CTE - Concur Travel & Expense

Ericsson U.S.

User Guide

Support information

http://internal.ericsson.com/wps/portal/Home Contact Center Dallas Email: contact.center.dallas@ericsson.comWeb request: http://internal.ericsson.com/contactcenterPhone: 1-866-374-2272, ECN: 89900 IT Service Desk Phone: 89988

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Before using Concur Expense for the first time, you must enter your bank information. This information is required to receive your expense reimbursements. Please follow these steps: 5 Easy steps 1) Start Internet Explorer and enter the URL: http://tepp.exu.ericsson.se2) Enter your Username and Password. Username requires domain/userid (ex: eamcs/exxxxxx). 3) Enter eight digit employee ID number - found on ID badge. 4) Enter bank information and click update. All fields in this screen are required. 5) Log off and close the window. Remember to return to the above site to update the information, should your banking change. See Appendix for Profile and Setting information:

- Personal Information (view only) - System Settings (customize language, number and date formats, calendar, etc.) - Expense Delegates (add/remove expense delegates and delegate approvers) - Expense Preferences (select emails, etc.) - Favorite Attendees (create list of attendees for entertainment and business expenses) - (Change Password not used. Use your single sign on LAN ID and password)

MANAGERS: Refer to CTE - Concur Travel & Expense Ericsson Manager User Guide for instructions on approving, reviewing and sending back expense reports; as well as delegating an approver and working as a delegate approver.

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Table of Contents

1. Create New Expense Report.............................................................................................. 4 A. Create Report Header.................................................................................................................................. 4 B. Change Default Coding at Report Header Level ...................................................................................... 4 C. Add Smart Expenses (Company Card Transactions).............................................................................. 5 D. Add Mileage-Personal Car.......................................................................................................................... 7 E. Add Airfare ................................................................................................................................................... 8 F. Add Hotel ...................................................................................................................................................... 9 G. Add Out of Pocket Expense in Foreign Currency, and How to Change Exchange Rate................... 11 H. Itemize an expense. Itemize an expense if receipt consists of more than one expense type........... 12 I. Personal Expense ...................................................................................................................................... 13 J. Enter Per Diem Expenses ......................................................................................................................... 14

1) Per Diem Meals & Incidentals...................................................................................................... 14 2) Per Diem Lodging ......................................................................................................................... 14

K. Allocate Expense to a cost object other than the one in the report header........................................ 16 1) Allocate Single Expense .............................................................................................................. 16 2) Allocate Multiple Expenses ......................................................................................................... 17 3) ICRRB Allocation .......................................................................................................................... 18 4) Remove Unauthorized ICRRB Allocations................................................................................. 20

2. Fax, or Scan and Attach Receipts................................................................................... 20 3. Print Expense Report. ...................................................................................................... 24 4. Submit Expense Report ................................................................................................... 25 5. Recall Expense Report..................................................................................................... 26 6. Returned Expense Report................................................................................................ 26 7. Status on Expense Report ............................................................................................... 27 8. Appendix ........................................................................................................................... 28 Helpful Tips…………………………………………………………………………………………....33

Submitting expenses in CTE - Concur Travel & Expense Go to http://internal.ericsson.com/wps/portal/Home . Under Tools and Applications, click Concur Expense. Use Corporate ID and LAN password to log in. 1. Create New Expense Report

- Click New Expense Report in the box Active Work, or

- Mouse over Expense, and select New Expense Report (can also click Expense tab)

A. Create Report Header - Complete required fields. In Policy field, select US Travel or non-Travel Policy. - Date fields provide calendar to select date. - Click Next. (Note: Authorization Request is not used in the U.S., so no need to Add.)

Note: Report header defaults to home cost center (above).

B. Change Default Coding at Report Header Level

To charge entire report to an alternate cost object (Network/Activity, Service Order, Internal Order or alternate Cost Center): - In Cost Object Type field, click on check mark to search for Cost Object, or select from list of most

recently used. There are only 4 Cost Objects to choose from: Cost Center, Internal Order, Network Activity and Service Order. (See print screen next page.)

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- In Cost Object field, type number or part of number to begin search (below), then select from list to populate the field.

- Click Next.

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Note: Does not apply to ICRRB postings or individual line items that need to be charged to an alternate cost object. See Allocate Expense, pages 14, and ICRRB Allocation, page 17, for additional instructions.

C. Add Smart Expenses (Company Card Transactions) - Select card transactions for the related trip or expense. - Click Import to add the transactions to Expense Report.

- Analyze any visible errors or warnings. Red warnings will prevent submission of expense report.

- Select expense to open and update. In this case, the transaction was imported with an undefined expense type. This is a red warning that requires correction in order to submit the expense report.

- Make necessary corrections. In this case, select an expense type from the expense type list. - Click Save.

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Note: Company Card Charges can always be viewed, and imported to an expense report, by clicking on Add Card Charges.

Or by clicking on View Charges, from the Expense tab. - Filter view by Card Activity and/or Time Period. - Select single transactions, by clicking in the box for each applicable charge; or - Select all transactions, by clicking in the box above the list of charges. - Add Charges To a selected report, by choosing from drop-down list. - Click Add Selected.

See print screen next page.

To manually enter expenses, click New Expense.

D. Add Mileage-Personal Car - Select Mileage-Personal Car, under parent group Car, from the Expense Type list.

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- Complete required fields: Date, City, From, To, and Distance. - Reimbursement rates can be viewed by clicking on the View Reimbursement Rates link. - Click Save.

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E. Add Airfare

- Select Airfare, under parent group Public Transportation. - Complete required fields. - Click Save.

Note: Advance purchased airfare may be advance expensed to allow payment to corporate card on time. Remainder of trip can be expensed upon return. Note: Baggage fees should be claimed under Other Transportation, while airfare change fees should be claimed under Airfare.

F. Add Hotel - Select Hotel expense type, under parent group Accommodation. - Complete required fields. For Transaction Date, use date of check out. - Click Itemize.

Note: If hotel expense was selected from company card transactions, complete the Nightly Lodging (itemization) screen. Also, items charged to the Corporate Credit Card in a foreign currency, are converted to USD in Concur in the exact amount that will appear on the Corporate Card statement. (*See page 10, Out Of Pocket expense in Foreign Currency and How to Change Exchange Rate, for more information regarding manually entered expenses in a foreign currency.)

- Complete required fields. - Enter Check-in Date. The Transaction Date has defaulted from the previous screen or the company

card transaction (edit, if necessary). System will calculate Number of Nights.

Recurring Charges (each night) - Enter Room Rate. Note: Enter the Room Rate and all the taxes in the provided fields, and check the

box Combine room rate and taxes into a single entry; or combine the room rate and taxes into a single amount, and enter the total for each night in the Room Rate field.

Additional Charges (each night). The system allows entry of up to two additional Expense Types for additional recurring nightly charges. - Select the Expense Type(s), and enter the nightly (or daily) Amount charged. - Click Save Itemization.

See print screen next page.

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Note: The system displays any Remaining amount to be itemized on the right side of the screen; as well as an error under Exceptions, if the expense has not been fully itemized.

- Select an Expense Type(s) for the Remaining amount to be itemized, or in this case, select an itemized expense that needs to be edited.

Note: In this example, the first night of stay is at a higher rate than the remaining nights.

- Select the expense item to display on the right side of the screen. - Change the Amount field to the correct rate for that night. - Click Save.

Note regarding personal expense: If hotel receipt (imported from the Company Card transactions) contains a personal expense, select any expense type, and check the box for Personal Expense (do not reimburse). This will balance the receipt, but not reimburse the personal expense (ex: movie rented in room).

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Important note regarding itemization of hotel receipts charged in a foreign currency and converted to USD in Concur: The bolded hotel amount (in the expense list on the left) is the USD amount for the expense. Directly beneath it, is the foreign currency amount (if applicable). When itemizing a hotel receipt that was charged in a foreign currency, enter the foreign currency amounts shown on the hotel receipt. The Expense tab converts the foreign currency total to USD, but the Nightly Lodging Expenses tab is entered in the currency charged. As long as all items are accounted for in the itemization, foreign currency hotel receipts will balance.

G. Add Out of Pocket Expense in Foreign Currency, and How to Change Exchange Rate - Select Expense Type from Expense List. - Complete required fields. - Foreign city selected in City field, prompts currency change to match location. - Enter Amount in foreign currency. System converts to local currency based on rate updated from

MUS monthly - which is an average rate based on the previous month. Note: After all Ericsson countries have migrated to CTE, the currency in Concur will be updated daily from Oanda.

- Click Save.

- If exchange rate is incorrect, change the rate in the Rate field and click Save. - If difference is greater than 5%, error will prompt to correct the rate or explain in the Comment field. - Provide supporting documentation (required) for changes made to the exchange rate. *Save time by always providing a comment when making changes to the exchange rate.

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H. Itemize an expense. Itemize an expense if receipt consists of more than one expense type.

- Select Expense Type. - Complete required fields. - Click Itemize.

- Select Expense Type. - Complete required fields. - Click Save.

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- Select Expense Type. - Complete required fields. - Click Save.

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- Continue selecting expenses until Remaining amount is zero. Red exception icon appears until

expense itemization is in balance. I. Personal Expense

- If receipt contains a personal expense, check Personal Expense. - Click Save.

Note: On manually entered expense, the personal amount should be deducted from receipt before entering. Personal Expense is primarily used with a company card transaction that may contain a personal or otherwise non-reimbursable expense.

Itemized expense is displayed under Expense List on left. Notice the icon for Personal Expense . Place mouse over the icon to display the text “Personal Card Charge”. See print screen next page.

J. Enter Per Diem Expenses. Must meet U.S.A. Travel Regulations requirements, and obtain manager

approval, in order to claim per diems. 1) Per Diem Meals & Incidentals

- Select Expense Type. - Complete required fields. - Click Save. - Select Expense Type again, for each day of trip.

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Note: Refer to Concur & Citi MasterCard Support Page for links to currently published per diem rates.

2) Per Diem Lodging - Select Expense Type. - Complete required fields. - In the Transaction Date field, enter the date of check out. - In the Amount field, enter the total of the per diem lodging rate multiplied by the total number

of nights. - Click Itemize.

See print screen next page.

- Complete required fields. - Enter Check-in Date. The Transaction Date defaults from the previous screen (edit, if

necessary). System will calculate Number of Nights. - Under Recurring Charges (each night), enter Per Diem Lodging Rate.

Note: For domestic stays only, taxes may be claimed in addition to the nightly per diem rate. For foreign per diem, claim only the published per diem lodging rate.

- Disregard Additional Charges (each night). Not applicable when using Per Diem Lodging

expense type. - Click Save Itemization.

Note: Refer to Concur & Citi MasterCard Support Page for links to currently published per diem rates.

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K. Allocate Expense to a cost object other than the one in the report header. 1) Allocate Single Expense

- Select expense type. - Complete required fields. - Click Allocate.

- Click in the Cost Object Type field to choose a new cost object type. - Click in the Cost Object field and search for a new cost object.

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- Click Save.

- Click Ok. - Click Done.

- Click Save, to save the original expense entry.

Note: Expense items allocated to a cost object other than the one selected or defaulted in the report header, are easily identified by the allocation icon . Placing the mouse pointer over the icon will briefly display the allocation.

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2) Allocate Multiple Expenses

Allocate multiple expenses at the same time. - From the Expense List, click the Details drop-down menu. - Select Allocations.

- Select expenses to be allocated, by clicking the boxes for the expenses. - To select all, click the box above the expense list. - Click Allocate Selected Expenses.

- Click in the Cost Object Type field to choose a new cost object type.

- Click in the Cost Object field and search for a new cost object.

Note: Each time Add New Allocation is clicked, a new allocation will appear with the report header default cost object type and cost object. Concur will equally divide the cost between the allocations added.

- Click Allocate By, to select method of allocation - Percentage or Amount. - Adjust each allocation as needed, ensuring the sum of the allocations balance to the total. - Click Save, Ok and then Done.

Note: Allocation icon will be displayed by each expense allocated.

3) ICRRB Allocation. How to allocate expense(s) to another Ericsson company’s Network

Activity. - Select the expenses to be allocated. - Click 2. Allocate the selected expenses on the right, or - Follow same instructions from 2) Allocate Multiple Expenses, on the previous page.

- For ICRRB, select the Trigram (company) first.

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- Select Cost Object Type and Cost Object.

- Click Add New Allocation, if allocating to more than one cost object, or Save.

- Click Ok and then Done.

Note: If not permitted to use the ICRRB Network Activity selected, red error appears.

See print screen next page.

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4) Remove Unauthorized ICRRB Allocations - Expenses are already selected, due to error. - Click 2. Allocate the selected expenses and allocations will display. - Select the allocation, and click Delete Selected Allocations.

- Click Yes. - Click Save, then click Yes. - Click Ok, Done and Save.

2. Fax, or Scan and Attach Receipts

Receipts must be electronically attached to expense report for processing. Choose to:

Fax receipts to Concur to be attached to report, or Scan receipts to computer, and attach directly to report

Choose only one method. It is not necessary to do both.

A. Fax Receipts - Click Print, and select Fax Cover Page from drop-down menu.

- Check the box for Show Expenses. - Click Print, and print out the Fax Cover Page.

Note: Page 2, of the Fax Cover Page, contains instructions for faxing documents.

- Make sure the three barcodes on the left are complete, and legible. The system must recognize these correctly, in order to link receipts to report.

- All receipts must be clearly legible. - Prepare receipts by taping to 8½ x 11 sheets of paper (large receipts do not need to be taped). - Fax the cover page and receipt pages to the number at the top of the cover page. - Ensure that the cover page is first and pages are feeding correctly in the fax machine. - Confirm that the fax was received, and allow 15 minutes for fax to be processed. - From open report; click Receipts, and select View Receipts from drop-down menu. Option to view

receipts in a new window, or the current window.

If fax has been received and processed, fax cover page and receipts will be displayed. If not, a window stating Receipt Image Not Available will be displayed. See print screen next page.

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- If this message is received, allow an additional 15 minutes, and check again. - If receipts are still not available, try re-faxing once.

Note: Do not re-fax more than once. If faxed twice, without success, contact the Contact Center Dallas.

B. Scan and Attach Receipts Note: This is an alternative to faxing Receipts to Concur. Remember, choose only one method – Fax, or Scan and Attach – to electronically attach receipts to report.

- All receipts must be clearly legible. - Prepare receipts by taping to 8½ x 11 sheets of paper (large receipts do not need to be taped). - Scan receipts. Multiple sheets can be scanned as one file (max 5 MB per file, 10 files per expense

report). - Save scanned receipt file to computer. - From open report; click Receipts, and select Attach Receipt Images from the drop-down menu.

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- Click Browse, to find scanned receipt file(s), and select. File will appear under Filename. - Click Attach (or Remove, if incorrect file selected).

- Click Done.

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- From open report; click Receipts, and select View Receipts from drop-down menu. Option to view

receipts in a new window, or the current window.

Note: Allow up to 15 minutes for images to be available. System can be slow at times. Important: Make sure receipts can be viewed prior to submitting report. If receipt file is greater than 5 MB, it cannot be opened, and report cannot be processed for payment.

Note: Manager and T&E Auditor have the same access to view receipts when reviewing expense report.

C. Remove Receipt Images from Report New feature! - From open report; click Receipts, and select Delete Receipt Images from drop-down menu. Confirm

deletion of all receipt images attached to the report. - Re-attach the correct receipt images prior to submitting report.

3. Print Expense Report. - Click Print, and select Ericsson Receipt Report from drop-down menu.

- Check the box for Show Expenses. - Click Print, and print out the Ericsson Receipt Report.

- Send the Ericsson Receipt Report, with original receipts, to:

Ericsson Inc. SSC Travel & Expense 6300 Legacy Dr., EVW1-B-8 Plano, TX 75024

Note: Do not send in Ericsson Receipt Report, with original receipts, until report status is Transferred to SAP for Payment, in case report is recalled or sent back for corrections. Send only latest revision.

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Note: Original receipts, with the Ericsson Receipt Report (sample print screen previous page - must have legible bar code), are required for archiving purposes; AND receipts must be electronically attached to expense report for prompt processing, reimbursement and Global imaging requirements. 4. Submit Expense Report

- Click Submit Report on right side of screen. - Final Review window opens. - Click Submit Report on window.

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Note: Final Review window also has Print, Attach Receipt Images and View Receipts options. Upon submission of report, Report Submit Status window displays. This is a summary of report totals. Name of Approver appears at top, under message that report was submitted successfully.

- Close window.

Note: Once expense report is submitted, changes cannot be made unless report is Recalled, or approver or T&E Processor sends it back.

5. Recall Expense Report New feature!

Expense report can be Recalled, as long as it has not been sent for payment (Status: Transferred to SAP for Payment), or is “Marked for Review” by an auditor.

- Open the report to be recalled, and click on Recall. Note: If the Recall icon is not visible, report cannot be recalled.

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- Confirm recall by clicking Yes.

Report is now in “unsubmitted” status.

- Make changes, remove receipts, electronically attach new or additional receipts, reprint Ericsson Receipt Report and resubmit for approval.

Note: Status of expense report, once recalled, will be Sent back to employee plus employee name.

6. Returned Expense Report

If manager or T&E Processor returns an expense report, they must include comments with instructions on what is needed to correct report. The status on the expense report will be Sent back to employee plus

manager’s name or name of T&E Processor. Returned reports will have icon to the left of the report name.

- Make necessary adjustments, additions or deletions and resubmit.

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7. Status on Expense Report

Below is a list of possible statuses on expense reports.

Status Comments

Approved & In Accounting Review

Manager has approved Expense Report

Not Submitted The Expense Claim is waiting to be submitted

Sent Back to Employee – (name of person returning report)

The Expense Claim has been sent back with some comments from the manager or the T&E Processor.

Same status if report is recalled.

Settled The Expense Claim has been approved by the T&E Administration and is ready for payment.

Submitted & Pending Approval – (manager name)

The Expense Claim is waiting for manager approval.

Not Paid Yet Not approved for payment yet

Transferred to SAP for payment

Transferred to SAP for payment processing at next payment run

8. Appendix Customize user profile. Click Profile tab to view options.

A. Select Personal Information from Profile tab or menu on left. - View (only) Personal, Company and Contact Information.

Note that delegates now have the ability to edit the settings of those who designate them as delegates (select name from list on right).

B. Select Expense Delegates from Profile tab or menu on left. 1) Add Expense Delegate

- Click Add Delegate.

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- Search for employee by name, email, employee ID or logon ID; and select from results list. - Click Add.

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- Check the box for Can Prepare, and the box for Can View Receipts is automatically selected.

Select for delegate to Receive Emails, if desired. - Click Save.

Note: Can Submit only applies to the submission of the Authorization Request, which the U.S. does not use. A Delegate can only prepare reports on your behalf. Employee must submit own expense report, as single sign-on acts as electronic signature for the expense report.

2) Delete Delegates

- Select name on the left and click Delete.

Note: Delegates will remain until deleted. An employee can have as many delegates as they wish, and an employee can be a delegate for as many employees as they wish.

3) Work as an Expense Delegate

- From My Concur, click on the “You are administering Expense for” drop-down menu on the right, and select the person for whom acting as an expense delegate.

- To return to own My Concur, select “Me” from the drop-down menu.

Note: This is the only way to know for whom you are acting as an expense delegate. Be sure to change back to Me, to return to own account.

C. Select Favorite Attendees from the menu on left. 1) Click New Attendee, to add an attendee to your list.

- Complete all fields, selecting Attendee Type from drop-down menu. - Click Save, or Save & Add Another.

2) Click tab Attendee Groups, to add Attendee Groups. - Click Add New.

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- Search existing Attendees, by setting filters. - Click Go. - Select Attendees for new group. - Enter Group Name. - Click Save Group.

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Note: Attendees and Attendee Groups can also be added and saved within expense report.

D. Select System Settings from the Profile tab or menu on left. Choose default language, number format, date format, etc. - Make changes, and click Save.

Note: This will only affect the way YOU see your expenses. Note: If someone has designated you as an expense delegate, you can change their settings as well, by selecting them from the drop-down menu on the right.

E. Select Expense Preferences from the Profile tab or menu on left. Choose preferences regarding emails and prompts. - Make changes, and click Save.

Note: Managers do NOT uncheck the box for An expense report is submitted for approval. This is how you will be notified to approve expense reports.

F. Change Password. Disregard. Ericsson employees log into CTE using LAN ID and password, or single sign-on. This also acts as an electronic signature. Changing the password in CTE will have no effect.

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Helpful Tips 1. Use Smart Expenses feature whenever possible, to import Corporate Card charges into the expense report.

This saves time on expense report entry and ensures accuracy of data. Amounts charged in foreign currency are converted into local currency, matching the converted amount on the Corporate Card statement.

2. Enter manual, or cash, receipts in the currency in which the charge was incurred. The system will convert the

amount to the local currency, using the exchange rate in the tool. The exchange rate in the tool is the rate used in MUS, and is updated monthly. If the exchange rate is incorrect, it can be changed to match the exchange rate used (ex: local currency converted to a foreign currency at a foreign currency exchange establishment - a receipt is provided with the exchange rate used). If foreign and local currency amounts are known, both can be entered in the tool to adjust the exchange rate (see below). Supporting documentation required.

Enter local currency amount

Exchange rate auto-adjusts

Enter foreign currency amount

3. Enter each expense item as a separate line item, matching the receipt. a. Multiple taxi receipts should not be combined. b. Airfare and baggage fees should be entered separately. Baggage fees are expensed under Other

Transportation. c. Per Diem Meals & Incidentals require a separate entry for each day.

4. Provide comments for anything out of the ordinary to prevent report from being returned. For example, explain

airfare upgrades at no charge, traveling with customer, etc.

5. Verify all receipts are attached and legible. a. Attachment of electronic receipts is required. Be sure to Check Receipts before submitting, to ensure

they can be viewed. b. As of September 1, 2010, any report missing a receipt, or explanation, will automatically be returned

to the employee. There will be no grace periods.

6. Business Meals/Meetings-Customer or Employee require a list of attendees. Refer to Appendix of Concur - CTE User Guide for instructions on how to add attendees or attendee groups to expense report.

7. Submit Ericsson Receipt Report, with original receipts, according to location for company archiving. a. Ensure all receipts are taped to 8 ½ X 11 sheets of paper. Loose receipts are easily lost.

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b. Ensure barcode on Ericsson Receipt Report is crisp and legible. Bolded, smudged, or faded barcodes cannot be scanned for archiving.

c. Wait until expense report status is Transferred to SAP for payment before sending in originals, in case report is returned for corrections, etc. Send in only latest submitted version of expense report.

8. If screen is idle for a while, the screen below will appear. Clicking on the link provided should return to the

View Reports screen in Concur.

If screen is idle too long, the screen below will appear. DO NOT attempt to log in. Close window, return to Ericsson Home (portal) page, and click on Concur Expense under Tools and Applications to log back in to Concur CTE.

There is NO correct User Name and Password for this screen. After three attempts, account will be locked, and only a request to the Contact Center to create a ticket for 3rd line support in Sweden will get it unlocked.

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9. A yellow reminder will appear when entering expense types Gasoline/Petrol and Rental Car. This is just a reminder that one should usually be submitted with the other. The reminder is attached to the expense type, so it will not go away.

10. Red errors prevent submission of expense report until corrected. Yellow errors are reminders or warnings, and will not prevent submission of expense report.

11. When claiming Per Diem Meals & Incidentals, incidentals (laundry, tolls, tips, etc.) cannot be claimed as

separate expenses. 12. Laundry can only be expensed on trips lasting 5 days or more, and cannot be expensed if claiming Per Diem

Meals & Incidentals. 13. If unsure of how to enter an expense or have any questions or concerns, contact

Contact.Center.Dallas@ericsson.com for assistance.