted. Select Close.

 

You have now completed the process of creating a non-travel expense report.

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1. Log into SAP Concur. Select Create then select Start a Report.

 

2. From the Report Type dropdown, select Travel.
3. Fill out the Report Title and Business Purpose fields. Add the trip Start and End Date. Indicate if the travel was Domestic or International.

 

Follow steps 4 – 7 to set a Chart of Accounts string as the default distribution information for the expense report.

4. Select (COA) Entity (COA) from the dropdown menu. It will add your default COA information.
5. If you would like to change the COA information from your default, select a different Entity and Org.
6. Select COA from the dropdown menu.
7. By selecting, COA from the dropdown menu, it will autofill the remaining segments of your default. If you would like to allocate to different segments at the header lever of the expense report, fill out the rest of the COA string with the appropriate segments.

 

Follow steps 8 – 11 to set a POETAF string as the default distribution information for the expense report.

8. Select (Project) Project (POETAF) from the dropdown menu.
9. Select the PROJECT and Org.
10. Select Project from the dropdown menu.
11. Fill out the rest of the POETAF segments.

 

12. Indicate if you require a Travel Allowance. You may need to scroll down to see this.

1. 1. If you do not require a Travel Allowance, select No and select Next. Go to Step 18.
   2. If you do require a Travel Allowance, select Yes and select Next.

 

13. Enter the Start, Arrival, and End Locations.
14. Add the Start Date, Start Time, End Date, and End Time.
15. Select Next.

 

16. Check the box(es) to indicate any meals that were provided during the travel. For example, if a conference provided all of the meals on one day and only breakfast on a second day, the below image shows how to fill that out.
17. Select Finish.

 

18. Select Add Expense.

 

19. Select Available Expenses and choose an expense.

Note: For instructions on adding an expense not from a GEMS card, go to Step 15 in the Create a Non-Travel Expense Report instructions.

20. Select Add to Report.

 

21. Select the checkbox of the item and select Edit.

 

Note: If the expense needs to be itemized, follow steps 22 – 24.

22. Select Itemizations.

 

23. Fill out the amounts for the itemization.
24. Select Save Itemization.

 

25. Select Add Receipt.

 

26. If you haven’t added any receipts into Concur, select Upload New Receipt. Open the receipt from your files.

 

27. Select Save Expense.

 

28. Select Add Expense as needed to include additional expense in the expense report.
29. When all expenses have been added, select Submit Report.

 

30. Select Accept & Continue.

 

31. Select Submit Report.

 

32. The report has been submitted. Select Close.

 

You have now completed the process of creating a travel expense report.

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