Travel and Expense Guide

Travel and Expense Guide
Concur
Travel & Expense Guide
Aurora Finance: Concur Travel & Expense Guide
The information contained in this document is subject to change without notice.
Revised – April 13, 2012
Published by Aurora Finance Customer & Training Support
Financial Services
University of Manitoba
416 Administration Building
Winnipeg, MB R3T 2N2
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Table of Contents
Travelling on University Business................................................................................................ 5
Travel and Expense Assistance .................................................................................................. 5
Welcome to the Concur Tool! ...................................................................................................... 5
Log on to Concur ........................................................................................................................ 6
Explore the My Concur Page ...................................................................................................... 7
Customize My Concur ................................................................................................................. 9
Update Your Profile ................................................................................................................... 10
Step 1: Change your Time Zone, Date Format, Email Notifications or Language .................................. 10
Step 2: Update Your Personal Information ............................................................................................. 11
Step 3: Update Your Travel Settings....................................................................................................... 12
Step 4: Set Up a Travel Arranger or Assistant ........................................................................................ 13
Update Your Expense Profile .................................................................................................... 14
Step 1: Set up your Default Expense Report Information ....................................................................... 14
Step 2: Add an Expense Delegate and/or Temporary Approver ............................................................ 14
Step 3: Adjust Expense Preferences ...................................................................................................... 16
Step 4: Review or Change Expense Approvers ...................................................................................... 16
Step 5: Add Favorite Attendees .............................................................................................................. 17
Essential Requirements for Concur ........................................................................................... 18
Reference Number .................................................................................................................................. 18
Research Related Travel and Expense .................................................................................................. 18
Book Travel for Someone Else .................................................................................................. 19
Make a Travel Reservation ....................................................................................................... 19
Step 1: Obtain a Reference Number ...................................................................................................... 19
Step 2: Make a Flight Reservation .......................................................................................................... 19
Step 3: Select a Car ................................................................................................................................ 22
Step 4: Select a Hotel ............................................................................................................................. 24
Step 5: Complete the Reservation .......................................................................................................... 26
Cancel or Change an Airline, Car Rental, or Hotel Reservation ................................................ 27
Flights ...................................................................................................................................................... 27
Hotel & Car .............................................................................................................................................. 27
Cash Advances ......................................................................................................................... 28
Create an Expense Report ........................................................................................................ 29
From a Completed Trip ........................................................................................................................... 29
From University Travel Credit Card (US Bank VISA) Charges ............................................................... 29
A New Expense Report ........................................................................................................................... 29
On Behalf Of Someone Else ................................................................................................................... 30
Step 1: Complete the Report Header ...................................................................................................... 30
Step 2: Add a University Travel Credit Card Transaction to the Expense Report .................................. 31
Step 3: Add an Out-of-Pocket Expense to the New Expense Report ..................................................... 32
Expense Fields ......................................................................................................................... 32
Payment Type ......................................................................................................................................... 33
Do You Have A Receipt? ........................................................................................................................ 33
Personal Expenses ................................................................................................................................. 33
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3rd Party Billing ....................................................................................................................................... 34
Exception Explanation ............................................................................................................................. 34
Review and Edit an Expense Report ......................................................................................... 35
Step 1: Review the Report Information ................................................................................................... 35
Step 2: Review the Exceptions ............................................................................................................... 35
Step 3: Edit Multiple Expenses ............................................................................................................... 36
Expense Special Features ........................................................................................................ 37
Itemize Nightly Accommodation Expenses................................................................................ 37
Step 1: Verify Auto-Itemized Hotel Expenses ......................................................................................... 37
Step 2: Create and Itemize an Accommodation Expense ...................................................................... 38
Step 3: Itemize the Remaining Balance .................................................................................................. 40
Add Attendees to Meals ............................................................................................................ 41
Itemize Expenses ...................................................................................................................... 42
Itemize Attendee Expenses....................................................................................................... 43
Convert Foreign Currency Transactions .................................................................................... 45
Add Mileage .............................................................................................................................. 46
Assign a Cash Advance ............................................................................................................ 47
Detach a Cash Advance ......................................................................................................................... 48
Copy an Expense...................................................................................................................... 48
Allocate Expenses .................................................................................................................... 49
Add Receipts to an Expense Report ......................................................................................... 50
Faxing Receipts to be Scanned .............................................................................................................. 50
Scanning Receipt Images ....................................................................................................................... 51
Using Receipt Store ................................................................................................................................ 52
E-Receipts Option ..................................................................................................................... 54
Enable E-Receipts................................................................................................................................... 54
Add Additional Documentation/Receipts to a Report ................................................................. 55
Delete Receipt Images .............................................................................................................. 55
Detach Receipt Images ............................................................................................................. 56
Original Receipt Submission ..................................................................................................... 56
Print and Submit/Resubmit Expense Reports ........................................................................... 57
Preview and Print Your Expense Report ................................................................................................ 57
Submit Your Completed Expense Report ............................................................................................... 57
Add an Additional Approver to Your Report ............................................................................................ 58
Correct and Resubmit a Report Sent Back by Your Approver ................................................................ 59
Resubmit an Expense Report to Travel Services ................................................................................... 59
Recall an Expense Report ........................................................................................................ 60
Review and Approve Expense Reports ..................................................................................... 60
Review and Approve an Expense Report ............................................................................................... 60
Send an Expense Report Back to the Employee .................................................................................... 61
Approve and Forward an Expense Report .............................................................................................. 62
Approving Reports for Someone Else ..................................................................................................... 62
Action Buttons and Icons .......................................................................................................... 63
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Travelling on University Business
University air travel arrangements are made using the Concur Online booking tool (OBT) for
domestic, transborder (Canada – US) and non-complex international flights. Bookings of
complex international or northern flights must be made through one of the University’s exclusive
travel agents.
It is strongly recommended that hotel accommodations and car rentals be arranged through the
OBT to take advantage of the University preferred vendor negotiated rates.
Travel expenses for employees and students can be reimbursed and/or paid directly on the
employee’s behalf to the University Travel Credit Card service provider (US Bank) through the
Concur Expense Management Tool (EMT). Information provided must be comprehensive and
the original receipts or other original documents must be scanned, faxed or downloaded and
attached to the claim. In the case of a lost or missing receipt, the claimant must complete the
Missing Receipt Affidavit. A claim must include all relevant information on transportation,
accommodation and meals. Claimants will print the Receipt Submission report, attach the
original receipts and submit them to Travel Services.
For a full understanding and listing of procedures to use when travelling and claiming University
business expenses, employees should read the Travel and Business Expense Claims
procedures document found in the Finance section of the University Governance website,
http://umanitoba.ca/admin/governance/governing_documents/financial/index.html,
Travel and Expense Assistance
If you require assistance when working with the Concur tool, you have various tools and
individuals to assist you:

Travel Services – contact the Travel Help Desk at 474-7944 or
TravelAssistance@umanitoba.ca with any questions relating to the travel and/or
expense process or for assistance working with the Concur system.

Aurora Finance Customer Service – contact 480-1001 or
aurora_finance@umanitoba.ca for personal assistance working with the Concur
system or with questions regarding your security (access) settings.

Concur Online Training & Resources – the Aurora Finance site has a webpage
devoted to help documents and videos for use with the Concur system.
www.umanitoba.ca/computing/renewal/aurora/finance/elearning/concur.html
Welcome to the Concur Tool!
The Aurora Finance Concur System integrates expense reporting with a complete travel
booking solution. This comprehensive web-based service provides all of the tools users need to
book travel as well as create and submit expense reports. Managers and supervisors use the
service to review and approve expense reports. Travel Services uses the service to produce
audit reports, ensure compliance, and deliver business intelligence.
Log on to Concur
How to…
1.
Additional Information
Access Concur via JUMP.
 Login to JUMP
 Look for the Concur link under Quick
Links
How to…
Additional Information
2.
To gain access, you need to ensure you have
claimed a Concur account in Iridium
https://iridium.umanitoba.ca/.
Login to www.concursolutions.com using
your:
 UmNet ID plus @umanitoba
e.g. traveller@umanitoba
 The password provided to you by Travel
Services (if you have not yet received an
email, please contact Travel Services)
Your password is case sensitive.
If you are unsure of how to log on, contact
Travel Services at 474-7944 or
TravelAssistance@umanitoba.ca
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Explore the My Concur Page
The My Concur page includes several sections that make it easy for you to navigate and find
the information you need.
How to…
Additional Information
1. Use the Trip Search section.
This section provides the tools you need to book
a trip with flight, car and hotel.
This section applies only if you have been
given authority to book travel.
2.
This section provides advertisements from
Concur.
Review the Alerts section.
TripIt is a service that amalgamates all your
itinerary information for your trips into one
master itinerary. If interested, we recommend
only signing up for the free service available.
3. Explore the Company Info section.
E-receipts will allow you to receive electronic
receipts from vendors that provide electronic
billing. These will not be able to be expensed on
their own, and must be matched up to the actual
Travel card charge.
This section has links to documentation you
may require while working with the tool.
For example the Reference Number Link will
be needed to obtain a reference number for
each travel booking and expense report.
4. Explore the Travel Info section.
This section provides contact information for
help with booking travel and general travel
information.
This section applies only if you have been
given authority to book travel.
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Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Explore the My Concur Page (cont’d…)
How to… (cont’d)
Additional Information (cont’d)
5.
Use the Active Work section.
This section provides links to create a new
expense report or view your active or already
submitted reports. It also lists all active cash
advances.
6.
Explore the Available Company Card
Charges section.
This section lists all imported Travel card
transactions for your University Travel Credit
Card (US Bank VISA).
7.
Explore the Approval Queue section.
This section lists any expense reports and cash
advances waiting for your review and approval.
This section appears on My Concur only if
you are an Expense approver and/or Cash
Advance approver and if you have received
at least one report for approval.
8.
Explore the Trip List section.
This section lists your outstanding trips and trips
taken.
This section appears on My Concur only if
you have been given authority to book
travel.
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Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Customize My Concur
You can move the panes around the My Concur page to better meet your needs. Click the top
bar of a pane and drag it to a new position on the page.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Update Your Profile
Before you use Concur to book travel or complete an expense report, it is necessary to update
the required fields in your profile. There are other optional sections of your profile that can be
adjusted to meet your needs. Concur will not allow you to continue until your Personal
Information section of your profile has been saved.
If you are a travel arranger, select the profile that you want to edit from the You are
Administering Travel For dropdown menu (at the top of the Profile page).
Do not continue to click the Save icons as you proceed with your profile. You will save
only after you have completed your entire profile.
Step 1: Change your Time Zone, Date Format, Email Notifications or Language
How to…
Additional Information
1. On the My Concur page, click Profile on
the menu at the top of the page.
You can change the system and regional
settings (number, date, and time format).
2. On the Profile submenu, click System
Settings.
The submenu is listed horizontally under the
Profile tab. You can also hover over the Profile
tab to view a dropdown version of the submenu.
3. On the System Settings page, update the
appropriate information, and then click
Save.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Step 2: Update Your Personal Information
How to…
Additional Information
1. On the My Concur page, click Profile on
the menu at the top of the page.
2. On the Profile submenu, click Personal
Information.
The submenu is listed horizontally under the
Profile tab. You can also hover over the Profile
tab to view a dropdown version of the submenu.
On the My Profile page, update the appropriate
information, and then click Save, only after
completing everything required on the entire
page.
There are several Save buttons on the
profile page. You only need to save
once as every Save button saves the
entire profile
Complete these sections of your Profile
(detailed information on following page):
1. Your Name & Airport Security
2. Company information
3. Work Address
4. Home Address
5. Contact Information
6. Emergency contact
7. Travel Preferences (also under Travel
Settings)
8. Assistants & Travel Arrangers (also under
Travel Settings)
9. Credit Cards (also under Travel Settings)
You must complete all fields marked Required
(in orange) to save your profile.
Verify that the first and last name fields match
the ID used at the airport.
The country you select in the work address
fields will determine the default map that
appears on the Concur Travel Map tab.
Students will not see the following sections:
Credit Card, Travel Preferences and
Assistants & Travel Arrangers.
Your Name and Airport Security
It is important that the information inputted mirrors exactly what is recorded on your passport or
other identification used.
Example: Dr. Susan Traveller is known by everyone and goes everywhere by her shortened
name Sue. But her full name is listed on her passport as Susan Marie Traveller. Her profile
needs to reflect the following:
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Step 2: Update Your Personal Information (cont’d…)
Company Information
Verify that the Manager listed here is indeed your manager. If not the correct person,
contact Travel Assistance at 474-7944 or TravelAssistance@umanitoba.ca with the
change.
Click in the Faculty/Unit field to select the faculty/unit you belong to.
Select the Search List icon
to search for your Department (searches using words only).
Use the Profile Departments link in the Company Info section of the My Concur page to
view your options for this field.
Work Address
Do not select the checkbox “Address same as assigned location”. This information needs to
be correct and current so that Travel Services information is sent to your correct address.
Contact Information
If you wish to receive emails regarding your travel arrangements to another email address
besides your default for the University, specify here. Do not turn off email notifications.
Step 3: Update Your Travel Settings
The Travel Settings appear on the same page where your personal information is updated.
Travel Preferences
AAA is equivalent to the Canadian program, CAA.
Frequent Traveler Programs – Select
to enter your various traveller programs,
e.g. hotel chain point card. Only 5 programs are allowed to be saved within the system.
Other programs can be manually inputted as you book your travel arrangements. Please
ensure you save in the pop-up window after completing this section and prior to returning to
your Profile screen.
Favorite Hotels
Until you’ve booked hotel within the system, you will not have a listing of hotels to specify as
favorites.
International Travel
Complete this section only if you are booking simple trips overseas. All other international
travel should be arranged by calling Carlson Wagonlit at 1-866-855-9850 or emailing
uofmywg.ca@contactcwt.com.
Assistants and Travel Arrangers
See step 4 for more information.
Credit Cards
Select
to input your University Travel (US Bank VISA) credit card. This
credit card should be your default card for booking hotel and car, as all charges will be
automatically uploaded into the tool for reconciliation through expense reports. All air travel
payment is automatically taken care of behind the scenes with the University “Ghost” Credit
Card.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Step 4: Set Up a Travel Arranger or Assistant
Travel Assistants are employees who can book flights and make hotel and car rental
arrangements on your behalf. Your Profile must be set-up to allow an employee to arrange
travel on your behalf.
How to…
Additional Information
1. On the My Concur page, click Profile on
the menu at the top of the page.
Use Assistants & Travel Arrangers to give
other Travel users the ability to view and modify
your profile or book travel and trips for you.
2. On the Profile dropdown menu, select
Personal Information.
The primary assistant’s name and work phone
number become part of the traveller’s profile.
3. Click Assistants/Travel Arrangers in the
Travel Settings submenu to the right of the
page.
4.
Check or leave unchecked the Refuse Self
Assigning Assistants box.
Checking this box means that no one can
automatically assign themselves as your travel
assistant.
5. Click Add an Assistant to search for your
assistant’s last name.
6. In the Search Criteria field, enter the
assistant’s name.
Hint: When searching, use the following
format: LastName,FirstName (no spaces).
For example: Smith,June
7. Click Search.
8. Click the Assistant dropdown arrow.
The Assistant dropdown list shows any
individuals that match your search criteria.
9. Select the appropriate name from the
dropdown list.
10. Select Can book travel for me.
11. Select Is my primary assistant for travel.
Your assistant must have an existing Travel
account before you can add him or her to
your profile as a primary assistant.
Use this option if you want to have this
assistant included on any agency-generated
emails about your trips. Note that the assistant
will receive an auto notification that they have
been added or deleted as an assistant for you.
12. Click Save
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Update Your Expense Profile
Step 1: Set up your Default Expense Report Information
How to…
Additional Information
1. Access your Profile tab. In the left-hand
navigation menu, click Expense
Information below the Expense Settings
heading.
Some information in the Expense profile is read
only. If the information needs to be changed,
contact Travel Services HelpDesk at 474-7944.
2. Input your default FOP (Fund, Organization
and Program) that will primarily be used to
charge your expenses against.
Search for the appropriate FOP codes by
clicking in the field and using Text (e.g. General
Operating), Code (e.g. 110000) or Either
(General Operating or 110000) to find your
codes.
The FOP can be changed or multiple FOPs
can be entered when inputting expenses
into the system.
This FOP will show up in the header row of
each new expense report, as well as the
default for each expense. If these fields are
left blank, you will be required to manually
enter for each report and expense claimed.
3. Select the appropriate Faculty/Unit and
Department from the drop down fields.
4. Click Save.
Step 2: Add an Expense Delegate and/or Temporary Approver
Expense Delegates are employees who can prepare and/or expense reports on your behalf.
These employees will not be able to submit your expense report for approval to your one-overone/manager, but they can create your report and attach receipts for you. You are then
required to access Concur to review the report created on your behalf and submit to your oneover-one/manager.
If for some reason you expect to be unable to approve expense reports submitted to you for
your approval (e.g. you are on vacation or leave) you can set-up a temporary approver to
approve on your behalf for a maximum of 60 days.
How to……
1. In the Expense Settings section of your
Profile, click Expense Delegates.
Additional Information
The Expense Delegates page appears.
From this page, you will give other users the
ability to prepare, submit, view receipts or
receive emails on your behalf. You can also set
them up a a temporary approver.
2. Click Add Delegate.
3. In the Search by employee name, email
address or logon id field, type the last
name of the delegate you wish to add.
As you begin to type the name, the system
provides a list of users to select from.
4. Click the name of the delegate from the list.
5. Click Add.
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Step 2: Add an Expense Delegate and/or Temporary Approver (cont’d)
How to… (cont’d)
Additional Information (cont’d)
6. Select the appropriate task checkboxes.
The delegate can only perform the tasks you
select from the available choices. There is a
system security setting in place that does not
allow an expense delegate the ability to
approve reports on your behalf.
7. To add a temporary approver while you are
away, select the Can Approve Temporary
checkbox. Click in the following 2 fields to
input the start and end dates for the period
the employee will approve reports on your
behalf.
It is recommended that you select the Receives
Approval Emails option so that the alternate
approver is notified whenever an expense
report is awaiting their approval within your
approval queue.
8. To add additional delegates, repeat steps
2-6/7.
9. Click Save.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Step 3: Adjust Expense Preferences
The Expense Preferences in the Expense Settings section provides information on scenarios
when you will receive emails from Concur and when you will receive specific prompts within the
system. The default preferences are University security settings.
How to…
Additional Information
1. In the Expense Settings section of your
Profile, click Expense Preferences.
The University security settings will default so
that all boxes are checked.
2. Uncheck any boxes for scenarios where you
do not wish for Concur to send emails or
prompt you for information.
We recommend that you leave the following
preferences selected:
 New company card transactions arrive
 For an approver when an expense report
is submitted.
Leaving these preferences selected will assist
you with ensuring your University Travel Card
transactions are reconciled in a timely manner
and that you are able to easily send your
expense reports to multiple approvers if
required.
Step 4: Review or Change Expense Approvers
The Expense Approver section reflects the approvers for your expense reports and cash
advances. Whoever is entered in this section will be the default for all reports and advances.
Your Expense Report Approver is typically your one-over-one authority (manager/supervisor)
as listed in VIP, the University Human Resources system. Travel Services may have overriden
your one-over-one with a representative from your area. You are able to change this field to
another name. Note: you will be able to add additional approvers for your reports at the time of
creating your expense report.
Your Cash Advance Approver is your Unit’s Budget Officer/Business Manager and cannot be
overridden.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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How to…
Additional Information
1. In the Expense Settings section, click
Expense Approvers.
2. Review or change your Expense Approver.
Type all or part of the approver's name in the
Search by... field. Select the appropriate
person, and then click Save.
Step 5: Add Favorite Attendees
The Favorite Attendees section is used to list common employees, or contacts who may travel
with you and who may be included on the expenses you are claiming.
Example: Sue Traveller attends a conference in Halifax with Rob Voyageur. They are coworkers and Sue paid for the dinner they both had while in Halifax for the conference. When she
claims the expense, she will list Rob Voyageur as an attendee. If she already had him listed as
a Favorite Attendee in her Expense Profile, it would save her the work of having to search for
him when she creates her expense report.
How to…
Additional Information
1. In the Expense Settings section, click
Favorite Attendees.
The Favorite Attendees page appears, which
allows you to add, edit, or delete frequentlyused attendees to your events.
2. Click New Attendee.
3. Select the Attendee Type from the list.
4. Enter the Last Name of the attendee.
5. Enter the First Name of the attendee.
6. Enter the Attendee Title.
7. Enter the attendee’s Company.
8. Click Save.
If you need to add more than one attendee,
click Save & Add Another.
Your favorite attendees list is also updated
based on attendees you add to your expense
reports.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Essential Requirements for Concur
Reference Number
Prior to making any travel arrangements or claiming expenses, you require a reference number
(RN). This number is a 5-digit number preceded by a RN. This number is used to track all
comprehensive claims – both travel arrangements and expenses. It is important that the
following directions be adhered to.
How to…
Additional Information
1. On the My Concur page, under Company
Info click the Reference Number Link.
A browser window will appear with the form
number on the right-hand side of the screen.
If you are creating an expense report that
does not relate to a trip booked in Concur,
you can obtain a reference number when
filling out the Report Header by clicking
on the RN # link.
2. Record the number.
3. When finalizing your travel arrangements in
the Trip Booking Information screen,
enter RN + the 5 digit number in the RN
Number field. E.g. RN00013
You will use the same Reference Number for
all subsequent expense claim reports related to
the same trip.
When claiming expenses not related to a
trip booked in the system, enter RN + the 5
digit number in the Reference # field in the
Report Header screen. E.g. RN00013
4. Your RN # must also be entered in the
beginning of your Trip Name and/or Report
Name fields.
Research Related Travel and Expense
Granting agencies are quite strict in their requirements for supporting documentation and
information provided for expenses relating to research. When describing travel and travel
related expenses in the tool, ensure that extensive details are provided.
Use the Purpose and Comments fields to describe how your claim relates to your research.
Do not solely attach receipts but attach other supporting documentation as well, e.g. if you
attended a conference, you would attach the conference registration receipt, as well as the
conference agenda with the sessions related to your research highlighted.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
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Book Travel for Someone Else
In order to book travel for an employee, you need to have been added as a Travel Arranger by
that person in their profile. Any employee can book travel for a University guest or student.
How to…
Additional Information
1. At the top right of the Travel page will be a
“You are administering travel for Me” drop
down box. Select the person from the drop
down box on whose behalf you will arrange
travel.
You can also select this option from the top of
the My Concur page. Note that if you select
from this location, the list will include persons
you are able to enter expense reports for as
well.
Make a Travel Reservation
Step 1: Obtain a Reference Number
Every travel booking and expense claim requires a unique Reference Number. (See section
above for more information.)
Step 2: Make a Flight Reservation
How to…
Additional Information
1. On the My Concur page, click the Flight
tab at the left side of the page.
If you have a car, hotel, limo, or rail to book
without airfare, use the corresponding tabs.
2. Select one of the following types of flight
options:

Round Trip

One Way

Multi-Segment
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How to… (cont’d)
Additional Information (cont’d)
3.
In the Departure City and Arrival City
fields, enter the cities and/or airport code for
your travel.
When you type in a city, airport name, or code,
Travel will automatically search for a match
after 3 letters have been entered.
4.
Click in the Departure and Return date
fields, and then select the appropriate dates
from the calendar.
You can also select the appropriate Departure
and Return times and time range. Travel
searches before and after the time you select.
To expand your search so that you don’t
miss out on possible savings, click the ± 9
option!
5.
If you need a car, select the Pick-up/Dropoff car at Airport checkbox.
6. If you need a hotel, select the Find a Hotel
checkbox.
If you need an off-airport car or have other
special requests, you can make these requests
on the Car Results page or you can skip this
step and add a car from the Itinerary page.
You can choose to search for the hotel by:
 Airport
 Address

Company Location

Reference Point / Zip Code (a city or
neighborhood)
If you are staying at more than one hotel during
your trip or do not need a hotel for the entire
length of your stay, you can skip this step and
add a hotel from the Itinerary page.
7.
Click Search.
The default search will be by Price, but you can
also choose to search by Schedule.
8. Review search results in the Airline Matrix
at the top of the results screen
To filter the results, select a column, row, or cell
in the airline grid at the top of the results screen
or use the sliding scales on the right. You can
easily switch between the Shop by Fares tab
and the Shop by Schedule tab by clicking on
the tab.
You can also click the more like this link, and
then select either Outbound flight or Return
flight to view more options for the selected
flight.
9. Review the search results on the Shop By
Fares tab, and then click Show Details.
Flight information and fare rules can be viewed
by clicking show details (for individual flights)
or expand all details for all flight options. The
system automatically selects the corresponding
frequent flyer program from your profile if
available, but can be changed in this screen.
To select a seat, click the View Seat map icon
next to the flight. A code for seats appears at
the bottom of the page, showing which seats
are available, occupied, or considered preferred
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How to… (cont’d)
Additional Information (cont’d)
Airline Matrix
Shop by Options
10. Select any green (unoccupied) seat and
position the mouse pointer over a seat to
see the seat number.
WestJet flights will not allow you to select
your seat in the system.
Select preferential seats (highlighted in yellow)
if you have preferred status on the selected
airline. Your frequent flyer number must be in
your Travel profile. If you select a preferential
seat and this information is not in your Travel
profile, your seat request might not be honored.
Some seats are marked handicapped and can
only be selected by a travel agent. If you are
entitled to a handicapped seat, make sure your
travel agent is aware of your situation.
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How to… (cont’d)
Additional Information (cont’d)
11. Click the appropriate seat to select it, and
then click Select Seat.
To change your seat, click the seat you prefer.
Point to a seat to view the seat number.
After you select your seat for a flight, you can
either click Change Seat or select the next
flight in your reservation. Travel will prompt you
to save your new seat selection.
12. Once you have made your seat selection,
click Close. Repeat for all flights.
13. From the Shop by Fares tab, click Reserve
to select your airfare.
Policy information appears next to the Reserve
button. The Reserve buttons are color coded
as:
 A green Reserve button indicates the fare
is within policy.
A yellow Reserve indicates the fare is
outside of policy. If you select this fare, you
must enter additional information.
14. The Trip Payment Information screen will
appear. The University Corporate Ghost
Card will pay for the flight.
Depending on the flight you select, you may
have another screen or two appear prior to the
Trip Payment Information screen.
Ensure you read information provided in
detail. For example, Air Canada flights are
an instant purchase so even if you haven’t
completed your booking in the tool, Air
Canada will have immediately issued a
ticket.
15. Select Next to continue with your booking.
Step 3: Select a Car
How to…
Additional Information
1. If you selected Pick Up/Drop off Car at
airport on the Flight tab, you will see the
results for the car search after choosing
your flight.
2. Select the appropriate rental car, and then
click Reserve.
You can sort the car results to help find your
selection.
Yellow diamonds indicate preferred vendors
and your preferred car type will be selected
automatically.
Under Car Booking Options, preferences and
car program ID numbers can be added.
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Step 3: Select a Car (cont’d)
How to…
1.
Additional Information
If booking car without a flight, select the
Car tab from the Trip Search box
2. Enter the appropriate Pick-Up and Drop-off
dates, times and the Pick-up car at
location.
Car search results will be appear differently if
you choose to pick up a car at a location rather
than an airport.
Car options will be sorted by distance to your
Pick-up car at location. You will not see the
price of your car rental until you select a car
company,
University preferred vendors are indicated by
yellow diamonds.
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Step 4: Select a Hotel
How to…
Additional Information
1. If you selected the Find a Hotel option on
the Flight tab, the hotel results appear after
you choose your rental car.
You can sort the list of hotels by Preference,
Price, Rating, Distance and Policy. The
default is Policy.
2. To filter by hotel chain, enter the chain
name in the With names containing box
next to the Sorted by box
To filter by multiple chains, in the Hotel chain
box on right, click hide all and then select only
the chains you want displayed.
3. Use the filter options to narrow your search
by Amenity or Chain.
Do not input anything in the Message to
Vendor box on the right. To do so would result
in Carlson Wagonlit calling the hotel on your
behalf to advise “no goose feather bedding” (as
in the image below) and charging you for that
service. Instead, leave the field blank and
contact the hotel yourself for special
arrangements.
4. To filter by neighborhood, select the desired
neighborhoods in the Neighborhood box
on the right.
A map of hotels appears at the top of the page.
5. Click the more info link for a specific hotel
to find more detailed information for the
hotel.
6.
Click Choose Room to view room rates.
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How to… (cont’d)
Additional Information (cont’d)
7. When you are ready to reserve your hotel
room, click the radio button next to the
desired room type, and then click Reserve.
The Reserve buttons are color coded as
follows:
 A green Reserve button indicates the hotel
rate is within policy.
 A yellow Reserve button indicates the hotel
rate is outside of policy. If you select this
rate, you must enter additional information.
You will see a notification if a hotel is outside of
policy. You can view the type of rate and room,
as well as other information that is available
from the agency system.
A yellow diamond indicates that the hotel
property is University preferred.
After clicking the Reserve button, the hotel
confirmation page appears.
8. Review the information on the Rate
details/Cancellation policy pop-up
window, click to agree, and then click
Continue.
9. In the Trip Payment Information section,
select your Travel card to bill the hotel
against.
If you have not yet entered any Travel card
information in your Profile or have not
previously used your University Travel Credit
Card, select Add a new credit card to input the
Travel card information.
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Step 5: Complete the Reservation
How to…
Additional Information
1. Review the details of the reservation, and
then click Next.
From here, you can add or make changes to
the car, hotel as well as change the dates of the
flight.
2. On the Trip Booking Information page,
enter your trip information in the Trip Name
and Trip Description fields.
The trip name and description data are for your
record keeping.
Your Trip Name field needs to begin with
the RN #. E.g. RN00098 ICIAM Conference
Do not use this field to make comments to
the travel agent
3. Input your FOP and appropriate account
code.
You need to obtain the RN number prior to
making your booking from the My Concur
page.
4. Input your Reference Number in the RN #
field.
The RN # should correspond to the number in
your Trip Name field.
5. Click Next.
You will see the name and itinerary, along with
the quoted airfare amount.
If your booking does not adhere to policy,
you will receive a non compliance warning.
Select the appropriate reason for not
adhering to University travel policy, add any
additional comments and click Save.
OPTION
Click Hold trip if you wish to finalize
your trip at a later time.
This button will appear if the option to hold
exists. The screen will advise how long the
ticket can be held until the airline releases it
back into inventory.
6. Click Purchase Ticket to finalize your trip
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Cancel or Change an Airline, Car Rental, or Hotel Reservation
Flights
Cancellations and changes to flight arrangements cannot be processed through Concur. To
change or cancel a flight, contact Carlson Wagonlit at (866) 855-9850 or
uofmywg.ca@contactcwt.com.
Hotel & Car
Cancellations and changes to car or hotel reservations can be done in Concur.
How to…
Additional Information
1. Access the Trip List on the My Concur
page.
2. Click on the Trip Name/Description
3. The Trip Actions box will appear
4. Select Change/Cancel Trip to remove a
portion of the trip, whether car or hotel.
Your hotel and car reservations will appear.
5. Select either Change Date or Cancel this
hotel or Cancel this car next to the
reservation information.
6. If cancelling the hotel or car, you will receive
a pop-up box asking if you are certain you
wish to cancel. Click OK
7. Another pop-up window will appear asking
you to review the rules and restrictions and
cancellation policy prior to continuing. Click
I agree if you want to proceed with the
cancellation. Click Continue.
The itinerary page will appear with your revised
itinerary and your hotel or car rental information
no longer appearing.
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Cash Advances
Cash advances are only available to staff in exceptional circumstances, for example, travel to
areas where the University Travel Credit Card and other credit cards are not accepted or for
students travelling. For a full understanding of allowable reasons for cash advances, please
visit the Financial Services Travel website at
http://umanitoba.ca/admin/financial_services/travel/index.html
The process for a cash advance is:
1. Cash Advance request processed in Concur and sent to the Faculty/Unit Business
Manager for approval
2. Assistant Manager Budget Accounting or Assistant Manager Research & Special Fund
Accounting to review request if deemed allowable, approve.
3. After the Cash Advance has been used, it needs to be accounted for on an expense
report.
4. Any balance from the Cash Advance is to be returned to the Cashier’s Office and the
receipt provided attached to the expense report.
Complete instructions on how to request and reconcile a Cash Advance can be found on the
Concur Online Training & Resources website,
http://www.umanitoba.ca/computing/renewal/aurora/finance/elearning/concur.html
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Create an Expense Report
From a Completed Trip
You can generate an expense report from a trip that you have booked through in Concur.
How to…
Additional Information
1. On the My Concur page, in the Expense
Report? column of the Trip List section,
click the button
for the appropriate trip.
The button appears in the Expense Report
column with every trip booked.
2. The trip header information will be imported
into the Report Header of the new expense
report.
From University Travel Credit Card (US Bank VISA) Charges
If you have University Travel Credit Card charges appearing in your Available Company Card
Charges section in the My Concur page, they can be imported to an expense report.
Note that University Travel Credit Card charges need to be reconciled within 20 business
days of appearing in Concur.
How to…
Additional Information
1. In the Available Company Card Charges
section of the My Concur page, click the
Charge heading selection box.
Alternatively, select the box
next to the
individual credit card charges you wish to load
into an expense report.
2. Select the Import button.
3. The Report Header section for the new
expense report will appear for you to
complete.
A New Expense Report
You can create a new expense report and begin to add out of pocket expenses or import
University Travel Credit Card charges into the report.
How to…
Additional Information
1. In the Active Work section of the My
Concur page, click New Expense Report.
The Create a New Expense Report page
appears.
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On Behalf Of Someone Else
In order to create an expense report on behalf of another employee, you need to have been
added as an Expense Delegate by that person. When you create and submit the report, the
person you created the expense report for will be notified that their report is waiting for their
review and submission for approval.
How to…
Additional Information
1. At the top of the Expense page, click on
Yourself in the “You Are Administering
for: Yourself” section.
You can also select the person from the top of
the My Concur page. Note that if you select
from this location, the list will display people you
are also able to book travel for as well.
2. In the Select User to Administer box that
appears, select the employee for which you
will act as an expense delegate in the You
are administering for drop down box.
Once your selection is made, the page will
refresh and any reports you create from here on
in will be for that employee and their profile data
will default into the report.
Step 1: Complete the Report Header
How to…
Additional Information
1. Complete all required fields (those with the
red bar at the left edge of the field) and the
optional fields.
Concur transfers the data from your travel
booking itinerary and automatically creates the
expense report. The report will have the same
name as your trip itinerary and contains all the
expense entries for each of the trip
reservations, including your airfare, hotel, and
car rental.
Ensure your RN number begins the Report
Name field (see below example)
If your trip is related to a research FOP,
ensure you use the Report Name,
Business Purpose and Comments fields
to explain how the travel relates to your
research funding.
2. Click Next.
The expense report page appears.
The RN # needs to be
displayed in the Reference #
field and needs to begin the
Report Name field.
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Step 2: Add a University Travel Credit Card Transaction to the Expense Report
University of Manitoba Travel credit card transactions are automatically imported into the
system for you – ready to be added to an expense report. Travel credit card transactions are
uploaded to the system daily.
How to…
1.
Additional Information
An Expense pane appears to the left of the
screen while a Smart Expenses pane
appears to the right. Smart Expenses
combine Trip data, travel card data, and ereceipt data.
If you are accessing an in-progress expense report and you wish to add Travel card charges, the
Smart Expenses pane may not appear. Simply click the Import button for them to appear.
2. In the Smart Expenses section, select each
transaction that you want to assign to the
current expense report.
You can also add Charges to an expense
report by dragging and dropping into the
Expense pane.
3. In the Smart Expenses section, from the
Import dropdown menu, select To Current
Report.
The expense appears on the left side of the
page, with all applicable icons, such as
company card or exceptions.
4. Once the charges appear in the Expenses
pane, you can then click on each individual
expense and complete the required fields in
the right hand Expense pane.
5. Click Save.
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Step 3: Add an Out-of-Pocket Expense to the New Expense Report
How to…
Additional Information
1. Click New Expense.
The New Expense tab appears.
2. On the New Expense tab on the left, select
the appropriate Expense type.
The page refreshes, displaying the required and
optional fields for the selected expense type.
3. Complete all required (those with the red
bar at the left edge of the field) and optional
fields.
For different types of expenses, such as hotel
or car mileage, or for expenses incurred in a
currency other than your reimbursement
currency, refer to Using Special Features in
this guide.
4. Click Save.
The expense appears on the left side of the
page.
Expense Fields
For every expense, whether out-of-pocket or generated from the University Travel Credit Card,
there are different types of fields to consider. Here are some things to know when entering any
expense information.
Fields marked with a Red Bar are required fields
For date fields, use the
calendar to select the date
of the expense.
For lists, select from the list.
For auto-complete fields, type the
first portion of your choice and then
select from the list.
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Payment Type
The payment type will default to T&E Card for all University Travel Credit Card transactions
loaded into the tool.
For out-of-pocket expenses, the default will be Cash, regardless of whether cash, debit or a
non-University credit card was used for payment.
The only other option for out-of-pocket expenses is Pre-Paid. Pre-Paid will be used in
circumstances where the expense was previously paid by the University prior to the trip being
claimed. Note that with pre-paid expenses, the amount of the expense will not be removed from
the Total Amount and Total Requested portion of the Expenses pane. Only when you
submit the report and review the report summary will you see that you will not be reimbursed the
pre-paid amount.
Do You Have A Receipt?
The default for this field will always be Yes. If a receipt is not available, or has been lost, select
No Receipt. If you are not attaching a receipt to an expense, you must complete the Missing
Receipt Affidavit (located on the My Concur page under Company Info). Print off the affidavit,
sign it, scan it and attach it to the expense that is missing a receipt.
Personal Expenses
Personal expenses are not allowed but permitted on the University Travel Credit Card (US Bank
VISA). If an imported credit card charge contains a personal amount in the total, the Personal
Expense check box should be used. Identifying an expense or a partial expense as personal
will result in you not being reimbursed for the amount and that portion of the expense, or entire
expense, not being reflected in the University’s financial management system (Aurora Finance –
FAST Reporting).
If a portion of a University Travel Credit Card (US Bank VISA) charge is personal, you are
responsible for paying the entire amount of the charge directly to the credit card within 10
business days.
Claimants do not submit payment for personal expenses charged to the University Travel
Credit Card to the University of Manitoba, but will be responsible for paying back the
Travel card through online banking, telephone banking or by going to the bank to pay
within 20 days of the charge.
Personal expenses are not permitted on the University Travel Credit Card except for
incidental expenses that cannot be easily separated from a business charge (e.g.
hotel folio).
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3rd Party Billing
Third party billing is an option on every expense. However, the field is for reporting purposes
only. If an expense or a portion of an expense is going to be reimbursed to the University by
another organization, please mark the expense as such. Simply click the 3rd Party Billing
checkbox and enter the name of the organization in the 3rd Party billing to field.
The University will still reimburse you or the University Travel Credit Card the entire amount of
the expense. However, this field will flag that reimbursement will be required from another
organization and an external invoice should be generated within the University’s financial
management system (Aurora Finance – FAST Accounts Receivable). Reports can be run to
track all needed invoice requirements.
Exception Explanation
This field will need to be populated if your expense report triggers an audit rule. The cause for
the exception to the University travel policy should be explained. See step 2 of the Review and
Edit an Expense Report section for more information on exceptions.
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Review and Edit an Expense Report
Before submitting an expense report, you should review it for accuracy and edit (if necessary)
expenses, including company card transactions, and FOAP information.
Step 1: Review the Report Information
How to…
Additional Information
1. On the Expense Report page, in the
Expense pane located on the left side of the
page, click any transaction to view the
details.
The expense details appear on the right side of
the page.
2. Click on the Report name in the top left
corner of the expense report page.
The Report Header page appears and you can
view and update report header information.
3. Make the appropriate changes, and then
click Save.
Step 2: Review the Exceptions
Exceptions appear on the expense report if there is missing information for one or more of your
transactions or an audit rule was triggered that identifies a deviation from the University travel
policy. Exceptions will appear on a transaction with one of 2 exception icons
.
How to…
Additional Information
1. A listing of exceptions for the expense
report will display above the expenses pane.
In this pane, you can select an exception to
view the expense details.
If you do not see any exceptions listed at
the top of the report, and exceptions icons
are listed beside an expense entry, click
Show Exceptions on the right hand portion
of the page if it is present.
2. Click the exception that you want to review.
The expense details appear on the right side of
the page.
3. Make the appropriate changes, and then
click Save.
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Step 3: Edit Multiple Expenses
How to…
Additional Information
1. On the Expense Report page, in the
Expenses pane, select the checkbox for
the expenses that you want to update.
The multiple expense options box appears.
When you select more than one expense, you
will have the ability to delete, allocate, or edit
the expenses at the same time.
2. Select the action you would like to perform
for the expenses.
If you choose to Edit the selected expenses,
you will be prompted for all of the field(s) that
you can update.
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Expense Special Features
There are several special features that may need to be utilized when working with your expense
reports.
Itemization refers to when extra detail is provided for a specific expense – breaking down the
amounts of an expense to multiple account codes, detailing how the full amount is distributed
(e.g. a hotel folio could include room charges, room tax, parking and internet costs) and
accounting for personal charges.
Allocation occurs when you distribute your expense to multiple FOPs or FOAPs.
There will be times when you will need to convert foreign currency amounts (a special
feature) and there is a special feature that will allow you to claim mileage using maps.
Available Cash Advances can be attached to your Expense report in order to account for the
advance amount provided.
Itemize Nightly Accommodation Expenses
A hotel bill typically contains a variety of expenses including room fees, taxes, parking, meals,
valet, telephone charges, and personal items. These expenses must be broken down to
accurately reflect the various expense types. Utilizing the Itemize feature allows you to quickly
identify each expense type.
Step 1: Verify Auto-Itemized Hotel Expenses
The hotel auto-itemization feature automatically itemizes any card transactions that have hotel
folio data or an e-receipt from a hotel vendor. The system itemizes the hotel expense based on
predetermined mapping. Examples of the itemizations you will see on your expense report are:
parking, meals, and internet access.
Some hotels provide great detail in their e-receipt information that is fed into the tool while
others only provide an amount. Either way, you will need to be prepared to itemize every hotel
transaction. The auto-itemized expenses can be updated as well as any remaining balance as
described in Step 3 below.
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Step 2: Create and Itemize an Accommodation Expense
How to…
1. For a University Travel card charge, if the
charge was not already imported into the
report, drag and drop the hotel charge from
the Smart Expense pane to the Expenses
pane.
Additional Information
The New Expense tab appears.
Alternatively, if creating an out-of-pocket
charge, click New Expense.
2. On the New Expense tab, select the
Accommodation expense type.
This step is for out-of pocket hotel charges only!
This step does not apply to Travel card
charges.
3. Complete the required fields on the page.
4. Click Itemize.
The expense appears on the left side of the
page and the Nightly Lodging Expenses tab
appears.
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Step 2: Create and Itemize an Accomodation Expense (cont’d.)
How to… (cont’d)
Additional Information (cont’d)
5. On the Nightly Lodging Expenses tab, in
the Check-in Date field, type the date or
use the calendar.
The number of nights appears automatically.
You can also enter the number of nights and
the dates will automatically be updated.
6. In the Room Rate field, enter the amount
charged per night for the room.
If different daily rates are charged, enter the
lowest rate amount here. The remaining room
amount will be made up in step 3.
7. In the Room Tax fields, enter the amount of
each room tax that you were charged (per
night amount).
8. In the Additional Charges (each night)
section, select the appropriate expense type
from the first Expense Type dropdown
menu.
This is where internet charges or daily hotel
parking expenses can be easily identified.
9. In the Amount field, enter the amount of the
expense.
10. Repeat steps 8-9 using the second
Expense Type field if you have more than
one recurring additional charge.
11. Click Save Itemizations.
If there is a remaining amount to be itemized,
the remaining amount is displayed and the New
Itemization tab appears.
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Step 3: Itemize the Remaining Balance
How to…
Additional Information
1. If the amount remaining is more than zero,
on the New Itemization tab, click the
Expense Type dropdown arrow, and then
select the appropriate expense from the
dropdown list.
The page refreshes, displaying the required and
optional fields for the selected expense type.
2. Complete all required and optional fields as
directed by your company.
3. Click Save.
The expense appears on the left side of the
page and the remaining amount equals zero.
4. Repeat steps 1-3 until the Remaining
Amount equals $0.00.
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Add Attendees to Meals
For business meals you will be required to list the attendees who were present. The person for
whom the report is being created will automatically be listed as an attendee. If no other persons
were at the meal, there is no need to add attendees.
How to…
Additional Information
1. For a Travel card charge, if the charge was
not already imported into the report, drag
and drop the meal charge from the Smart
Expense pane to the Expenses pane.
Alternatively, if creating an out-of-pocket
charge, click New Expense.
The New Expense tab appears.
2. On the New Expense tab, select the Meals
(with receipts) expense type.
This step is for out-of pocket meal charges only!
This step does not apply to University Travel
Credit Card charges.
3. Complete all required fields except the
attendee information.
In the attendee area, your name automatically
appears as an attendee with the full amount of
the expense. As you add attendees to the
expense, the expense amount is distributed
over all attendees.
4. Click Favorites.
The Search Attendees window opens. A listing
of attendees you have used on this or other
expense reports will appear.
5. To add any of your favorite attendees,
select the attendees for this expense, and
then click Add to Expense.
6. To add a new attendee to the expense, click
New Attendee, complete the required
information, and then click Save.
The new attendee is added to the list. The
expense amount is distributed among the
attendees.
7. To search for an attendee, click Search,
enter your search criteria in the Search
Attendees window, and then click Add to
Expense.
The “found” attendee is added to the list. The
expense amount is distributed among the
attendees.
8. Click Save.
The expense appears on the left side of the
page.
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Itemize Expenses
Itemization is done to accurately account for the total charge; to account for expenses that
include both business and personal items; and to ensure that all items are billed to the correct
expense type or account code.
Examples:
a. During an evening business meal, you paid for your partner’s meal on your University
Travel Credit Card. You need to mark a portion of the meal as personal.
b. Your receipt includes 2 types of expenses, e.g. Office Supplies store receipt includes
charges for copying and new mouse for laptop (replace one broken during travels).
How to…
Additional Information
1. In the Expenses pane, click the expense
you want to itemize.
The page refreshes, displaying the required and
optional fields for the selected expense type to
the night.
2. Click the Itemize icon on the bottom right.
The expense appears on the left side of the
page. The New Itemization tab appears which
displays the total amount, itemized amount, and
remaining amount.
3. On the New Itemization tab, click the
Expense Type dropdown arrow, and then
select the appropriate expense.
The page refreshes, displaying the required and
optional fields for the selected expense type.
4. Complete all required and optional fields.
5. Click Save.
The itemized item appears in the expense list
and the totals are adjusted accordingly.
6. Repeat steps 3-5 until the Remaining
Amount equals $0.00 (Found in the top
portion of the Expense pane to the right).
As you click Save for each item, the remaining
total changes accordingly.
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Itemize Attendee Expenses
If a hotel or meal expense is not to be fully paid by the University (e.g. personal amount) or not
evenly distributed between attendees, you will need to itemize for each individual attendee.
How to…
Additional Information
1. In the Expenses pane, click the meal or
hotel expense you want to itemize.
The page refreshes, displaying the required and
optional fields for the selected expense type to
the night.
2. Click the Itemize icon on the bottom right.
The expense appears on the left side of the
page. The New Itemization tab appears which
displays the total amount, itemized amount, and
remaining amount.
3. On the New Itemization tab, click the
Expense Type dropdown arrow, and then
select the appropriate expense.
The page refreshes, displaying the required and
optional fields for the selected expense type.
4. Scroll to the bottom of the itemization pane
to view the attendees.
5. The claimant’s name will display. To itemize
the claimant portion of the meal or hotel,
scroll up and input the proper amount above
in the Amount field.
If this is a personal charge, select the personal
button if the amount is not to be reimbursed or
paid by the University.
6. Click Save. The new itemization tab will
appear.
7. For any attendee other than the claimant,
repeat steps 3 & 4. Select and remove the
claimant from the Attendees section.
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Itemize Attendee Expenses (cont’d)
How to… (cont’d)
Additional Information (cont’d)
8. Search and add the attendee for which you
want to itemize.
If the attendee does not exist, simply start
entering the name in the “Enter last or first
name” field and click Add New Attendee
9. Scroll up and input the amount for the
attendee. Click Save.
If this is a personal charge, select the personal
button if the amount is not to be reimbursed or
paid by the University.
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Convert Foreign Currency Transactions
When adding an out-of-pocket expense not in Canadian funds, the expense tool will assist you
in converting the expense to Canadian.
How to…
Additional Information
1. Click New Expense.
The New Expense tab appears.
2. On the New Expense tab, select the
appropriate expense type.
The page refreshes, displaying the required
and optional fields for the selected expense
type.
3. Complete all required fields as usual except
Amount.
Because the currency conversion rate is
based on the Transaction Date that you
select, be sure to select the exact
Transaction Date. The data providing the
conversion rate is from OanadaTM.
4. In the Amount field, enter the foreign
currency amount.
5. Select the “spend” currency from the
dropdown list to the right of the Amount
field.
If you select a City that has a different
currency than your reimbursement currency,
Expense automatically selects the spend
currency for you.
Expense supplies the Rate and calculates
the reimbursement Amount.
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Add Mileage
How to…
Additional Information
1. Click New Expense.
The New Expense tab appears.
2. On the New Expense tab, select the
mileage expense type.
3. In the Transaction Date field, type the date
or use the calendar.
4. In the From Location field, enter the
starting location of your trip.
You can omit this step and proceed directly to
step 6.
5. In the To Location field, enter the ending
location of your trip.
You can omit this step and proceed directly to
step 6.
6. Click the Mileage Calculator icon on the
bottom right
The Mileage Calculator helps you to determine
mileage between locations. Notice that the To
and From locations that you entered for the
expense automatically appear. Using the
Mileage Calculator, you can change the
locations or add additional locations. The
distance between locations will appear for you
to add to your expense report.
7. Click Add Mileage to Expense.
8. Complete the other required fields, and then
click Save.
The expense appears on the left side of the
page.
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Assign a Cash Advance
Once you’ve received and used a cash advance, it must be reconciled on your expense report.
How to…
Additional Information
1. From the Details menu in your expense
report, select Available under the Cash
Advances heading.
The Cash Advances window will appear
displaying all your outstanding advances not
reconciled to an expense report
2. Select the checkbox next to the cash
advance that you want to assign to your
report and click Assign Cash Advance to
Report.
The result of assigning your cash advance will
not be obvious on the report – the Total
Amount and Total Requested amounts will
remain the same.
You can see the reimbursement breakdown
and total of cash advance used in the ‘totals’
report at anytime during report creation. It will
also automatically appear at the time of report
submission.
3. Do not include any out of pocket expenses
that should not be deducted from the cash
advance total. If a cash advance is applied
to an expense report, all cash expenses will
be put against it.
4. To view the balance of your cash advance
used on the expense report, select Cash
Advances - Assigned from the Details
menu.
The Cash Advances Assigned to Report
window will appear providing the amount of
the advance used in the report and the
balance.
If not utilizing any remaining balance on another
expense report, please return the balance to
the University Cashier’s Office.
The cashier will provide you with a receipt to
attach to the expense report prior to
submission.
5. To account for any remaining cash advance
funds that have been returned to the
cashier’s office, choose the Cash Advance
Return expense type and the Cash
Advance Return expense account
(999999). Scan and attach the receipt from
the cashier’s office as documentation.
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Detach a Cash Advance
It may be required for a cash advance to be removed from en expense report.
How to…
Additional Information
1. From the Details menu in your expense
report, select Assigned under the Cash
Advances heading
2. In the Cash Advances Assigned to
Report window, select the checkbox next to
the cash advance you wish to remove.
3. Click the Delete from Report button.
Copy an Expense
Use the copy feature to copy an expense within an expense report. You can then edit the
copied expense, as needed.
How to…
Additional Information
1. On the Expense Report page, from the
Expense pane, select the checkbox next to
the expense you wish to copy.
The expense is highlighted.
2. Click Copy.
The new expense appears below the original.
3. Click on the new expense.
The expense details appear.
4. Make all necessary changes to the new
expense.
5. Click Save.
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Allocate Expenses
The Allocations feature allows you to allocate expenses to multiple FOAPs. If you do not
allocate each expense on your expense report to a specific FOP and only enter the appropriate
expense account, the default FOP in the Expense Information section of your Profile will copy
down and be charged.
Note: The system will not allow you to allocate more than one expense on your report at once.
You will need to manually allocate each expense if it’s to be split between multiple FOPs.
How to…
Additional Information
1. Select the expense you wish to allocate
from the Expenses pane.
The expense details appear.
2. Click Allocate near the lower right-hand
corner of the expense details section.
The Allocate Report window appears.
4. From the Allocate By dropdown menu,
select either Percentage or Amount.
5. In the Allocate By field, enter the
Percentage or Amount for the FOAP.
6. Select any of the fields under the FOAP
column headings.
7. Select the FOAP codes that will receive the
allocation.
8. Click Add New Allocation, or tab past the
first FOP to a new allocation line.
A new allocations field appears.
9. Repeat steps 6-8 for each new allocation.
Add as many allocations as necessary. You can
adjust the amounts and percentages.
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How to… (cont’d)
Additional Information (cont’d)
10. Click Save.
11. In the confirmation message box, click OK.
12. In the Allocate Report window, click Done.
The allocation icon appears on the left side of
the page with the expense. If the expense is
100% allocated, the icon is yellow, red, and
green. If the expense is not 100% allocated, the
icon is blue and gray.
Add Receipts to an Expense Report
There are several methods by which you can load receipts to Concur so they can be added to
an expense report. The methods include:
(1) Faxing receipts to be scanned
(2) Scanning receipts
(3) Using Receipt Store
(4) Using your Smart Phone and uploading a “quick expense”
Faxing Receipts to be Scanned
You can fax your receipts to Concur so that Concur will scan the receipts on your behalf and
upload them to your expense report. You will then have the receipts attached.
How to…
Additional Information
1. From the Print dropdown menu, select
University of Manitoba Fax Receipt
Cover Page.
The fax cover page appears.
2. Click Print.
3. Fax the cover page and the receipts to the
number on the cover page.
Concur will notify via email you once your
receipts have been added to the tool for you.
4. To view the faxed receipts, from the
Receipts dropdown menu, select Check
Receipts.
After you have checked receipts for the first
time, you will see two different options on the
Receipts menu: View Receipts in New /
Current Window.
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Scanning Receipt Images
If you have a scanner, simply scan the images so they are sent to your computer. You can then
attach the receipts to the individual expensese on your expense report. To attach a receipt as
you create/complete an expense:
How to…
Additional Information
1. As you create or modify an expense,click
the Attach Receipt button
The Receipt Upload and Attach window
appears.
Or to attach receipts after you have completed inputting all or some of your expenses:
How to…
Additional Information
1. On the Expense Report page, from the
Receipts dropdown menu, select Attach
Receipt Images.
The Receipt Upload and Attach window
appears.
2. Select the expense for which you want to
attach a receipt.
If the receipt applies to all items on the report,
you do not need to select the individual
expense.
3. Click Browse, and then locate the file you
want to attach.
Suggestion: You may want to a add a receipts
folder on your computer to house all receipts in.
4. Click the file, and then click Open.
The selected file appears in the Files Selected
for uploading section of the window.
5. To attach another image, click Browse, and
then repeat the process.
6. Click Upload, and then click Done.
The window will refresh with the expense listed
as requiring a receipt.
7. Repeat steps 2 through 5 for any expenses
still requiring receipts.
8. Select Close.
To view the attached receipts, from the
Receipts dropdown menu, select Check
Receipts or View Receipts in New Window
and View Receipts in Current Window.
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Using Receipt Store
The Receipt Store feature allows you to send images directly to Concur via email. This can be
useful if you use a phone to capture images or if you want to load your receipts to the system
prior to creating an expense report. Once the images are located in the Receipt Store, you can
easily attach them to each individual expense in your report.
Prior to using the Receipt Store, you need to verify your email address to activate the option to
email receipt images to Concur.
Step 1: Verify Email Addresses
How to…
Additional Information
1. Click the Receipt Store button on any
expense report to begin the email
verification process.
If you have not yet created an expense report,
go to your Expense tab and select View
Receipt Store.
From there, click on the Instructions link to
bring you to the email verification process.
2. On the Get Verified tab, enter each email
address and then click Submit for each.
You can have up to three email addresses
linked to the Receipt Store. Each email
address must be unique and you cannot use a
shared email alias for this.
After you click Submit, Concur will send a
unique verification code to your email address.
Designate Considerations:
An email address can be registered only once
with Receipt Store – you must decide if a
delegate’s email address should be linked to
your own account, or retained for the delegate’s
own receipt image account.
3. Copy and paste the verification code from
the email to the Code box and then click
Verify.
Once the email addresses are verified, you can
send receipt images to the Receipt Store at
myinbox@concursolutions.com
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Step 2: Attach Receipts from Receipt Store
How to…
Additional Information
1. With your expense report open, click
Receipt Store in the top right portion of the
screen.
The Receipt Store is hidden by default.
2. In the Receipt Store pane, you can view
any previously emailed or uploaded
receipts.
You can add additional receipts to the Receipt
Store by clicking Upload, or emailing
myinbox@concursolutions.com.
If you want to delete a specific receipt from the
Receipt Store, you can click Delete for the
receipt.
3. Click on a receipt image to view details of
the receipt.
You can rotate an opened image for easier
viewing. Click Save to save the changes.
4. To attach the receipt to any of your expense
entries, click the receipt in the Receipt
Store and then drag and drop onto the
appropriate expense entry.
If you already have an expense on the report
selected, click the Attach Receipt icon
above the receipt image to attach.
5. To view the attached receipt, click the
Receipt Received icon.
Click Detach from Entry to remove this receipt
from the expense.
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E-Receipts Option
E-receipts are an electronic version of receipt data that can be sent directly to Concur from
vendors to replace imaged paper receipts. You must opt in from the Alerts section of the My
Concur page or in the E-Receipt Activation settings in your Profile before e-receipts will show in
Expense.
Not many vendors utilize e-receipts; however enabling the option will allow the few who do
electronic receipting to load them direct to your account.
Enable E-Receipts
How to…
Additional Information
1. On the My Concur page, in the Alerts
section, click Sign up here.
The E-Receipt Activation page appears.
2. Click E-Receipt Activation.
The E-Receipt Activation and Use
Agreement appears.
3. Click I Accept.
The e-receipts confirmation appears.
Once you have confirmed the e-receipt
activation, your University US Bank Travel card
is activated.
As you create your expense reports, you will
see the e-receipt icon next to any transactions
that have an e-receipt. You can click the icon
to view the e-receipt.
4. You will not be able to use the e-receipt as a
credit card charge by itself – you will have to
wait for the credit card charge to show up in
Concur and then Concur will match them up
for you.
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Add Additional Documentation/Receipts to a Report
There will be times when you will need to attach additional information to your expense report
beyond just the receipts required for each expense, e.g. conference agenda, boarding pass. If
each expense already has a receipt or scanned image attached, you will need to attach the
documentation at the report level rather than at the individual expense level. Follow these
directions to do so:
How to…
Additional Information
1.
A confirmation window appears.
On the Expense Report page, from the
Receipts dropdown menu, select Attach
Receipt Images
2. The Receipt Upload and Attach window
will appear.
The system advises that there are no expenses
requiring receipts and that you can choose up
to 10 additional files to upload to your report.
3. Click Browse, and then locate the file you
want to attach.
4. Click the file, and then click Open.
The selected file appears in the Files Selected
for uploading section of the window.
5. Click Upload, and then click Close.
6. To view the additional documentation you
have added, select Check Receipts or
View Receipts in new/current window
options from the Receipt dropdown menu.
All your receipts/documentation added at both
the report and individual expense levels will be
visible.
Delete Receipt Images
You have the option to remove all receipts from your expense report.
How to…
Additional Information
1. On the Expense Report page, from the
Receipts dropdown menu, select Delete
Receipt Images.
A confirmation window appears.
2. In the confirmation window, click Yes.
When you select the Delete Receipt Images
option, all attached images are deleted.
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Detach Receipt Images
To remove only a single receipt, you can detach it from the expense.
How to…
Additional Information
1. In the Expenses pane, select the expense
you no longer want the image associated
with.
2. Hover over the receipt image icon.
3. Click Detach from Entry
Original Receipt Submission
All original receipts you scanned onto your expense report need to be sent to Travel Services
for storage and auditing purposes. When sending them to Travel Services, you need to attach
the UofM Receipt Submission report using the following instructions:
How to…
Additional Information
1. On your Expense Report page, from the
Print dropdown menu, select U of M
Receipt Submission Report.
2. The Receipt Submission page will appear
listing the expenses on your report and
providing the address to mail your original
receipts to.
The bar code on the report allows Travel
Services to link the receipts to your electronic
report.
3. Select the Print button.
4. Attach original receipts to the printed report
and mail to Travel Services.
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Print and Submit/Resubmit Expense Reports
Preview and Print Your Expense Report
How to…
Additional Information
1. From the Print menu, select University of
MB Detailed Report.
2. At the top of the window the Show
Expenses view defaults to selected. You
can also select the Show Itemizations
option.
3. To print the report, click Print.
It is not a requirement that you print your report
as you will always have the ability to view your
previous reports in the system.
Submit Your Completed Expense Report
The built in approval workflow will automatically route your expense report to your one-over-one
signing authority. If an approver sends your expense report back for changes, you will be
notified and the report will need to go through the approval process again.
How to…
Additional Information
1. On the Expense Report page, click Submit
Report.
The Final Review window appears listing all
expenses that require receipts.
2. Click Accept and Submit Report if you
have no other receipts to attach.
If you are missing receipts, click Attach
Receipt images to attach. If the receipt
required is missing or lost, you will need to
attach the Missing Receipt Affidavit (located
on the My Concur page)
Once done click Accept and Submit Report.
3. The Approval Flow window will display,
showing the default expense approver.
If you need to add an additional level of
review/approval, refer to the Add an Additional
Approvers section.
4. Click on Submit Report.
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Submit Your Completed Expense Report cont’d.
How to… (cont’d)
Additional Information (cont’d)
5. The Report Submit Status window
confirms that the report was successfully
submitted.
Review this window in great detail as it will
break down the expense report to:
 the amount the University will pay US
Bank Visa for approved expenses from
your University Travel Credit Card
 the amount the University will be
reimbursing you
 the personal expense amount that will not
be reimbursed or paid on your behalf .
REMINDER: You are responsible for
paying US Bank this amount!
 the amount that was pre-paid and not to
be reimbursed
The Expense Report List page appears.
6. Click Close.
Add an Additional Approver to Your Report
You may need to add another approver to your expense report prior to submission. Examples of
why you might need to do this may include:
 Your one-over-one does not have signing authority on the FOP(s) listed on the report
 Your report contains FOPs from a different faculty/unit
 Your Unit has a Business Manager who must review all reports
 There is an employee who verifies report correctness prior to it being reviewed by
your one-over-one approver.
How to…
Additional Information
1. When you select Submit Report on an
expense report, the final step prior to
submission is the Approval Flow window.
2. The Approval Flow window will appear with
the one-over-one approver listed.
You do not have the ability to remove your oneover-one as an approver, despite the fact that
there is the Delete icon visible.
You can remove the default approver by
replacing their name with someone else’s
name. Note that this change will be visible in
the audit trail for the report.
3. Use the Add above / Add below icons
to add other layers of approval to the report.
4. Click in the Approver field and Select your
Search option from the drop down field that
displays. Find the appropriate approver.
5. Click Submit Report.
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Correct and Resubmit a Report Sent Back by Your Approver
If your approver requires changes or additional information, he/she will return your expense
report.
The returned report appears in the Active Work - Expense Reports section of the My Concur
page with a returned icon
next to it along with a comment from your approver.
How to…
1. Hover over the Comments icon
the Report name.
Additional Information
next to
The Expense Report page appears.
2. Click on the report name to open the report.
3. Make the requested changes.
OPTION
You can also view the comments made by
your approver by selecting Comments
from the Details drop down menu.
Resubmit an Expense Report to Travel Services
There are a couple things to make note of when a report has been returned to you from Travel
Services for more corrections or more information:
1.
If the report was already approved by your one-over-one and any other possible
approvers, you do not require the report to be reviewed again by those people. Simply
resubmit the expense report to the person in Travel Services who requested
corrections/more information for processing.
2. If you did not include information on where you stayed during your travels as your stay
does not need to be reimbursed (e.g. stayed with family while away), provide the
explanation/information where you stayed in the Report Header Comments field.
3. If more documentation (e.g. boarding passes, conference agendas) is required for your
expense report, follow the directions found in the Adding Additional
Documentation/Receipts to a Report section.
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Recall an Expense Report
If you need to make changes to an expense report that has already been submitted to your
approver(s) for approval, you have the opportunity to “recall” the report to make changes and
resubmit again.
How to…
1.
Additional Information
In the Active Work section on your My
Concur page, click on the Report Name you
wish to make changes to.
2. The expense report will open up. In the far
right hand side of the screen, click on the
Recall button.
Recalling an expense report will remove it from
the approver(s)’ approval queue.
3. A prompt asking “Are you sure you want
to recall this report?” will appear. Click
Yes.
4. You will receive confirmation that the report
has been recalled and you will be able to
make the necessary changes.
Review and Approve Expense Reports
As an approver, you can approve an expense report “as is”; or send an expense report back to
the employee to modify and resubmit.
Review and Approve an Expense Report
All reports awaiting your review and approval appear in the Approval Queue section of My
Concur.
How to…
Additional Information
1. Click the report name (link) to open the
report.
The Expense Report page appears.
2. Click on the Report Header name in the
top left to view the report information.
The Report Header page appears. Click
Cancel on the Report Header page.
3. To review expense entry information, click
an expense entry.
The expense entry details appear on the right
side of the page
4. Review receipts attached to expenses by
hovering over the Receipt Attached icon
Select View Receipts in Current Window or
View Receipts in New Window from the
Details dropdown menu to see all receipts for
the report at once.
5. Review how the report will be paid out by
selecting Totals from the Details menu.
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How to…(cont’d)
Additional Information (cont’d)
6. When ready to approve, click Approve in
the top right.
The report moves to the next step in the
workflow.
7. Once you select Approve, a One-OverOne Attestation appears that you must
accept or decline.
Send an Expense Report Back to the Employee
All reports awaiting your review and approval appear in the Approval Queue section of the My
Concur page.
How to…
Additional Information
1. Click the report name (link) to open the
report.
The Expense Report page appears.
2. Click Send Back to Employee.
The Send Back Report box appears.
3. Enter a comment for the employee, and
then click OK.
The report is returned to the employee.
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Approve and Forward an Expense Report
You can add additional approval steps for an expense report, as needed (e.g. the expense
report has an allocation to a FOP not within your approval authorization). You can manually
select the appropriate approver for the report.
How to…
Additional Information
1. On the My Concur page in the Approval
Queue section, click the report name (link)
to open the report.
The Expense Report page appears.
2. Click Approve & Forward.
The Approval Flow window appears.
3. In the Approval Flow window, click the
Search Approvers By dropdown arrow. A
list of search options appears.
4. Select the desired search option from the
dropdown list.
5. In the User-Added Approver field, type the
search criteria. The system displays all
matches for the search criteria that you
entered.
6. From the list of options displayed by the
search, select the appropriate approver.
7. Click Approve. The expense report is
forwarded to the selected approver.
Approving Reports for Someone Else
In order for you to be a temporary approver for expense reports during another employee’s
absence, that employee who is away needs to add you as an Expense Delegate. The
maximum amount of time you can be set up as a temporary approver is 60 days. Expense
Delegates do not see the reports needing their approval in their own approval queue. Follow
these directions in order to review the reports requiring your approval:
How to…
1.
Additional Information
At the top right of your My Concur page
will be a “You are administering
Travel/Expense for Me” drop down box.
Select the person from the drop down box
on whose behalf you will review expense
reorts.
2. Scroll to the Approval Queue section to
review any expense reports needing your
approval.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
62
Action Buttons and Icons
Button/Icon Description
Add New Allocation: Add a new allocation row.
Airfare: Click to view your airfare booking information.
Allocate By: Choose between allocating by percentage or amount.
Allocations: Indicates that an expense entry has been allocated.
Attendees: Indicates that an expense entry has associated attendees.
Approve: Approve the expense report for processing.
Approve & Forward: Add additional review steps for an expense report.
Car Rental: Click to view booking information for your car rental.
Travel card Transaction: Indicates that an expense entry was from a Travel card
transaction.
Comments: Indicates that an expense entry has comments associated with it.
Create Expense Report From Trip: Creates an expense report from a completed
trip.
Delete Report: Deletes the current expense report.
Details: Provides options to view details of the expense report such as the report
header, allocations, and audit trail.
E-Receipt: Indicates that an e-receipt was imported for this entry.
Exceptions: Indicates that an expense entry has an exception associated with it.
A red exception must be corrected in order to submit the report, a yellow exception
requires review and perhaps some additional explanation or work.
Import: Provides access to import trip details or Travel card charges to the current
expense report.
Itemize: Save the current expense entry and being the itemization process.
Lodging: Click to view your lodging booking information.
Mobile Expense: Indicates that the expense was entered in Concur Mobile.
Multiply: Reverses the exchange rate when working with foreign out of pocket
transactions.
New Attendee: Add a never before used attendee to an expense report.
New Expense: Create an out of pocket expense entry.
y
New Expense Report: Create a new expense report.
Next: After creating the expense report header go to the next step in the process.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
63
Button/Icon Description
Personal: Indicates that an expense entry was marked as personal.
Print: Print the fax cover page or detail report for the current expense report.
Rail: Click to view your rail booking information.
Receipts: Access to attach receipt images or view previously attached receipts.
Receipt Image Required: Advises that no receipt is attached to an expense.
Reserve: Reserves the selected trip details.
Seat map: Click to view the flight seat map.
Send Back to Employee: Allows the approver to send the expense report back
for corrections.
Submit Report: Submit the expense report for approval.
Tooltip: Click the tooltip icon to view the associated field-related help.
Show / Hide Itemization: Click this icon to view or hide itemization specifics.
Yellow Diamond: Indicates a University preferred vendor.
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
64
Index
Active Work section .......................................... 29
Allocate
Expenses...................................................... 49
Approval Queue section .............................60, 61
Approve an Expense Report as an Approver .. 60
Assistants & Travel Arrangers ......................... 13
Attendees
Adding .......................................................... 41
Attendees, adding favorites.............................. 17
Auto-Itemized Hotel Expenses ......................... 37
Cancel a Reservation ....................................... 27
Car Reservation ............................................... 22
Change a Reservation ..................................... 27
Company Card Transaction ............................. 31
Copy
Expenses...................................................... 48
Correct an Expense Report.............................. 59
Create
Expense Report from a Completed Trip ...... 29
Create a New Expense Report page ............... 29
Credit Card Transaction
Company ...................................................... 31
Delegate, adding ........................................14, 15
Edit
Expenses...................................................... 35
Exceptions ........................................................ 35
Exp. Report? feature ........................................ 29
Expense Delegates page ................................. 14
Expense Profile ................................................ 14
Expense Settings ......................................... 14
Favorite Attendees ....................................... 17
Expense Reports
Approving ..................................................... 60
Correcting ..................................................... 59
Creating from a Completed Trip ................... 29
Editing .......................................................... 35
Resubmitting ................................................ 59
Reviewing ..................................................... 35
Reviewing as Approver ................................ 60
Reviewing Exceptions .................................. 35
Expense Settings ............................................. 14
Favorite Attendees ........................................... 17
Fax Receipt Cover Page .................................. 50
Flight tab........................................................... 19
Foreign Currency Transactions ........................ 45
Hotel Expenses ................................................ 37
Itemize
Expense .................................................42, 43
Nightly Lodging Expenses............................ 37
Lodging Expenses ............................................ 37
Log on ................................................................ 6
My Concur .......................................................... 7
Active Work section ........................................ 8
Approval Queue section ................................. 8
Customizing ................................................... 9
Trip List section .............................................. 8
Trip Search section ........................................ 7
Trips Awaiting Approval section ..................... 8
Weather section ............................................. 7
New Expense
Car Mileage .................................................. 46
Company Card Transaction ......................... 31
Foreign Currency ......................................... 45
Lodging Expense ................................... 38, 41
Out-of-Pocket ............................................... 32
New Expense Report feature ........................... 29
Out-of-Pocket Expense .................................... 32
Print dropdown menu ....................................... 50
Print Expense Reports ..................................... 57
Receipts
Using E-Receipts ......................................... 54
Receipts dropdown menu .......................... 50, 51
Reservation
Car ............................................................... 22
Reserve buttons
Flight ............................................................ 22
Hotel ............................................................. 25
Resubmit an Expense Report .......................... 59
Review an Expense Report as an Approver .... 60
Seats, selecting................................................ 20
Send an Expense Report Back........................ 61
Special Features
Allocations .................................................... 49
Attendees ..................................................... 41
Copy Expense.............................................. 48
Foreign Currency ......................................... 45
Itemizing Expenses ................................ 42, 44
Itemizing Nightly Lodging Expenses ............ 37
System Settings ............................................... 10
Travel Arranger ................................................ 13
Travel Assistant ............................................... 13
Travel Profile .................................................... 10
Travel Assistant ........................................... 13
Travel Reservation ........................................... 19
Trip Booking Information page ......................... 26
Unmatched Charges section ........................... 31
You are Administering Travel For dropdown
menu ............................................................ 10
Travel Support: 474-7944 • TravelAssistance@umanitoba.ca l umanitoba.ca/admin/financial_services/travel
65
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