The Vincit Group Concur Expense User Guide Your complete guide to expense reporting at The Vincit Group Christy Smith 4/12/2013 Table of Contents First Time Users ....................................................................................................................................................................... 2 Login .................................................................................................................................................................................... 2 Receipt Store Setup............................................................................................................................................................. 2 E-Receipt Activation ............................................................................................................................................................ 3 The Concur App ................................................................................................................................................................... 4 Creating a Concur Expense Report ......................................................................................................................................... 5 Starting an Expense Report ................................................................................................................................................. 5 Company American Express Charges .................................................................................................................................. 5 Coding Expenses ................................................................................................................................................................. 6 Personal Expenses ............................................................................................................................................................... 6 Out of Pocket (Cash) Expenses ........................................................................................................................................... 7 Check Totals .................................................................................................................................................................... 8 Attaching Receipts .................................................................................................................................................................. 8 Capture Pictures from PhoneBest Practice .......................................................................................................... 10 Scanning Receipts: ........................................................................................................................................................ 10 Faxing Receipts .............................................................................................................................................................. 11 Completing the Report .................................................................................................................................................. 12 Receipts ................................................................................................................................................................................. 13 Receipt Requirements ................................................................................................................................................... 13 Missing Receipts ............................................................................................................................................................ 13 Concur Smartphone App ....................................................................................................................................................... 14 Attaching Receipts ............................................................................................................................................................ 14 Creating an Expense Report from the App ....................................................................................................................... 14 Coding Expenses from the App ......................................................................................................................................... 15 Credit Card Charges ...................................................................................................................................................... 15 Out of Pocket Charges................................................................................................................................................... 16 Concur App for iPhone ...................................................................................................................................................... 17 Meals ..................................................................................................................................................................................... 18 Business Meals .................................................................................................................................................................. 18 Attendees ...................................................................................................................................................................... 18 Individual Meals ................................................................................................................................................................ 19 Auto Allowance ..................................................................................................................................................................... 19 First Time Users Login Go to www.concursolutions.com Username is your full e-mail address. Click forgot password if you have never logged into Concur. Then click Send me an email with a link to reset my password Receipt Store Setup The Receipt Store is the holding tank for all the receipts you upload from your phone. Once you upload them, receipts stay in your Receipt Store until you assign them to a report or an expense. To set up your store for the first time,go to the Expense tab. Click View Receipt Store. Type in your e-mail address and click Submit (do NOT click Next). You will receive an e-mail instantly. In this e-mail copy the Verification Code and type it in to the code above, then click Verify.Then click Next. (Do not click NEXT until you first click VERIFY). E-Receipt Activation This must be done for all users! In order to use the electronic receipt information provided by the Concur Travel Site, you must enable e-receipts in your profile. Go to the Profile Tab. Click E Receipt Activation. Click E Receipt Activation on the next screen. Then click I ACCEPT. The Concur App Users can upload receipts, view company card charges, and create and approve expense reports via their smart phone using the Concur App. Follow these instructions on your smartphone to download the app. Note: Every smart phone is different, so only basic instructions are provided. 1.Go to the Play Store, which is within the Apps page on your phone 2.Click the search Icon at the top and type in Concur. 3.Click the Concur app when it comes up on the next screen. Click Install. Click Accept & Download. Then the app will download and you can open it. 4.Once you download Concur, it will be in your app list.5.To log in to Concur, you will need to type in your e-mail address and whatever password you used to log into Concur on the computer. After the first login, your username/password will be saved and you will be logged in automatically. Creating a Concur Expense Report Expense Reports should be submitted monthly. Starting an Expense Report To begin, go to Expense > View Charges This will bring up all of your recent AMEX charges that have not been added to an expense report. Company American Express Charges To pull in ALL of the charges listed into an expense report, click the checkbox at the top of the list and click Add Selected Report HeaderNext, name the report (Tyson trip or November expenses etc.) and type in a business purpose such as client meetings, monthly expenses, or sales calls.Then click NEXT. Coding Expenses Note: When you first bring in AMEX charges, you will see a lot of exceptions at the top. Ignore these until you have coded all of the expenses you brought in, as youll clear up most of the exceptions just by coding them. Go through each of the expenses by clicking on each expense listed on the left and completing anything that has a RED line in the box on the right-hand side. Many of these items are automatically completed for you for American Express charges. Once you have coded all of the AMEX charges, review any exceptions at the top of the report and do as instructed to clear them. Personal Expenses If an employee inadvertently uses the company American express for a non-business expense, please mark the box on expense that says Personal Expense (do not reimburse). This means that this amount will be deducted from either the expense reimbursement check or the employees bank account. Out of Pocket (Cash) Expenses Concur should also be used for any reimbursable business expenses that were paid from an employees personal funds. To add an out of pocket expense, create or open an expense report. Click New Expense and select the appropriate expense type. Check Totals To see the total reimbursement amount to be paid, go to Details>Totals Coding Several Expenses at Once[Time Saving Tip!] If you have several expenses with common fields (such as several Personal Fuel charges, or many expenses with the same business purpose or project number), use these instructions to speed up expense reporting! To bulk update expenses in a report, click the checkbox next to each applicable charge. Then click Edit from the select that appears on the left. Enter the Expense Type or Business Purpose from the list and click save. Attaching Receipts For more information about receipts, please see the Receipts section of this handbook. Basic Process 1.Take Picture of the Receipt 2.Share with Concur 3.In the expense report, go to receipt store and assign receipts to appropriate expenses. Capturing the Pictures There are several ways to attach receipts to your report: 1.Take a picture with your phone and upload through the Concur app.2.Scan the receipts and upload on the website. 3.Fax the receipts Take Pictures with Phone - Best Practice Once you have downloaded the Concur app (instructions included in First Time Users section), you can share images with Concur quickly and easily without ever opening the app. The easiest way to add receipts to Concur is to take pictures with your phone and share them with Concur.1.Take a picture with your phones camera 2.Press the share icon. It may look similar to this:3.Select Concur from the list. 4.Press Share.5.The image is now waiting in your Receipt Store for you to attach to a report. You can also do multiple pictures at once using the Share Multiple featureon your phone. Scanning Receipts If you have access to a scanner, you can scan receipts (several on one page is acceptable). Once youve scanned the receipts, go to Receipts > Attach Receipt Images Click the box for the receipt you want to upload, and click Upload. Find your file and click OK when done. Faxing Receipts To fax receipt images, print a fax cover page for the report when you are done entering expenses on the expensereport. Print/Email > Vincit Fax Receipt Cover Page Assigning Receipts to Expenses Once you have uploaded receipts from your phone, you must assign those pictures to the related expenses. There are many ways of doing this, but the method shown below is proven to be the fastest method. 1.Open the expense report 2.Click on the receipt store. Click on the first receipt image that appearsthis will enlarge that image.3.For this receipt, locate the amount and then find the associated charge on the left that matches. Click anywhere on that expense line to open the expense 4.Once the expense is selected, click Save. 5.The receipt is now attached to that reportthis icon will appear:6.The next receipt will automatically appear. Repeat the steps until all have been attached. Completing the Report If you have completed the following: 1.Import all AMEX charges and code their Expense Types/Business Purposes 2.Enter any out of pocket charges like Auto Allowance/Mileage 3.Attach required receipt images You are ready to submit your report. Click Receipts Receipt Requirements The IRS requires that all business expenses have receipts in order to prove the legitimacy of the expense. A copy of a credit card statement is not adequate proof for the IRS. Out of Pocket Expenses Employees must submit a receipt image for all out of pocket business expenses, regardless of dollar amount. The only exception is for tolls, auto allowances, and personal mileage. Corporate Card Charges Employees must submit all receipts for all expenses on company credit cards, with the exception of meals under $25. Meal expenses under this $25 limit do not need receipts. This icon means a required receipt is missing: This icon means a required receipt has been attached: Missing Receipts If a receipt was not given or has been misplaced, there is a simple Missing Receipt Form that is housed on SharePoint within the Concur page. Once you complete the form, save it on your computer. Then, attach the receipt using instructions similar to Scanning Receipts to your computer. Click here for instructions. Please see Attaching Receipts section of Creating a New Expense Report for instructions on attaching receipts. Concur Smartphone App See the First Time Users section for instruction on download the app. Attaching Receipts Once you have downloaded the Concur app, you can share images with Concurquickly and easily without ever opening the app. The easiest way to add receipts to Concur is to take pictures with your phone and share them with Concur.6.Take a picture with your phones camera 7.Press the share icon. It may look similar to this:8.Select Concur from the list. 9.Press Share.10. The image is now waiting in your Receipt Store for you to attach to a report. You can also do multiple pictures at once using the Share Multiple feature from your phone. Creating an Expense Report from the App 1.Click on Reports 2.Click the + emblem. 3.Enter required fields (Report Name, Date, Business Purpose) 4.Click Save Coding Expenses from the App Once a report has been created, import AMEX charges or enter out of pocket expenses. Click the + at the top right to begin. Credit Card Charges 1.Create/Open an Expense Report 2.Click the + icon from the Report page3.Click Import Expenses 4.Click the menu button on your phone and click Select All 5.Click Add to Report. 6.Open each one and complete any fields in RED. Out of Pocket Charges 1.Create/Open an Expense Report 2.Click the + icon from the Report3.Select New Expense 4.Select an Expense Type from the list. 5.Complete all fields marked in red. Concur App for iPhone Attaching Receipts iPhones do not allow the share functionality for adding receipts. This must be done through the app itself. Meals Business Meals If you were entertaining clients or having an internalbusiness meeting, meal charges should go to theBusiness Meal expense type. Include the business purpose as well as attendee names. Note: If purchasing food for a large group, use attendeenames like Maintenance Crew Attendees To add an attendee to a business meal, click the New Attendee button. Once you enter the info once, its saved for future use.You can also type in the name in the attendee box if youve used it before. Individual Meals If you are travelling for business and are eating by yourself, your meal will go to Individual Meals.No attendee names are necessary for Individual Meals. Please complete all fields marked in red. Auto Allowance Please consult the Travel Policy for more information about allowable autoexpenses. If an employee is eligible for an auto allowance, this needs to be turned inwith the monthly expense report. Do not turn in a separate report for autoallowance only. To add an auto allowance to an existing report, click (this button can be found in the top left when in an expense report).Select the expense type Auto Allowance, which is under theTransportation heading.