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Create & Submit a New Expense Report

An Expense Report must be submitted in Concur for all PCard transactions and reimbursements to faculty and staff.

Expense Reports can be created by enabling the Expense Assistant tool or from an approved Travel Request.

Non-travel expense reports are submitted at the end of each month and must contain all PCard charges for the period. Out-of-pocket expenses can be included in the monthly non-travel report as needed. These reports must be submitted for approval by the 10th of the following month.

Travel expense reports are submitted once at the completion of the event and must contain all event related expenses (lodging, transportation, per diem or meals, parking, taxi, etc.). These reports must be submitted within 14 days of the end of the event.

To begin a new report, click on the Expense Tab from the Concur homepage, then click Create New Report.

Additional Resources:

Report Header

Required Fields:

    1. Policy: Select one of the following options
      • Non-Travel – used to create an expense report that will not contain any travel expenses.
      • Travel – used to create an expense report that will contain airfare, lodging, meals, mileage, or other travel expenses for any UT faculty, staff or student travelers. This includes local mileage, parking, and business meal expenses.
    2. Report/Trip Name: Enter a name that identifies the Report
      • For non-travel reports, it is recommended to include the month and year. Example: “January 2020 non-travel”.
      • For travel reports, the name should match the associated Travel Request.
    3. Report/Trip Start Date: Enter the appropriate date
      • For non-travel reports, this should be the first day of the month.
      • For travel reports, this should be the date the traveler departed.
    4. Report/Trip End Date: Enter the appropriate date
      • For non-travel reports, this should be the last day of the month.
      • For travel reports, this should be the date the traveler returned.
    5. For Non-Travel Expense Reports Only:
      • Report Month: This should be assigned based on the month the expenses were incurred.
    6. For Travel Expense Reports Only:
      1. Report/Trip Purpose: Select the best option from the dropdown. Note: This selection may alter the approval workflow.
      2. Trip Type: Select the most descriptive option that applies to the event. Note: This selection will determine which account is mapped for the expenses.
      3. Business Purpose: Enter the justification for the request to travel.
      4. Requests: Add the approved Request to the current report. If an approved request is not properly linked, an exception will be generated and the report will be sent to the user’s Vice President or Dean for approval. See Link an Approved Travel Request to an Expense Report for more information.
    7. Index: Enter the primary index that funds are being requested from. See Allocating an Expense for more information.

Once all data is entered, click Next and a pop-up window titled “Travel Allowances” will appear. Users should select 'Yes' if a Travel Report that will include meal expenses is being created. Otherwise, users should select 'No'.

If changes need to be made to the Report Header after the report has been started, users can access the header from the Details menu within the existing report.

Enter Travel Allowances and Itinerary Details

The following only applies to Travel Expense Reports that will include meal expenses. Travelers are not eligible for meals when completing a single day trip.

Note: Itineraries are only needed on the traveler’s report when meals or per diem are being reported. If an assistant’s card is used to book travel, the assistant does not need to complete an itinerary for the report.

Required Fields:

    1. Itinerary Name: This will default to match the report name.
    2. Selection: Select one of the following options
      • Per Diem – this is the default selection. Per diem allowances are automatically calculated based on the dates of travel and the destination. Users are not required to provide meal receipts, but an event agenda should be included in the expense report to verify allowances.
      • Actuals – used to enter actual meal costs in lieu of per diem. Reimbursements cannot exceed the daily per diem allowance. Users may be required to provide itemized receipts.
      • Note: Users cannot combine per diem and actuals within the same expense report.
    3. Departure City: Enter the city where the traveler began the trip.
    4. Date: Enter the date the traveler departed from the Departure City.
    5. Time: Enter the time the traveler departed from the Departure City.
    6. Arrival City: Enter the destination city for the traveler.
    7. Date: Enter the date the traveler arrived at the Arrival City.
    8. Time: Enter the time the traveler arrived at the Arrival City.

Once all required fields have been entered, click Save and then repeat 3-8 to add the next segment of the itinerary. All itineraries must have at least two segments to be valid.

For single-day trips, the itinerary should contain an outbound segment and a return segment.

Example:

    1. Segment #1: Depart Toledo, OH on 01/01/2020 at 10:00am; Arrive Detroit, MI on 01/01/2020 at 11:00am
    2. Segment #2: Depart Detroit, MI on 01/01/2020 at 6:00pm; Arrive Toledo, OH on 01/01/2020 at 7:00pm

For a trip with multiple destinations, the itinerary should contain a segment for each overnight stop.

Example:

    1. Segment #1: Depart Toledo, OH on 01/01/2020 at 10:00am; Arrive Chicago, IL on 01/01/2020 at 2:00pm
    2. Segment #2: Depart Chicago, IL on 01/02/2020 at 10:00am; Arrive Dallas, TX on 01/02/2020 at 11:00am
    3. Segment #3: Depart Dallas, TX on 01/03/2020 at 8:00am; Arrive Toledo, OH on 01/03/2020 at 10:00pm
    4. If the traveler stopped in Chicago on 01/03/2020, but did not stay overnight, this does not need to be included as a segment.

Once all segments have been entered, click Next.

From the Available Itineraries screen, users can confirm that the correct itinerary is assigned to the report. Itineraries can be assigned, unassigned, or deleted as needed.

Once the correct itinerary has been assigned, click Next.

On the Expenses & Adjustments screen, users must accurately self-report any meals that were provided by checking the appropriate boxes in the table. If the traveler’s hotel stay included breakfast, the event host or conference provided any meals, an in-flight meal was served, or if any business meals took place, these should be reflected properly in the meal table. Users may also exclude per diem allowances for an entire day as needed.

Once all meals are properly reported in the meal table, click Create Expenses to add per diem to the expense report.

If a meal itinerary needs to be added or changed within an existing report, the travel allowance menus can be found under the Details menu within the report.

Additional Resources:

Add Expenses to an Expense Report

Available Expenses import automatically from the Purchasing Card, from E-Receipts, or from a Trip Itinerary booked through Concur. Expenses also import from the Mobile App. All Purchasing Card transactions will be identified with a credit card icon, see User Interface Icons for more information.

Import a Purchasing Card transaction:

    1. While in your open Expense Report, click Import Expenses.
    2. From the list of Available Expenses, shown on the left side of the page, check the box to the left of each card charge that you want to assign to the current Expense Report.
    3. Click Move when you have finished selecting card charges.

NOTE: If a card charge(s) does not appear in the Import window, the merchant may not have posted the transaction. Please wait until the charge is posted and available in Concur before attempting to add the expense to a report. If you attempt to enter PCard transactions manually, the expense is created as an out-of-pocket expense and will result in a payment to the employee. Depending on the vendor, charges typically take two to three days to appear in Concur. If more than 10 days have passed and the charges are still not available in Concur, please email PCardTravelSupport@utoledo.edu.

Expenses can also be imported from the Manage Expenses page.

    1. Select the charge you wish to move.
    2. Click Move.
    3. Then select the appropriate report from the dropdown menu.

NOTE: If the system is unable to match an E-receipt or Trip Itinerary to a purchasing card transaction, a Smart Expense window may appear asking you to confirm the Match between a card charge and E-receipt or Trip Itinerary. You may also choose to Un-match a card charge and E-receipt or Trip Itinerary.

Add an Out-of-Pocket Expense:

    1. Click New Expense.
    2. Select the appropriate Expense Type from the list or use the search box.
    3. Complete all required fields: Transaction Date, Business Purpose, Vendor Name, Payment Type, and Amount.
    4. Click Save.

NOTE: When the Payment Type is ‘Cash or Personal Credit Card’, this means the expense was paid out-of-pocket and you will be reimbursed to the user for the amount entered. These expense entries should only be included on a report within the traveler’s profile and should not be submitted within a delegate’s report. Purchases made with gift cards, points, miles, or other rewards credits are not eligible for reimbursement. These expenses can be entered along with PCard charges in a single expense report.

Additional Resources:

Attach Receipts or other Documentation

Uploading Receipts at the Expense Line Item:

    1. Select the Expense within the report.
    2. Click Attach Receipt.
    3. In the Attach Receipt window, click Browse to search your computer for the file OR select the receipt image from your library of Available Receipts.
    4. Click Attach when finished.

Attaching Receipts at the Report Level:

    1. Click Receipts menu to add a receipt image or supporting documentation at the Report level.
      • This should only be utilized when the document is applicable to the entire report or multiple transactions within the report.
    2. Select Attach Receipt Images from the dropdown menu.
    3. Click Browse.
    4. Locate the document file on your computer and then click Open.
    5. Click Upload.

Note: An employee or their delegate can add supporting documents or receipt images to the Expense Report at any time during the approval process. This is a great alternative to recalling or having the approver return the report. The mobile app or emailing receipts are also great alternatives for uploading receipt images.

Additional Resources:

Previous: Manage Existing Travel Requests

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Next: Approve an Expense Report
Questions? - Please email PCardTravelSupport@utoledo.edu
Last Updated: 6/27/22