concur travel & expense (cte)cte2.abbott.com/cte user guide.pdf · 2011. 2. 24. · concur travel &...

Concur Travel & Expense (CTE)

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GETTING STARTED WITH CONCUR

• Concur Travel & Entertainment Registration form:

– Found at Expense Reporting site: disbursements.web.abbott.com

– Look for Forms & Applications

– If you have an XMS profile, you will receive logon info automatically

• Coming Soon: website registration

After this demonstration, to further familiarize you with the tool, we have made available interactive

demonstrations found on the Corporate Disbursement Website. The link is on the left under Expense

Reporting; Concur Travel & Expense; CTE demonstrations.

CONCUR TRAVEL & EXPENSE (CTE)


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Access Concur from CTE.Abbott.com (no need for VPN access – access directly from the Internet)

• In your Web browser’s address bar, type CTE.Abbott.com, which will lead you to the Concur

Travel and Expense Disclosure, where you will find a link to CTE (or XMS if you need to view old

reports)

• To log in to Concur, type your UPI@Abbott (NO .com) in the User Name field and your Password

in the Password field.

• On February 27th, you will receive an email with your password information.

• After you enter your Login ID and Password, click Login.


3 After you log in to the system, you will be at My Concur. At this page you will see:

• Available Company Card Charges: The section lists available charges and displays totals for

charges based on their report status. You can create a new expense report from this section

• Expense Reports: This section provides links to create a new expense report or view your

existing reports, authorization requests and cash advances. It also lists your unsubmitted

expense reports.

• The Approval Queue is where you will find reports that are awaiting your approval (your direct

reports). This section appears on My Concur only if you are an Expense approver and if you have

received at least one report for approval.

Additional tabs on the welcome page include:

• Travel: This tab will be between “My Concur” and “Expense” – at this time we are utilizing a

demo site which cannot integrate Travel in order to avoid booking travel accidentally. When

the system goes live, you will see the Travel tab in the location illustrated below:


4 • Expense: In this tab you will see your Active Reports, create a new report and view your

company card charges

• Profile: In this tab is your personal information, system settings such as time zone and language,

and mobile registration

• Help: Opens a window with help topics

• Log Out

From the Profile tab, you will find:

1. Your information, including: • personal information • company information • contact information

2. Expense Settings: • Expense information • DELEGATES • Preferences • Approvers • Favorite attendees

3. Other Settings: • System settings • Mobile Registration

4. Travel Preferences: • Loyalty program numbers • Emergency Contact info • Passport nubmers, with expiration dates

All links can be access from either the tabs across the top or the list on the left of the pane.


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Clicking on the HELP button opens a pop‐up window with help topics.

If you cannot find the information you need from the help tab, call the Corporate Disbursement Help Desk (available

7:00 a.m. to 7:00 p.m. CST, Monday through Friday) 1‐866‐848‐6841, or email [email protected].

A nice feature of this system is the ability to customize you MY CONCUR screen. You can drag your approval queue to

the top of the page; or perhaps you would rather see your American Express transactions at the top. The layout is your

choice – just drag the title bar of the section.

TRAVEL


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Additional resources:


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When booking travel in the TRAVEL tab, the navigation is similar to public sites such as Travelocity, Orbitz and Expedia.

• You can search flight, car and hotel

• Reserve buttons will indicate out of policy instances

• Travel booked using this tool can be modified here as well.

Note: A nice feature of this tool is when booking travel, you will be prompted to name your trip. The system will

automatically create and start an expense report with the name of the trip


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All unused, non‐refundable tickets will now display in your profile.


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EXPENSE REPORTS

Now that you know how to get into and move around in Concur, let’s jump right in and create an expense report so

you can get reimbursed!

To create an expense report, begin by clicking the New Expense Report link under Expense Reports section of the

My Concur page, or you can access from the Expense tab/ View Reports/ Create New Report.

This will bring you to the Report Header page, where you will be asked to enter information that will help you and your

approver identify your report.

• The report name is how you will identify and track this report in Concur. The report name must be unique

for all reports you create. To be sure the name is unique, we suggest including the date somewhere in the

report name (for instance Training‐02.14.2011).

• Some fields will automatically populate, such as report date and department/cost center, although you can

change this if you need to charge a different department either the entire report or a single item.

• If the left border of the field is red, this indicates a required field.

When all required fields are filled in, scroll down and click NEXT.

• After you create the report header and click Next, you will be “in” the report. Above the New Expense tab

will be the name of the report you are in (Concur Demo, in this case).

• Now you can start entering expenses!


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• Use New Expense for items paid for out of pocket.

• In the right pane, use the search box to search for the expense type

o scroll to find what you need

o OR you can begin entering text

• By entering “BUS” any expense type with this combination of letters is shown. We will select Bus to add it to

our report.

Once you click on Bus, the right pane will open so you can add required information:

• Transaction date

• Amount

• Currency type if USD is not your default currency (we will cover foreign currency later in this

demonstration).

After entering your information, click SAVE.


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COMPANY CARD TRANSACTIONS

When you use your company card, the data transfers automatically to Concur. This saves a lot of time typing and

reduces errors as well.

• To add company card charges to your report when you are in the report, click on Add Card Charges.

• Your recent company card transactions that have not been assigned to a report are listed on the right half of

the screen.

• To add an expense transaction from this list, make sure you have the correct expense report open on the

right, select the expense and click the Import link, OR you can drag and drop.

You can also access your company card transactions from the My Concur tab. Click on AVAILABLE COMPANY CARD

TRANSACTIONS

• Select the transaction you want to expense.

• You have two choices to add this to a report:

1. Add to an existing report

2. Create new report


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A Company Card transaction in a report is indicated by a green icon with the image of a credit card. Hovering your

mouse over the icon will open a pop up window with the details of the transaction:

• Vendor name and address

• Date of the transaction

• Amount of the transaction


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ITEMIZING A HOTEL BILL

To itemize a hotel entry, whether out of pocket or via company card transactions, choose the hotel expense type (all

of Abbott preferred hotels will be listed), enter the hotel name and date of the transaction and then click Itemize at

the bottom right of the pane.

After you click on Itemize, you will add the nightly room rate and any taxes that occur for each night. (Don’t worry if

you have multiple nightly rates for one hotel stay – you can edit each individual date after creating the entry!)

Additionally, you can add any nightly recurring charges, such as Internet charges and Parking.


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While itemizing an entry, the total amount of the expense is visible at the top right of the pane. As you can see, it

shows you the amount still remaining to itemize.

SPECIAL EXPENSE TYPES

FOREIGN CURRENCY TRANSACTIONS

Out‐of‐Pocket expenses incurred in a foreign currency will need to be converted into your home currency before

they can be reimbursed.

• Select expense type

• Select the date of the expense

• Select the currency type

When expensing foreign currency items, the exchange rate is tied to Oanda and populates automatically according

to the date entered and currency type.

If you know the exact rate you paid (perhaps from your currency conversion receipt or your credit card statement)

you can change the rate to match the exact rate you were charged. (Remember, you must submit documentation

for the exchange rate you enter manually.)


17 PERSONAL EXPENSES

You may have incurred some personal expenses on this trip. Personal expenses are non‐reimbursable. However,

any personal expenses on your corporate card must be accounted for.

• You must mark any expense that should not be reimbursed by the company as personal.

• At the bottom of the New Expense pane, you will see a checkbox labeled Personal Expense (do not

reimburse me). This will prevent payment from being distributed, including to Amex.

• If this item was on your Amex Company Card you must pay Amex directly.

On/Off Site meals

When adding a business meal with HCPs, select the expense type “Business Meal with HCP(s). In the BUSINESS PURPOSE field, you are offered a drop down menu where you have four choices: 1. Off‐site Meal with Business/Promo Discussion 2. Off‐site Meal with Speaker 3. On‐site Lunch‐n‐Learn/In‐Service 4. On‐site Other Promotional Meal


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Scrolling further down in the same pane, you will find the attendee section of the expense.

• To search for a name you have not previously entered into a report use the search button, or, if you have

entered the person in a previous report, use the favorites button.

• In the same manner as the expense type selection, as you enter text in the field to the right of favorites, any

names previously entered into report that match your text will begin to populate.

• As you use the system and type names into your reports, your favorites section will populate. Per OEC and

in in an effort to comply with the Sunshine Act, previous attendee and group lists will not transfer over from

the XMS system.

Sunshine Act

Attendee selection is more important than ever with the passage of the federal Sunshine Act.

Passed as part of healthcare reform legislation, the federal Sunshine Act will require Abbott to track and report

payments and transfers of value (such as meals) provided to physicians and teaching hospitals in all 50 states, Puerto

Rico, and D.C. The reports Abbott provides will be posted on a public website, which is likely to be scrutinized by the

government, media and HCPs. Proper identification of HCPs is necessary to comply with the law, and will also

maintain positive customer relationships.

To maximize the accuracy of Abbott's data, and in keeping with best industry practices, CTE includes some changes

to the way information is collected about attendees and recipients who are HCPs. These changes primarily pertain

to the way that licensed HCPs are added to an expense report. Currently, HCPs are added by either searching a

database, or through free‐form text entry. CTE will only allow licensed HCPs to be added by searching a database; if

a licensed HCP cannot be found in the database, the user must request the addition of the HCP, which will cause the


19 expense report to be placed on hold. The request will be researched by OEC and once resolved (within 1 to 3

business days), instructions will be emailed to the user explaining how to update their expense report and remove

the hold.

Based on experience with reporting data for states with existing transparency laws, the new CTE HCP attendee

selection process will provide a substantial reduction in the number of records that are sent back to users for after‐

the‐fact correction.

As you use the system and type names into your reports, your favorites section will populate. Per OEC and in in an

effort to comply with the Sunshine Act, previous attendee and group lists will not transfer over from the XMS

system.

PRINTING YOUR REPORT

Once your report has been submitted electronically, you must submit either of one:

1. A hard copy to the Expense Reporting back office with your receipts (this is the only option for reports with

foreign currency items)

2. Or an electronic version of you report and receipts. (Remember: NEVER upload or fax an expense report with an

amount due to Abbott from employee or a report with foreign currency transactions.)

To print your report, select your report from the Active reports in your Expense tab.

Click on the Print link to open the printing options.

You will submit your hard copy with, at minimum, the ABT US Receipt Report. The ABT Detailed report is optional to

submit, however you might want to print it for your records, as it shows all comments, attendees and original

currency.


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Notice that you also have the option of selecting “receipts required” – this option will produce a list of all receipts that

must be submitted with this report.

Please note – if you have a business meal with attendees on a hotel invoice, the system may not recognize the need for a

separate itemized receipt, as required by Abbott.

To submit the hard copy of your report electronically, you can fax it using the Fax Receipt Cover Page, or you have the

option of attaching receipt images. We are encouraging electronic submission via upload, rather than fax:

• From the receipts tab, select Attach Receipt Images (this requires that you scan them and save the file to

your computer). This option provides a clearer document that is easier to read than a faxed document.

• A new pane will open from which to locate your file. Locate the PDF of your receipts by clicking on Browse.

Once the document is located, click on Attach.

• Your receipts will attach in seconds. Use the “Check Receipts” option to verify that your receipts have

attached to your report


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From time to time your approver may send a report back to you for clarification, modification, or correction. In this case,

you will see that your report status has changed to “Sent Back to Employee.”

• If your report has been returned to you, comments and instructions can be viewed under the Details

tab where you will find the Audit Trail.

• Your report may need changes as directed by your manager or an Expense Reporting auditor. Once you

have made the necessary changes, you will resubmit the report for review and approval.

A feature that is new to us as users is the way individual items are handled by auditors. In Concur, an item can

be sent back by an auditor. In this situation, the system carves that item out of the current report and places it

in a new report with the word “Addendum” added to the report name. If your report was titled “Test Report”

the new report with the sent back item will now be called “Addendum to: Test Report.” If the expense item was

an AMEX transaction, it is still an AMEX transaction in the addendum report. Once the addendum report is

processed, Abbott will make the payment to your AMEX account as if it were approved on the original report.

1. If your expense simply needs proper documentation or a category change, you item will be sent

back and the system will create the Addendum to: report.


22 2. If, however, your expense has a policy violation, the item will be denied. In this scenario, if the

transaction was an American Express transaction, you will have to send payment directly to

American Express, as Abbott will not pay a denied item.

Remember, if you wish to see more demonstrations of this system prior to February 28th, please go to the

Expense Reporting website and look on the links on the left for CTE – Demonstrations:


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concur travel & expense (cte)cte2.abbott.com/cte user guide.pdf · 2011. 2. 24. · concur travel &...

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