Employee Travel Expense Report
An expense report for an employee will be created in ERS and submitted by the employee. The reimbursement form selected in the report will be the Employee Travel Expense.
Create a New Expense Report in your own Profile
1. On the Concur Central screen, select the Create link next to Expense Reports. 2. Follow the report naming convention for your admin area to name the report. 3. In the Reimbursement Form field use the drop down list to select Employee Travel Expense.
Acting as a Delegate to Create a New Expense Report
1. 2. 3. 4. 3. On the Concur Central screen, select the Act as an Expense Delegate link. In the Select Employee to act on Behalf of screen click on the name of the employee. In the Expense Report List screen, click Create a New Expense Report link. Follow the report naming convention for your admin area to name the report. In the Reimbursement Form field use the drop down list to select Employee Travel Expense.
Selecting Account Information
Click in the Account field. The Connected List Helper on the right side of the screen is used to select account and related information and to create a Most Recently Used list.
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The Most Recently Used (MRU) list on the right will maintain a list (maximum of 10) of the most recently used Account/Object Code combinations from previous expense reports. If the desired combination is in the MRU, click on it and the account fields will be populated with that information. Account information entered here in the Report Header will copy down to all expense entries in the report. If the MRU does not contain the account entries sequence needed there are two methods to assign the applicable account entries: 1. Connected Helper Pane: Use the Connected List Helper on the right side of the screen to search for and select account entries and to add that sequence to the MRU. See screen shot of helper below. o In the Search for Account field enter the first 7 numbers of the account: Click on Search. Scroll down to view the results of the search. Click on the appropriate account. The account number will be entered in the Account field. The highlight will move down to Object Code. o Keep the Search for Object Code field blank: Click on Search. Scroll down to view the results of the search. Click on the appropriate Object Code. The remaining fields are optional, but completing each as appropriate will eliminate the need for resolution when the detail(s) post to IBIS. Use the Search button to check for selections in each field. If the search returns a N/A, select that entry for the field and then search for entries for the next field. When a field search returns no matching records, all available details for the account have been entered.
Next Steps
Company Card Transactions In the Company Card Transaction screen select the PCARD charges to be assigned to the report and use the Add Selected Transactions to Report link to add them to the report. Then click the Go to Expense List link. Add New Expense In the Expense List click the Add Expense link to add a new expense to the report. In the next screen select the Expense Type from the Expense Type Helper pane. Complete required fields. Add Per Diem Per diem is calculated by the system using the itinerary(ies) assigned to the report. An itinerary is used to provide travel details (travel departure and arrival locations, dates and times), which the system uses to determine the allowance rates and per diem. To create the daily per diem expense entries, begin by clicking the Travel Allowances link in the Expense List screen. The Assigned Itineraries screen opens. Itinerary Overview The per diem rate for each day is determined by the overnight stay location. An itinerary will include a row for each different overnight stay location with the appropriate dates. The itinerary is not a travel log. Its purpose is to calculate per diem. Every itinerary must have at least two (2) rows. For one 12/21/2007 2
travel destination, there should be two itinerary rows: one for travel to the destination and one for the return to the original location. Each additional overnight stay location would require a row. Create an Itinerary 1. Click the Create New Itinerary link to create an itinerary for the expense report. 2. Complete the Itinerary Name. Click on Save and Add Rows to add departure and arrival data. 3. Complete the Departure location, date and time, and the Arrival location, date and time, for the first day of travel. This information is used by ERS to determine per diem and allocations. 4. The Location Helper pane on the right side of the screen allows searching for locations and maintains a list of MRUs (Most Recently Used). Use the Country field to narrow the search to one county if needed. o o Type the beginning letters of the location in the Search for City: field and click Search. Select the city from the Search Results list.
5. Click Save and Add Another Row. 6. Add all needed rows and click OK when all rows have been added. Fixed Allowance (per diem) Once an itinerary has been created within or assigned to a report the Fixed Allowances link becomes available at the top of the Assigned Itineraries screen. Click the Fixed Allowances link. Fixed Allowances displays a row for each day of travel. The Allowance column displays the per diem allowance for that day. There is no display that will show which meals are included in the allowance. Provided Meals or Lodging If any meals were provided during travel (i.e. by a conference or a group meal) select the checkbox corresponding to the provided meal to remove that meal allowance from the daily per diem. In the event all meals for a day are provided by a conference, a business group meal, or another source, no meal per diem can be claimed for that day. However, the incidental per diem amount ($3 for US travel, variable for Non-US travel) may still be claimed at the traveler's discretion. To exclude an entire day’s allowance including the incidentals allowance use the Exclude checkbox in the far left column. If travel is OCONUS the Overnight column checkboxes are used to mark any lodging that was provided to the traveler. Selecting the checkbox will remove the fixed lodging allowance for that day. When all provided meals and lodging have been identified, click Save & Go to Expense List. Each day of meal per diem allowance will be entered in the Expense List as a Fixed Meal entry. The lodging allowance will be entered as a Fixed Lodging entry. Reimbursement Reduction To reduce a traveler’s reimbursement begin by adding a new expense using the Add Expense link. Select the expense type of Reimbursement Reduction. Enter the amount as a negative number, which will reduce the reimbursement for the traveler.
Attaching Receipts
Receipts may be attached to a report by uploading a scanned image or by faxing. Keep original receipts until expense report has been paid then dispose of them. The receipt images attached to the report become the permanent record. Image Upload 1. Scan receipts and save to a known location. 12/21/2007 3
2. PDF is the recommended file type; JPG and TIFF file types are also accepted. 3. In the Expense List of the expense report, click the Attach Receipt Images link to begin the upload process. o Under Step 1, click the Browse… button to locate the scanned image(s). o Double click on the file to select it for upload. o Repeat this process until all applicable image files are listed in the table in Step 2. o Click the Attach button to complete the upload. o Click Done to return to the expense report. Within minutes the files should be attached to the report. 4. Use the Check Receipts link in the Expense List screen or from the Actions column of the Report List screen to verify the receipt image is attached to the report. Faxing Receipts The faxing of receipts begins in a print command that produces the fax coversheet and instructions. 1. The print command is available from two locations: o in the Expense Report List screen, click Print in the Action column; or o in the Expense List screen, click Print Report. 2. The next screen will be the Select Report Format screen. See the screen shot on next page. o Select PSU Fax Receipt Cover Page which will produce the fax cover page that must be the first page of the fax transmission for sending receipts to the Concur imaging service. The barcode on the fax cover sheet will electronically link the receipt image to the corresponding Expense Report. o Print the fax cover page and verify it is a good quality print. 3. Fax the cover page and receipts to: 1-866-600-5065 4. Wait a few minutes, then click the Check Receipts link to see the receipt images in the report.
Notify Employee or Submit Report
Acting as a Delegate: Click the Notify Employee link to send an e-mail message to the employee that the report is ready for them to submit. Submitting Report: Click the Submit link in the Expense List screen or the Submit link in the Report List Action column.
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