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EXPENSEREIMBURSEMENT
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TempleemployeesmustuseConcurforALLreimbursement requests:• Travel.• Non-TravelFood (seminardinners, etc.).• MiscellaneouspurchasesnotmadeonP-Cardor
through TUMarketplace(i.e.,lumberatHomeDepot,artsuppliesetc.).
Atthetopofthewebsite, clickon“Expense”.
Under“ManageExpenses” youwillclickon“CreateNewReport”.
Thestatusofanypending reportswillalsobelistedhere
ClickHere
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Onthenextscreenyouwillfillinorselecttherequiredinformationmarkedbytheredverticallineonleftofeachfield.
Iftheexpenses areforaclass,youmustindicateintheReportNamesectiontheclassname,coursenumberandthesectionnumber.
OntherightyouwillbepromptedtoselecttheOrgandFund.
IfyouDONOTseetheFOAPALlisted,DONOTcreatethereport.SeeoneoftheFinanceTeamMembers.
APop-Upwillappearpromptingyoutocreateanitineraryforthereport.
1.Ifyoubooked aflightthroughConcur,you can“ImportItinerary”.2.Ifyoudidnotbookaflight,thenyouwillneedtocreateanitinerary.3.Iftheexpense isnotfortraveloronly foradaytrip,click“Cancel”. (SKIPTO
PAGE6TOCONTINUE).
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Onthebottomofthepop-up screenyouwillseeyour“AvailableItineraries”.Clickontheitineraryandthen“Assign”atthetop.Thiswillassigntheitinerarytoyourcurrentexpensereport.
Whenmanually creatinganitinerary,youMUST addatleasttwostops.1.Firstentry:DepartureCity– ArrivalCity.2.Second entry:DepartureCity– ArrivalCity.
Click“Next”atthebottomofscreentocontinue.
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Onthenextscreen,clickontheassigned itineraryandonbottomofscreenclick“Next”.
ClickHere
TheitinerarywillgenerateyourPerDiemexpenses.YoucanexcludetheperdiemratesforBreakfast,Lunchand/orDinnerbyclickingontheboxes.Whenyouaredoneclickon“CreateExpenses”.
IfyouneedtomakechangestoyourPerDiemexpenses, clickon“Details”,then“Expenses&Adjustments”.
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Ifyouneedtochangethedetailsofyouritineraryoraddastop,clickon“Details”andonthedropdownmenuselect“AvailableItineraries”.
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Onceyouhavecreatedyouritinerary(orclicked“Cancel”tobypass theitinerary)theexpensemenuscreenwillappearandyoucanselectthetypeofexpensesyouwantreimbursementunder.,i.e.,“EmployeeHotel”,“Taxi”,etc.
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Alistofyourexpenseswillpopulateontheleftsideofthescreen.Ifyouneedtomakecorrectionstoanyexpense,clickontheitemandtheright-sideofthescreenwillgobacktotheinput fieldsforthatexpense.
Clickonexpensetoedit
MealReceipts-ifitisfor10peopleorless, youmustlisteachpersonwhoattended.Ifitisformorethan10people, youmustlistinthecommentsectionthatthisisforagroupof10andmoreandwhatthemealisfor.
Ifyouhaveareceiptandthereisn’tanexpense typelisted, selectmiscellaneousandindicateindetailwhattheexpenseisforinthecommentsection.
Allsections thatarerequiringinformationwillbemarkedbytheredverticallineonleftofeachfield.
Allexpenses over$25,musthaveareceiptattachedtotheexpense.Thereceiptmustbeanitemizedreceiptandnotyourcreditcardreceipt.
Ifyouloseareceipt,youcanclickon“Receipt”andthen“MissingReceiptAffidavit”.Pleaselistinfulldetailwhattheexpensewasforandwhereitwasfrom.
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Ifyoubooked yourflightviaConcur orthroughWorld Travel,theflighthasalreadybeenpaidandthechargeappliedtothedesignatedFOAP.
YouwillneedtogointotheAirFareexpense andclickontheboxmarked“Personal/Prepaid”.
Thisoption appliestoALL expensethatwereprepaid.
Hotelexpenses requirethatyouitemizethenightlycharges.Onceyoucreatetheexpense, youwillclickonthe“Itemize”buttononthebottomright.
Thiswilldirectyoutothe“NightlyLodgingExpenses”tab.Enterthe“Check-inDate”andthe“NumberofNights”fieldwillpopulate.
Youmustentertheroomrateandtaxeschargeorselecttheboxthatwillcombinedtheroomrateandtaxes. TIP:Ifroomratesvarybynight,averageoutthecostoftherate.
Internet,parking,etc.should beaddedunder“Additional Charges”.
Conversion
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ConcurwillconvertanyforeigncurrencychargestoU.S.Dollars.When youinputtheamountofthecharge,ontheleft,changeUSDtotheappropriatecurrentandthesystemwillautomaticallycalculatetheappropriateU.S.Dollaramountforreimbursement.
Anyexpensethatisnotproperly itemizedordoesnothaveareceiptattachedwilldisplay awarningerror.Theseerrorsmustbecorrected.
Ifyouhoveryourmouseoverthewarningicons, apop-upwillappearexplainingtheerror.
Note:Anyexpense$25.00orlessdoesnotrequireareceipt.However,itisrecommendedyouincludedallreceipts.
Ifyouloseareceipt,youcanclickon“Receipt”andthen“MissingReceiptAffidavit”.Pleaselistinfulldetailwhattheexpensewasforandwhereitwasfrom.
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IfyouneedtochangetheFOAPassignmentorallocateexpensebetweenmorethanoneFOAP, clickon“Details”andfromthedrop-down menu,clickon“Allocations”.
Clickontheboxesindividually orselectall,thenclickon“AllocateSelectedExpenses” button.
Ontheright-sideofthescreen:1.“AllocateBy”– Percentageorbyspecificamount2.“AddNewAllocation”– SelectanotherFOAPtocharge3.UnderOrganizationandFund– changeFOAPassigned toallorselectedexpenses
ChangeFOAP
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Whenyouarefinished addingallexpenses, youwillhitthe“SubmitReport”buttonontheupperrightcornerofthescreen.
Ifyouneedtomakechangesafterareportissubmitted, youcanclickonthe“Recall”buttonontheupperrightcorner.
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Tolook uppastreportssubmitted,Click on“ReportLibraryontherightsideofscreen.
ThereportscreendefaultstoReportssubmittedwithinthelast90Days.
Onceyoufindthereportyouwant,clickonthereportyouwanttoviewanditwilldirectyoutotheexpensedetails.
EXPENSEREPORTS
Toviewreportsoutsidethisperiod, clickon“View”andadropdownmenuwillappear.Selecttheparametersyouwanttogenerateanewreportlist.