TCS Education Concur and Travel Expense

TCS Education Concur and Travel Expense
TCS Education Concur and Travel Expense
Manual w/policy and procedures
Welcome to Concur Premier ......................................................................................................................................3 Section 1: Log on to Concur Premier .........................................................................................................................4 Section 2: Explore the My Concur Page ....................................................................................................................5 Customize My Concur ............................................................................................................................................6 Section 3: Update Your Expense Profile ....................................................................................................................7 Step 1: Review Your Expense Settings ..............................................................................................................7 Step 2: Add a Delegate .......................................................................................................................................7 Section 3: Update Your Expense Profile (Continued)................................................................................................8 Step 3: Select Expense Preferences ....................................................................................................................8 Step 4: Review Expense Approvers ...................................................................................................................8 Section 3: Update Your Expense Profile (Continued)................................................................................................9 Step 5: Add Favorite Attendees ..........................................................................................................................9 Section 4: Create a New Expense Report .................................................................................................................10 Step 1: Create a New Report ............................................................................................................................10 Section 4: Create a New Expense Report (Continued).............................................................................................11 Step 2: Add a Company Card Transaction to the New Expense Report ..........................................................11 Section 4: Create a New Expense Report (Continued).............................................................................................12 Step 3: Add an Out-of-Pocket Expense to the New Expense Report ...............................................................12 Step 3: Add an Out-of-Pocket Expense to the New Expense Report (Continued) ...........................................13 Section 5: Review and Edit an Expense Report .......................................................................................................14 Step 1: Review the Report Information ............................................................................................................14 Step 2: Review the Exceptions .........................................................................................................................14 Section 5: Review and Edit an Expense Report (Continued) ...................................................................................15 Step 3: Edit Multiple Expenses ........................................................................................................................15 Section 6: Use Special Features ...............................................................................................................................16 Itemize Nightly Lodging Expenses ......................................................................................................................16 Step 1: Verify Auto-Itemized Hotel Expenses .................................................................................................16 Step 2: Create and Itemize a Lodging Expense ................................................................................................16 Step 2: Create and Itemize a Lodging Expense (Continued) ............................................................................17 Itemize Nightly Lodging Expenses (Continued) ..................................................................................................18 Step 3: Itemize the Remaining Balance ............................................................................................................18 Section 6: Use Special Features (Continued) ...........................................................................................................19 Add Attendees ......................................................................................................................................................19 Section 6: Use Special Features (Continued) ...........................................................................................................20 Itemize Expenses ..................................................................................................................................................20 Section 6: Use Special Features (Continued) ...........................................................................................................21 Convert Foreign Currency Transactions...............................................................................................................21 Section 6: Use Special Features (Continued) ...........................................................................................................22 Work with Mileage ...............................................................................................................................................22 Section 7: Print and Submit/Resubmit Expense Reports..........................................................................................23 Preview and Print Your Expense Report ..............................................................................................................23 Fax or Attach Scanned Receipt Images ................................................................................................................23 Fax Images .......................................................................................................................................................23 Fax or Attach Scanned Receipt Images (Continued)............................................................................................24 Attach Scanned Images ....................................................................................................................................24 Section 7: Print and Submit/Resubmit Expense Reports (Continued) .....................................................................25 Submit Your Completed Expense Report ............................................................................................................25 Correct and Resubmit a Report Sent Back by Your Approver .............................................................................25 Section 8: Review and Approve Expense Reports ...................................................................................................26 Review and Approve an Expense Report .............................................................................................................26 Send an Expense Report Back to the Employee...................................................................................................26 Section 8: Review and Approve Expense Reports (Continued) ...............................................................................27 Adjust Authorized Amounts on an Expense Report .............................................................................................27 1
Section 9: Action Buttons and Icons ........................................................................................................................28
2
Welcome to Concur Premier
Concur Premier integrates expense reporting. This comprehensive Web-based service provides all of
the tools users need to create and submit expense reports. Managers use the service to review and
approve expense reports. Back-office employees use the service to produce audit reports, ensure
compliance, and deliver business intelligence to help your company reduce its costs.
Scope of Concur
Purpose:
This policy outlines the rules and the procedures of how to use Concur and Travel Expense. The purpose of
Concur is to streamline the processing of Employee reimbursements and provide guidelines. The system is also
used for reconciling the Company Credit Cards.
Policy:
All persons who need to have expenses reimbursed, prepare any travel arrangements or have a Corporate Credit
card must use the Concur Travel and Expense system. The system is a paperless tracking system for all
employees, students and/or adjuncts in our payroll system and needs to be reimbursed.
Expense Users:
General Information:
Use the Expense Service to account for (and request reimbursement for) expenses that you
incurred on behalf of the company.
Expenses are entered into the Expense Service in two ways:

If you use a company credit card the transactions are imported approximately a day or two after
the charges were incurred. Each cardholder should see the charges under their name after a few
days. If the transaction does not go through, the transaction must be manually entered into the
system.

You may have out-of-pocket expenses (such as meals and tips) that you charged to your own
credit card or paid with cash. For these expenses, you must manually enter the expense
information into the system.
Regardless of whether expenses are downloaded or are entered manually, different types of
expenses require specific types of information. For example, hotel expenses require the starting
and ending dates of your hotel stay, certain business entertainment expenses require the
identification of attendees, and so on. Also, every person must to provide receipts to be reimbursed
with the exception of mileage.
The concept of Concur is to make it as Easy as 1,2,3…
In the policy and procedure we are going to go into more detail but this is the basic concept of
Concur
3
1.
2.
3.
4.
Create an expense report.
Add the Corporate Card charges to the expense report (if any).
Add out-of-pocket expenses (if any) to the expense report.
Submit the expense report (and receipts, if required) for review, approval and payment.
Forgot Your Password
1. Click the Forgot your password? link on the Log On page. The Reset Password page
appears.
2. Follow the reset instructions.
3. Click Continue.
Once you receive the temporary password, log on again. You will be prompted to set a new
password. The new password will be good for 24 hours only.
HELPDESK
Please note that if there are any questions or concerns and or
assistance needed with passwords. Please contact the HELPDESK at 1866-793-4040 (Domestic).
Section 1: Log on to Concur Premier
How to…
Additional Information
1. Log on to Concur Premier following your
company’s logon instructions.
Your password is case sensitive.
If you are not sure how to log on, check with your
company’s Expense administrator.
4
Section 2: 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
Use the Expense Reports section.
This section provides links to create a new expense
report or view your existing reports. It also lists your
unsubmitted expense reports.
Use the Card Registration & Charges section.
This section allows you to register your personal card
to import charges. If your company has a company
card you can view a list of available credit card
charges.
Personal Card is only available if the feature
was activated by your administrator.
Explore the Approval Queue section.
This section lists the expense reports awaiting your
review and approval.
This section appears on My Concur only if you
are an Expense approver.
5
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.
6
Section 3: Update Your Expense Profile
Step 1: Review Your Expense Settings
How to…
Additional Information
1. In the left-hand navigation, in the Expense
Settings section, click Expense Information.
The Expense Information is a read-only page. If the
information needs to be changed, contact your site
administrator.
Step 2: Add a Delegate
How to…
Additional Information
1. In the Expense Settings section, click
Expense Delegates.
The Expense Delegates page appears.
From this page, you will give other expense users
the ability to prepare, submit, approve, view
receipts, approve reports, or receive emails on your
behalf.
2. Click Add Delegate.
As you begin to type the name, Concur Premier
provides a list of users to select from.
3. Begin typing the first or last name of the
delegate.
4. Click the name of the delegate from the list.
5. Click Add.
The delegate can only perform the tasks you select.
A delegate will need to be an approver in order to
approve reports on your behalf.
6. Select the appropriate task checkboxes.
7. To add additional delegates, repeat steps 2-6.
8. Click Save.
7
Section 3: Update Your Expense Profile (Continued)
Step 3: Select Expense Preferences
How to…
Additional Information
1. In the Expense Settings section, click
Expense Preferences.
From this page, you can specify when you will
receive email notifications and prompts.
2. In the Send email when section, select the
applicable checkboxes.
In this section, you determine when you will receive
email notifications.
3. In the Prompt section, select the applicable
checkboxes.
In this section, you determine when Expense will
prompt you for further action.
4. Click Save.
Step 4: Review Expense Approvers
How to…
Additional Information
1. In the Expense Settings section, click
Expense Approvers.
If the information needs to be changed, contact
your site administrator.
2. Review your Expense Approvers.
8
Section 3: Update Your Expense Profile (Continued)
Step 5: Add Favorite Attendees
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 frequently-used
attendees.
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.
9
Section 4: Create a New Expense Report
Step 1: Create a New Report
How to…
Additional Information
1. In the Expense Reports section of the My
Concur page, click New Expense Report.
The Create a New Expense Report page
appears. The fields that appear on this page are
defined by your company.
2. Complete all required fields (those with the red
bar at the left edge of the field) and the optional
fields as directed by your company.
The expense report page appears.
3. Click Next.
10
Section 4: Create a New Expense Report (Continued)
Step 2: Add a Company Card Transaction to the New Expense Report
Company card transactions are automatically imported into Expense for you – ready to be added to an
expense report. Your company determines how frequently new card transactions appear.
How to…
Additional Information
1. On the Expense Report page, select each
transaction that you want to assign to the
current expense report and select Import.
You can also add Unmatched Charges to an expense
report by dragging and dropping into the Expense
List area of the page.
2. 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.
11
Section 4: Create a New Expense Report (Continued)
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, select the
appropriate expense type.
The page refreshes, displaying the required and
optional fields for the selected expense type.
For date fields, use the calendar to
select the date of the expense.
For lists, select from the list.
Complete other text fields and check boxes as usual.
12
For auto-complete fields, type the
first portion of your choice and
then select from the list.
Step 3: Add an Out-of-Pocket Expense to the New Expense Report
(Continued)
How to…
Additional Information
3. Complete all required fields (those with the red
bar at the left edge of the field) and the optional
fields as directed by your company.
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.
13
Section 5: Review and Edit an Expense Report
You should review and edit (if necessary) your reports and all expenses, including company card
transactions, for accuracy before submitting your expense report.
Step 1: Review the Report Information
How to…
Additional Information
1. On the Expense Report page, in the Expense
Section, click any transaction to view the
details.
The expense details appear on the right side of the
page.
2. From the Details dropdown menu, select
Report Header.
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
How to…
Additional Information
1. On the Expense Report page, click Show
Exceptions.
The Exceptions section opens, which displays all
exceptions for the expense report.
2. Click the exception that you want to review.
The expense details appear on the Expense section.
3. Make the appropriate changes, and then click
Save.
14
Section 5: Review and Edit an Expense Report (Continued)
Step 3: Edit Multiple Expenses
How to…
Additional Information
1. On the Expense Report page, in the Expense
section, 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.
15
Section 6: Use Special Features
Itemize Nightly Lodging 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 itemized so that they can be
accounted for correctly. Concur Premier gives you the tools to quickly itemize your lodging-related
expenses.
Step 1: Verify Auto-Itemized Hotel Expenses
The Hotel Auto-Itemization feature automatically itemizes any e-receipt from a hotel vendor. E-receipts
are only available with Travel. If e-receipt is not available, you can manually itemize your hotel
expenses as described in Step 2 below.
Step 2: Create and Itemize a Lodging Expense
How to…
Additional Information
1. Click New Expense.
The New Expense tab appears.
2. On the New Expense tab, select the lodging
expense type.
Your company determines the name of the expense
type. It may be called Lodging, Hotel, or something
similar.
3. Complete the fields on the page as usual.
4. Click Itemize.
The expense appears on the left side of the page
and the Nightly Lodging Expenses tab appears.
16
Step 2: Create and Itemize a Lodging Expense (Continued)
5. On the the Nightly Lodging Expenses tab, in
the Check-in Date field use the calendar to
select the date.
The number of nights appears automatically or you
can also type in the number of nights and the
Check-in date will appear automatically.
6. Enter the room rate, tax, and other recurring
charges
If there is a remaining amount to be itemized, the
remaining amount is displayed and the New
Itemization window appears.
7. Click Save Itemizations.
17
Itemize Nightly Lodging Expenses (Continued)
Step 3: Itemize the Remaining Balance
How to…
Additional Information
1. In the Itemization Details window, select the
expense type that applies to the remaining
balance.
The page refreshes, displaying the required and
optional fields for the selected expense type.
2. Complete all required fields (those with the red
bar at the left edge of the field) and the optional
fields as directed by your company.
The expense appears on the left side of the page
and the remaining amount equals zero.
3. Click Save.
18
Section 6: Use Special Features (Continued)
Add Attendees
For some expense types, such as business meals or entertainment, your company might require that
you list the attendees who were present at these events.
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 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. To add an attendee to the expense if the
attendee is already in your Favorites list, type
the first letter of the attendee name in the
Favorites field, press Enter, and then select
the attendee from the list.
5. To add an attendee to the expense if the
attendee is not already in your Favorites list,
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.
6. To search for an attendee, click Search, enter
your search criteria, and then click Add.
The “found” attendee is added to the list. The
expense amount is distributed among the attendees.
7. Click Save.
The expense appears on the left side of the page.
19
Section 6: Use Special Features (Continued)
Itemize Expenses
Use the Itemize feature to account for expenses that include both business and personal items or to
make sure that each of your expenses is billed to the correct department in your organization.
How to…
Additional Information
1. On the New Expense tab, select the
appropriate expense type.
The page refreshes, displaying the required and
optional fields for with the selected expense type.
2. Complete the expense as usual.
3. Click Itemize.
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.
4. Click Save.
The Itemization window appears.
5. Select the expense type that applies to the first
itemization.
The page refreshes, displaying the required and
optional fields for the selected expense type.
6. Complete all required fields (those with the red
bar at the left edge of the field) and the optional
fields as directed by your company.
Continue until the remaining itemizations total is $0.
7. Click Save.
20
Section 6: Use Special Features (Continued)
Convert Foreign Currency Transactions
When adding an expense that was incurred in a currency other than your reimbursement currency,
Expense will assist you in converting the expense to your standard reimbursement currency.
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 fields as usual except Amount.
4. In the Amount field, enter the amount in the
currency in which the expense was incurred.
5. Select the “spend” currency from the dropdown
list to the right of the Amount field.
The Rate and Amount in USD fields appear.
6. Type the rate.
Expense calculates the amount in your
reimbursement currency.
7. Click the multiplication sign to switch, if needed.
Currency can be converted by multiplying by a
particular rate or dividing by a different rate. You
may need to switch between multiplication of the
rate to division of the rate, depending on the type of
rate you received. To do so, click the symbol above
the rate field.
21
Section 6: Use Special Features (Continued)
Work with Mileage
How to…
Additional Information
1. Click New Expense.
The New Expense tab appears.
2. On the New Expense tab, select the
appropriate expense type.
Your company determines the name of the expense
type. It may be called Car, Mileage, or something
similar.
3. In the Transaction Date field, type the date or
use the calendar.
Expense calculates the amount based on the miles
and the reimbursement rate set by your company.
4. For distance, type the number of miles traveled.
You can also select the Mileage Calculator to enter
the From and To Locations and the system will
automatically add the distance.
5. Complete any additional required fields as
directed by your company.
The expense appears on the left side of the page.
6. Click Save.
22
Section 7: Print and Submit/Resubmit Expense Reports
Preview and Print Your Expense Report
How to…
Additional Information
1. From the Print menu, select the appropriate
print option.
The three print options:

For a fax cover page to use with Concur
Imaging, select Fax Receipt Cover Page.

For a listing of expenses that require
receipts, select Receipt Report.

For a detailed report, select Detail Report.
The report appears in a separate window.
2. To print the report, click Print.
Fax or Attach Scanned Receipt Images
If your company uses Concur Imaging, you can fax your receipts or you can attach scanned images of
your receipts.
Fax Images
How to…
Additional Information
1. From the Print dropdown menu, select 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.
4. To view the faxed receipts, from the Receipts
dropdown menu, select Check Receipts.
23
Fax or Attach Scanned Receipt Images (Continued)
Attach Scanned Images
How to…
Additional Information
1. On the Expense Report page, from the
Receipts dropdown menu, select Attach
Receipt Images.
The Attach Files window appears.
2. Click Browse.
To attach a file to an expense line item first select it,
then click on browse, choose and upload the file.
3. Locate the file you want to attach.
The selected file appears in the Files Selected for
uploading section of the window.
4. Click the file, and then click Open.
5. To attach another image, click Browse, and
then repeat the process.
6. Click Upload.
7. Click Close when finished.
You can select View Receipts in new window to
open a new window for receipts or you can select
View Receipts in current window to open
receipts in the Expense Report page.
8. To view the attached receipts, from the
Receipts dropdown menu, select View
Receipts.
24
Section 7: Print and Submit/Resubmit Expense Reports
(Continued)
Submit Your Completed Expense Report
How to…
Additional Information
1. On the Expense Report page, click Submit
Report.
A confirmation message appears.
2. Click Submit Report.
Your report is sent for review and approval.
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 to
you.
The returned report appears in the Active Work section of the My Concur page, along with a
comment from your approver.
How to…
Additional Information
1. Click the report name (link) to open the report.
The Expense Report page appears.
2. Make the requested changes.
3. Click Submit Report.
25
Section 8: Review and Approve Expense Reports
As an approver, you can approve an expense report “as is”; send an expense report back to the
employee to modify and resubmit; or adjust the authorized amount of one or more expenses to comply
with company policy and then approve the expense report for the lowered amount.
Review and Approve an Expense Report
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. To review the report information, from the
Details dropdown menu, select Report Header.
The Report Header page appears. Click Cancel.
3. To review expense entry information, click an
expense entry.
The expense entry details appear on the right side
of the page.
4. When ready to approve, click Approve.
The report moves to the next step in the workflow.
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.
T The Send Back Report box appears.
The report is returned to the employee.
3. Enter a comment for the employee, and then
click OK.
26
Section 8: Review and Approve Expense Reports (Continued)
Adjust Authorized Amounts on an Expense Report
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. Make the appropriate adjustments, and then
click Save.
The report moves to the next step in the workflow.
3. Click Approve.
Email Notifications
are five email notifications
Email Receipt Notification
Email notifying the approving manager have approved the report
Email notifying the auditors at Concur have approved the report
Email notifying the expense report has been processed and ready for payment
Email notifying the expense report has been authorized and ready to be reimbursed
on the employee paycheck
Note: Please pay close attention to the employee due amount on the email to verify the
reimbursement amount is correct.

There
1.
2.
3.
4.
5.
Payroll Reimbursements



All reimbursements must be final approved 5 days prior to the pay check date
Final approval consist of being approved by the manager and by the auditors in the Concur
back office
 Example: pay date is Friday 4/01/11 the report has to go through all the approval
cycles by Friday 3/25/11 to be on that paycheck. If final approval is received after
the 26th it will be on the next paycheck.
All reimbursements will be on the employee paychecks as a non-tax item.
27
Section 9: Action Buttons and Icons
Button/Icon Description
Attendees: Indicates that an expense entry has associated attendees.
Approve: Approve the expense report for processing.
Credit Card Transaction: Indicates that an expense entry was from a
credit card transaction.
Comments: Indicates that an expense entry has comments associated with
it.
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.
Exceptions: Indicates that an expense entry has an exception associated
with it.
Import: Provides access to import trip details or credit card charges to the
current expense report.
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.
New Expense Report: Create a new expense report.
Next: After creating the expense report header go to the next step in the
process.
Personal: Indicates that an expense entry was marked as personal.
Print: Print the fax cover page or detail report for the current expense
report.
Receipts: Access to attach receipt images or view previously attached
receipts.
Save: Save the current expense entry.
Itemize: Itemization of the current expense entry.
Send Back to Employee: Allows the approver to send the expense report
back for corrections.
Submit Report: Submit the expense report for approval.
Show / Hide Itemization: Click this icon to view or hide itemization
specifics.
28
Reviewing Exceptions ........................................13
Sending Back to the Employee ...........................25
Submitting ....................................................22, 24
Expense Settings .......................................................6
Favorite Attendees ....................................................8
Fax Receipt Cover Page .........................................22
Fax Receipt Images ................................................22
Foreign Currency Transactions...............................20
Hotel Expenses .......................................................15
Itemize
Expense ...............................................................19
Nightly Lodging Expenses .................................15
Lodging Expenses...................................................15
Log on .......................................................................3
My Concur ................................................................4
Active Work section .............................................4
Approval Queue section .......................................4
Customizing ..........................................................5
New Expense
Car Mileage ........................................................21
Company Card Transaction ................................10
Foreign Currency ................................................20
Lodging Expense ................................................15
Out-of-Pocket .....................................................11
New Expense Report feature ....................................9
Out-of-Pocket Expense ...........................................11
Password ...................................................................3
Print dropdown menu .............................................22
Print Expense Reports ............................................22
Prompt section ..........................................................7
Receipts
Attaching Scanned Images .................................23
Faxing Images.....................................................22
Receipts dropdown menu .................................22, 23
Report Exceptions...................................................13
Resubmit an Expense Report ..................................24
Review an Expense Report as an Approver ...........25
Send an Expense Report Back ................................25
Send email when section ..........................................7
Special Features
Attendees ............................................................18
Car Mileage ........................................................21
Foreign Currency ................................................20
Itemizing Expenses .............................................19
Itemizing Nightly Lodging Expenses .................15
Submit an Expense Report......................................24
Active Work section ................................................. 9
Adjust Authorized Amounts ................................... 26
Approval Queue section ................................... 25, 26
Approve an Expense Report as an Approver.......... 25
Approvers, reviewing ............................................... 7
Attach Scanned Receipt Images ............................. 23
Attendees
Adding ................................................................ 18
Attendees, adding favorites ...................................... 8
Auto-Itemized Hotel Expenses ............................... 15
Car Mileage ............................................................ 21
Company Card Transaction .................................... 10
Correct an Expense Report ..................................... 24
Create
New Expense Report ............................................ 9
Create a New Expense Report page ......................... 9
Credit Card Transaction
Company ............................................................ 10
Delegate, adding ....................................................... 6
Edit
Expenses ............................................................. 13
Multiple Expenses .............................................. 14
Exceptions .............................................................. 13
Expense Approvers, reviewing ................................. 7
Expense Delegates page ........................................... 6
Expense Preferences ................................................. 7
Expense Profile......................................................... 6
Adding a Delegate ................................................ 6
Expense Approvers ............................................... 7
Expense Preferences ............................................. 7
Expense Settings................................................... 6
Favorite Attendees ................................................ 8
Expense Reports
Adding a Company Card Transaction ................ 10
Adding an Out-of-Pocket Expense ..................... 11
Adjusting Authorized Amounts .......................... 26
Approving ........................................................... 25
Correcting ........................................................... 24
Creating a New Report ......................................... 9
Editing ................................................................ 13
Editing Multiple Expenses ................................. 14
Printing ............................................................... 22
Receipts .............................................................. 22
Resubmitting ...................................................... 24
Reviewing ........................................................... 13
Reviewing as Approver ...................................... 25
29
TCS Education Concur and Travel Expense
Manual w/policy and procedures
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
30

Welcome to Concur Premier: Travel ........................................................................................................................32
Section 1: Log on to Travel ......................................................................................................................................33
Section 2: Explore the My Concur Page ..................................................................................................................34
Customize My Concur ......................................................................................................................................35
Section 3: Update Your Travel Profile .....................................................................................................................36
Step 1: Change Your Password ........................................................................................................................36
Step 2: Change your Time Zone, Date Format, or Language ...........................................................................37
Step 3: Update Your Personal Information ......................................................................................................38
Step 4: Set Up a Travel Arranger or Assistant .................................................................................................39
Section 4: Make a Travel Reservation ......................................................................................................................39
Step 1: Make a Flight Reservation ...................................................................................................................40
Step 2: Select a Car...........................................................................................................................................44
Step 3: Select a Hotel .......................................................................................................................................45
Step 4: Complete the Reservation ....................................................................................................................46
Section 5: Cancel or Change an Airline, Car Rental, or Hotel Reservation .............................................................47
Section 6: Travel Action Buttons and Icons .............................................................................................................48
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
31
Welcome to Concur Premier: Travel

Welcome to Travel, Concur’s powerful employee travel management solution that enables you
to create travel bookings online.
Concur’s Travel feature enables you to:


Search the same vendor inventory that your travel agency uses.

Find, coordinate, and reserve your airline, rental car, hotel, rail, limo, or dining reservations for
your business travel.

Comply with your company’s travel policy when booking your travel.
General Information
Travel Agency-Travel Leaders
Domestic
800 741-4116, press 1
Travel Guidelines (Also reference the Travel Policy)

Travel Air (Coach/Economy class is the only authorized class of travel)
o Domestic Airfare:
Up to $600 per round trip
o International Airfare: Up to $1,750 per round trip

Travel Auto
o Car Rental
 Full size or smaller
 Up to $50 per day
 Damage liability insurance must be included in all car rental agreements
o
o
Mileage reimbursement: .55 per mile (changes on 1/1 of each year or adjusted
throughout the year based off IRS updates)
Taxi/Cab Rides:
 Up to $50 each way for travel to & from the airport

Travel Lodging
o Hotel:
 Up to $275 per day domestic
 Up to $350 per day internationally

Travel Meals
o $12 Breakfast
o $18 Lunch
o $35 Dinner
 $65 TOTAL PER DAY for all meals.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
32

Section 1: Log on to Travel
How to…
Additional Information
4. Log on to Travel following your company’s logon
instructions.
Your password is case sensitive.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
If you are not sure how to log on, check with your
company’s administrator.
33

Section 2: 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
Use the Trip Search section.
This section provides the tools you need to book a
trip with any or all of these: flight, car, hotel, limo,
and dining.
This section appears on My Concur only if your
company uses Travel.
Explore the Weather section.
This section shows you the weather conditions at
any selected airport.
The Weather section is not available if your
company uses Concur Standard.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
34
Section 2: Explore the My Concur Page (Continued)

How to…
Additional Information
Explore the Trip List section.
This section lists your outstanding trips.
This section appears on My Concur only if your
company uses Travel.
Explore the Trips Awaiting Approval section.
This section lists the trips awaiting your approval.
This section appears on My Concur only if your
company uses Travel and if you are a Travel
approver.
Explore the Travel Info section.
This section provides contact information for help
with booking travel and general travel information.
This section appears on My Concur only if your
company uses Travel.


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.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
35
Section 3: Update Your Travel Profile

Before you use Travel for the first time, update your profile. You must save your profile before you first
attempt to book a trip in Travel.
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).

Step 1: Change Your Password
Your company decides if you can change your password. If allowed, you will change your password on
the Profile tab.
How to…
Additional Information
5. On the My Concur page, select Profile from
the menu at the top of the page.
6. On the Profile submenu, click Change
Password.
If your company uses Single Sign On, you access
Travel via your company’s intranet. If that is the
case, you will not see this option on the Profile
menu nor will you be able to change your password.
7. In the Old Password field, enter your current
(temporary) password.
To change your password, you need to know your
old or temporary password.
8. In the New Password field, enter your new
password.
9. Verify your new password by re-entering it in
the Re-enter Password field.
10. Enter a word or phrase in the Password Hint
field to act as a reminder if you forget your
password, and then click Save.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
36
Section 3: Update Your Travel Profile (Continued)

Step 2: Change your Time Zone, Date Format, or

Language
How to…
Additional Information
11. 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, currently, date, and time format).
12. 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.
13. On the System Settings page, update the
appropriate information, and then click Save.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
37
Section 3: Update Your Travel Profile (Continued)


Step 3: Update Your Personal Information
How to…
Additional Information
14. On the My Concur page, click Profile on the
menu at the top of the page.
15. 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.
16. On the My Profile page, update the appropriate
information, and then click Save.
Complete these sections of your travel profile:

Name & Airport Security

Home Address

Work Address

Contact Information

Emergency contact

Travel Preferences

Credit Cards
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.
If you cannot edit these fields, contact your travel
agency or travel manager to make changes.
The country you select in the work address fields
will determine the default map that appears on the
Concur Travel Map tab.
There are several Save buttons on the profile page.
You only need to save once as every Save button
saves the entire profile.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
38
Section 3: Update Your Travel Profile (Continued)


Step 4: Set Up a Travel Arranger or Assistant
How to…
Additional Information
17. 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.
18. On the Profile dropdown menu, click Personal
Information.
The primary assistant’s name and work phone
number become part of the traveler’s GDS profile, if
configured.
19. Click Assistants at the top of the page.
20. Click Add an Assistant to search for your
assistant’s last name.
21. In the Search Criteria field, enter the
assistant’s name.
Important: Your assistant must have an existing
Travel account before you can add him or her to
your profile.
Hint: When searching, use the following format:
LastName,FirstName (no spaces).
For example: Smith,June
22. Click Search.
23. Click the Assistant dropdown arrow.
The Assistant dropdown list shows any individuals
that match your search criteria.
24. Select the appropriate name from the dropdown
list.
25. Select Can book travel for me.
26. Select Is my primary assistant for travel.
27. Click Save.
Use this option if you want to have this assistant
included on any agency-generated emails about
your trips. This will only occur if your Travel
Management Company has configured your site to
send information to your GDS profile.

© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
39
Section 4: Make a Travel Reservation
Step 1: Make a Flight Reservation

How to…
Additional Information
28. 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.
29. Select one of the following types of flight
options:

Round Trip

One Way

Multi-Segment
30. In the Departure City and Arrival City fields,
enter the cities for your travel.
When you type in a city, airport name, or airport
code, Travel will automatically search for a match.
31. 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.
32. If you need a car, select the Pick-up/Drop-off
car at Airport checkbox.
Depending on your company’s configuration, you
can automatically reserve a car, allowing you to
bypass viewing the car results. After you select a
vendor and car type, a car is automatically added to
your reservation.
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.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
40

Step 1: Make a Flight Reservation (Continued)
How to…
Additional Information
33. If you need a hotel, select the Find a Hotel
checkbox.
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.
34. If also booking for a companion, from the
Number of Adults dropdown menu, select the
number of adults traveling.
Your company decides if this field appears in the
Trip Search section. When displayed, if a companion
is selected, the payment screen will provide the
option to use the credit card from the companion’s
profile.
35. To search only fully refundable fares, select the
REFUNDABLE only checkbox.
36. Select Search flights by Price or Schedule.
The forward tab that you see on the search results
screen will depend on which you select.
37. Click Search.
Depending on your company’s configuration, you
might be notified that there are non-stop flights, but
they don’t exactly fit the times you have entered. If
you want, you can change your search criteria to
include non-stop flights.
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.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
41

Step 1: Make a Flight Reservation (Continued)
How to…
Additional Information
38. Review the search results on the Shop By
Fares tab, and then click Show Details.
Click show details to expand flight information, to
view fare rules and, if needed, to add or choose a
different frequent flier program. Travel
automatically selects the corresponding frequent
flier program from the profile, if available.
To select a seat, click the View Seatmap icon next
to the flight. A code for seats appears at the bottom
of the page, showing which seats are available,
occupied, or considered preferential.
39. Select any green (unoccupied) seat and position
the mouse pointer over a seat to see the seat
number.
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 Travel, 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.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
42

Step 1: Make a Flight Reservation (Continued)
How to…
Additional Information
40. 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.
41. Once you have made your seat selection, click
Close. Repeat for all flights.
42. From the Shop By Fares tab, click Reserve to
select your airfare.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
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. Yellow
buttons will not appear if your company
uses Concur Standard.

A red Reserve button indicates the fare is
outside of policy. If you select this fare, you
must enter additional information and wait
for manager approval. The trip will not be
ticketed until it is approved by a manager.
43
Section 4: Make a Travel Reservation (Continued)


Step 2: Select a Car
How to…
Additional Information
43. If you selected Pick Up/Drop off Car at
airport on the Flight tab, you will see the
results for the car search.
If you selected Automatically reserve this car,
Travel will add your car and then display your hotel
results.
44. 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.
Depending on your company’s configuration, you
might be able to select In-car GPS system or Ski
rack under Car booking options on the right.
Other preferences or car program ID numbers can
also be added.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
44
Section 4: Make a Travel Reservation (Continued)


Step 3: Select a Hotel
How to…
Additional Information
45. 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.
46. To filter by hotel chain, enter the chain name in
the With names containing box next to the
Sorted by box
Depending on your Company’s configuration, you
might be prompted to provide the hotel information
if you are booking a roundtrip overnight stay without
a hotel.
To filter by multiple chains, in the Hotel chain box
on right, click hide all and then select only the
chains you want displayed.
47. Use the filter options to narrow your search by
Amenity or Chain.
48. 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.
Your company’s preferred hotels are indicated with
pink dots.
49. Click the more info link for a specific hotel to
find more detailed information for the hotel.
50. Click choose room to view room rates.
51. 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.
Yellow buttons will not appear if your
company uses Concur Standard.

A red Reserve button indicates the hotel
rate is outside of policy. If you select this
rate, you must enter additional information
and wait for manager approval. The trip will
not be ticketed until it is approved.
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 grey or yellow diamond indicates that the hotel
property is company preferred.
After clicking the Reserve button, the Hotel
confirmation page appears.
52. Review the information on the Rate
details/Cancellation policy pop-up window,
click to agree, and then click Continue.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
45

Step 3: Select a Hotel (Continued)

Step 4: Complete the Reservation
How to…
Additional Information
53. 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.
Depending on your company’s configuration you
may be able to add Parking, Taxi or dining at this
time.
54. 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. If you have any special requests for
the travel agent, please enter them into the agent
comments section. Some request may result in
higher fees.
55. Click Next.
You will see the name and itinerary, along with the
quoted airfare amount.
56. Click Purchase Ticket to finalize your trip.

© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
46
Section 5: Cancel or Change an Airline, Car Rental, or
Hotel Reservation

How to…
Additional Information
57. At the top of the My Concur page, click
Travel.
58. On the Upcoming Trips tab, click the name of
the trip you want to change.
Flight changes are available for e-tickets that include
a single carrier.
If the trip is already ticketed but has not occurred,
you can change the time and/or date of the flight.
Your change options will be with the same airline
and routing.
Directly contact your travel agency, the appropriate
Website, or vendor if you did not book your trip
using Travel.
59. From the Trip Actions menu, click Change
Trip.
60. On the Itinerary page, select the portion of the
trip you want to change.
61. To cancel your entire trip, click the Upcoming
Trips tab
From the Itinerary page, you can:

Email your itinerary

Change seat

Change the flight day or time for travel (you
cannot change the airline)

Add, change, or cancel parking

Add, change, or cancel a taxi

Add, change, or cancel car rental

Add, change, or cancel hotel

Add, change, or cancel dining
When you cancel a trip, if your ticket is refundable,
your ticket will be voided or refunded, as applicable.
If your ticket is non-refundable, and you cancel it in
accordance with the airline rules, an e-ticket will be
retained that you can apply to future trips.
62. From the Trip Actions menu, select Cancel
Trip, and then click OK.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
47

Section 6: Travel Action Buttons and Icons
Button/Icon Description
Airfare: Click to view your airfare booking information.
Car Rental: Click to view booking information for your car rental.
Lodging: Click to view your lodging booking information.
Multiply: Reverses the exchange rate when working with foreign out of pocket
transactions.
Rail: Click to view your rail booking information.
Reserve: Reserves the selected trip details.
Seat map: Click to view the flight seat map.
Yellow Diamond: Indicates a company preferred vendor.
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
48
Assistants & Travel Arrangers ............................... 39
Cancel a Reservation .............................................. 47
Car Reservation ...................................................... 44
Change a Reservation ............................................. 47
Flight Reservation .................................................. 40
Flight tab................................................................. 40
Hotel Reservation ................................................... 45
Itinerary page .......................................................... 47
Log on..................................................................... 33
My Concur .............................................................. 34
Customizing........................................................ 35
Trip List section.................................................. 35
Trip Search section ....................................... 34, 40
Trips Awaiting Approval section ....................... 35
Weather section .................................................. 34
Password ................................................................. 36
Personal Information .............................................. 38
Reservation
Cancelling ........................................................... 47
Car ...................................................................... 44
Changing ............................................................ 47
Completing ......................................................... 46
© 2008-2011 Concur Technologies Inc. All rights reserved.
Revised: March 16, 2011
Flight...................................................................40
Hotel ...................................................................45
Reserve buttons
Flight...................................................................43
Hotel ...................................................................45
Seats, selecting........................................................42
System Settings.......................................................37
Travel Arranger ......................................................39
Travel Assistant ......................................................39
Travel Profile ..........................................................36
Changing password.............................................36
Date Format ........................................................37
Language ............................................................37
Time Zone...........................................................37
Travel Assistant ..................................................39
Updating Personal Information...........................38
Travel Reservation ..................................................40
Trip Booking Information page ..............................46
Upcoming Trips tab ................................................47
You are Administering Travel For dropdown menu
............................................................................36
49
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising