Concur Expense Management System - Login | My …

1 Concur Expense Management System USER GUIDE Concur User | Page 2 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE DOCUMENT CONTROL Procedure Concur Expense Management System Procedure Number Date of Issue 22 July 2016 Last Reviewed 22 July 2016 Version Next Review 22 July 2017 Responsible Department Finance Concur User | Page 3 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE TABLE OF CONTENTS Concur Expense Management System .. 4 1. Objective .. 4 2. Application .. 4 3. Website User Guide .. 4 Login .. 4 Exploring the Home Page .. 5 Updating Your Profile .. 6 Upload Receipt Website Options .. 7 Expense Reports and Expense Items.

2 8 Approval Workflow .. 15 4. Mobile Application User Guide .. 16 Login .. 16 Exploring the Mobile Application iPad and iPhone .. 16 Upload Receipt Mobile Application Options .. 17 Expense Reports and Expenses .. 18 Approval Workflow .. 22 5. FAQ .. 23 6. Concur Expense Flow Chart .. 25 Concur User | Page 4 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE Concur Expense Management System 1. Objective TT-Line Company Pty Ltd has implemented Concur as an Expense Management System . This is the new way for all employees to claim their out of pocket business expenses. Access can be via an application on your mobile device or on the website. Concur is automated, fast and accurate. You are able to process the following items, obtain approval, track and manage your expenses.

3 Expense Claims Business Travel Account (BTA) Company Credit Card transactions 2. Application The user guide provides guidance of the most efficient way to create, submit and review Expense reports on the web browser and mobile application. 3. Website User Guide Your Login user ID and password will be received via email along with the starter information pack including a quick reference guide. Login To log on to Concur , access the website: a) In the User Name field, enter your Company email address including . b) In the Password field, enter your password which is case sensitive c) Click the Sign In button Concur User | Page 5 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE Exploring the Home Page The web home page contains the following sections and a links.

4 My Tasks provides links to: -Your available expenses -Open reports -Approvals that require attention The Quick Task bar provides links to: -Start a new report -Open reports -Manage available expenses -Upload receipts Profile is where you set up your user preferences, act as a delegate and sign out Open Reports section details Active Reports and their status: -Un-submitted Reports -Submitted Reports -Pending Approval -Approved -In Accounting Review -Paid Reports Expense is where you open up a link to Manage Expenses and their current status To return to the home page from any other page, click the Concur logo on the top left of the screen Company Notes includes comments about any notifications or updates from Finance which you should be aware of. Links are available to the My Spirit > My Workplace where you will find: - Our Concur User Guide - Concur Clue Card, quick reference guide - Finance Bank Account Details form End User Training is where you will find detailed interactive training videos and downloadable materials provided by Concur .

5 Concur User | Page 6 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE Updating Your Profile Use the profile options to set or change your personal preferences. They include: Expense Delegates, Expense Preferences, Email notifications, Attendees Expense Delegates Delegates are employees who are allowed to perform work on behalf of other employees; this is usually personal assistants performing administrative duties for managers. This must be set up in the delegators profile first. To access the profile information: a) Click Profile > Profile Settings. The Profile Options page appears b) Click the Expense Delegates menu option and assign a delegate indicating which tasks can be performed, excluding approval options Acting as a Delegate If you are acting as an Expense delegate for another employee (delegator): a) Click Profile > Act on behalf of another user, select the appropriate delegator's name.

6 B) Click Apply NOTE: Notice that the Profile menu now displays Acting as and shows the name you just selected. You are now officially working on behalf of that person. Complete the normal processes of creating reports, printing, etc. Any changes you make affect only the delegator and do not change your personal information. You cannot access all profile options for your delegator, such as reports requiring approval. Concur User | Page 7 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE Upload Receipt Website Options To submit a business Expense you must capture the receipt and upload to the receipt store. The options to upload receipts to the store include, electronically by email, scan the invoice or by taking a photo via the mobile application. The receipt images can be shared between the web browser and mobile application.

7 Option 1 Email Receipt and save in Receipt Store Use this option for uploading electronic receipts received directly from a supplier. a) You must verify your email address with Concur before using this function, refer here b) Email your receipt from the verified email address to c) For accepted files types, refer here NOTE: Multiple receipts as separate attachments can be sent in the one email from your PC. Option 2 Select a receipt image saved to the Receipt Store Use this option to select photos you have taken with your mobile device and saved to the receipt store. a) To save photos of your receipts to the receipt store using your mobile device, refer here. b) From your Expense report click the Available Receipts link to display the receipts currently in your receipt store Option 3 Browse for Receipt Use this option for uploading electronic receipts which have been saved on the network/hard drive.

8 A) When Upload Receipts has been selected b) Click the Browse button to choose a document saved on the network c) For accepted files types, refer here d) Navigate to the file e) Click Open f) Click Attach Concur User | Page 8 of 25 If printed, this User Guide is an uncontrolled copy which may not be current. Please visit the intranet to view the current version of this Procedure. USER GUIDE Expense Reports and Expense Items Create a New Expense Report and attach receipts It is recommended you upload all of your receipts to the Receipt Store prior to completing this step, refer here a) Click Start a Report on the Quick Task Bar b) On the Report Header page, complete all required fields (marked with red bars) c) Report Name: eg: Report (date Expense report is created) d) Report Date: Default s to today s date MM/DD/YYYY (update if desired) e) Comment: Insert a useful comment for future tracking or reviewing f) Click Next g) On the Expenses page, click the Available Receipts hyperlink on the top right side of the page to display Expenses > New Expense > Available Receipts side by side.

9 H) From the New Expenses form in the middle of the page, select the Expense Type from the list displayed i) Complete all mandatory fields (marked with red bars) with available information > insert a Comment detailing Expense purpose if required for approval. Expenses cannot be forward dated; they must be the date on invoice. j) Attach the receipt by clicking on the green icon in the top left hand corner of the receipt image in Available Receipts k) Some Expense types will require additional information to be added; accommodation expenses require itemization and meal expenses may require Adding Attendees to a Business Meal. NOTE: A Client Entertainment Expense must have a Business Guest as an attendee. l) Click Save m) Repeat steps h-l for additional expenses n) Review any expenses displaying a red icon indicating there are errors or missing information Select the item to display the error message o) Click Submit Report p) Click Submit Report in the pop up box q) Click Close on successful upload pop up box Concur User | Page 9 of 25 If printed, this User Guide is an uncontrolled copy which may not be current.

10 Please visit the intranet to view the current version of this Procedure. USER GUIDE Import Expenses If you create multiple expenses on your mobile device and you need to add them to a Report, Import Expenses is another option to add Available Receipts to an existing Expense Report. a) From the Expense Report Screen click the Import Expenses link b) Select all the expenses you wish to add to the Expense Report and from the Move dropdown list, click To New Report c) Select each item added to the Expense Report and complete the details. Quick Expenses The Quick Expenses button at the top of the Expense Report screen gives another option for entering numerous similar expenses. As the Quick Expenses screen does not allow you to view receipts in the receipt store to use this option you would need to have the physical receipts in front of you as well. a) From the Expense Report screen click Quick Expenses button b) Complete details of expenses in the table format, use the option to duplicate similar expenses and amend only the fields that vary c) Click Save Select each item added to the Expense Report and add receipt from Available Receipts.