Concur Expense Training

Presenters:

Jasmin Hernandez

• What is Concur Expense?

• What will it do for me?

• The Expense Reporting Process

• Status Updates & Approval Notifications

• Concur Expense Reimbursement

• Concur Audit Rules

• Concur Expense Demonstration

• Questions

Agenda

What is Concur Travel & Expense?

• Concur Travel & Expense delivers One Touch Business TravelTM by integrating travel reservations in expense reporting data in one application.

• Concur Smart Expenses match travel itinerary information, corporate card data and e-receipts from participating travel suppliers resulting in completely trusted, guaranteed transactions with no need for auditing

• Provides intuitive screen design• Provides you with a seamless travel & expense experience• Saves you time submitting expense reports and leads to quicker

reimbursement• Eliminates need for paper by using faxing for paperless receipts when you

use Concur Smart Expense vendors• Decreases the amount of receipts to track which lowers the possibility of

losing a receipt• Saves time by pre-populating corporate card date and associating the data to

an expense report• Notifies users via email regarding the status of approvals and payments• Expedites expense report processing

What Will It Do for Me?

The Travel & Expense Report Process

Resubmit a report

Rejected reportsent to Accounting

Reviews pre-populated

e-receipts

Submit report for approval

Approving Manager

reviews report

Partially approved/rejected report

sent to Accounting

Authorized reportsent to Accounting

Accounting authorizes

reimbursement

Reimbursement

Incurs TravelExpenses

UseSmart Expense

Vendors

Update Your Expense Profile

1: Review Your Expense Settings- Click on the Profile tab at the top of your login page- Edit your expense settings for each of the 6 categories

Expense Setup

Expense Preferences

2: Select Expense Preferences- Edit preferences for email notifications, prompts and Concur display.- In the Expense Settings section, click Expense Preferences.- In the Send email when section, select the applicable checkboxes.- In the Prompt section, select the applicable checkboxes.- In the Display section, select the applicable checkboxes.- Click Save.

Expense Setup

3: Expense Approvers: - In the Expense Settings section, click Expense Approvers.- Review your Expense Approvers (if you feel there is an error contact

jasmin@drinkneuro.com

Expense Approvers Expense Setup

Expense Attendees

4: Add Favorite Attendees- In the Expense Settings section, click Favorite Attendees.-Click New Attendee.- Select the Attendee Type from the list.- Enter the Last Name of the attendee.- Enter the First Name of the attendee.- Enter the Attendee Title.- Enter the attendee’s Co.- Click Save. - Your attendee list will be saved for future expense reports.

Expense Setup

Create an Expense Report

- On the My Concur page, click either the Expense tab at the top or in the Exp. Report column of the Trip List section, click the button for the appropriate trip.

Create Report

Create a New Expense Report continued…

- 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.- Click Next.

Create Report

Add an Out-of-Pocket Expense to the New Expense Report

- Type the expense name in the search bar or select the type of expense from the list of expenses

Create Report

Add an Out-of-Pocket Expense to the New Expense Report

- On the New Expense tab, select the appropriate expense type.- 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.

Click Save.

Create Report

Review the Exceptions

- If you have exceptions, click the exception that you want to review.- Reports cannot be submitted until all exceptions have been cleared. - Make the appropriate changes, and then click Save.

Create Report

Attaching Receipts

- Select Print and click on Neuro Brands Fax Receipt Cover Page. - You will see the following screen pop up with a bar code

Create Report

Attaching Receipts

- Follow the instructions stated on the fax cover sheet and fax all your receipts to the number on the front.

- You may also attach PDF copies of your receipts by clicking on the Attach Receipt Images here and uploading saved pdf files from you computer.

Create Report

Submitting Expense Reports

-Click the “Submit Report” button after all receipts have been attached and all exceptions have been cleared. -- Read the terms outlined and hit the button “Accept & Submit”

Create Report

• Status Updates are sent via email every time your expense report status changes

• Expense: Approved, Rejected, Resubmitted, and Authorized for Payment

• Email messages contain the URL to Concur Travel & Expense

• Approval Notifications are sent to your manager when your report is ready for approval

Status Updates & Approval Notifications

• Reimbursement will occur via Concur EFT/direct deposit (for those that apply) or company check

• Frequency: Paid every Friday if report is submitted by Tuesday at 5pm prior to that Friday.

Concur Expense Reimbursement

Concur Audit Rules

Expense Type LimitAirfare $1,000

Breakfast $15

Daily Meals $65

Avg. Attendee Cost $75

Business Meal $500

Car Rental $1000

Preferred Vendor Hertz

Dinner $35

Ent. – other $500

Lunch $15

Lunch –weekly $105

Office Supplies $50

Parking $25

Taxi $100

• Note: Expenses that exceed audit rules will show up as an exception on your report.

• Submit expenses on a timely basis. Expenses over 90 days old will show up as exceptions on your report.

Useful Links:

Training site: http://www.concurtraining.com/customers/drinkneuro/

Training setup Concur Mobile:

1)Android: http://www.concurtraining.com/customers/tech_pubs/MobileDocs/Intro_Mobile_Android.pdf

2)Blackberry: http://www.concurtraining.com/customers/tech_pubs/MobileDocs/Intro_Mobile_BB2.pdf

3)Iphone: http://www.concurtraining.com/customers/tech_pubs/MobileDocs/Intro_Mobile_iPhone.pdf

Thank You

Questions