Concur Travel & Expense FAQs

 


 
Q. How do I log in to Concur Travel & Expense?

A.Concur access will provided through connections. Log into Connections and follow the Concur link

Back to top of page

Q. Who should use Concur?
A. All employees/faculty/students using Pcard and/or requiring expense to travel reimbursements.

Back to top of page

Q. What should I do the first time I log into Concur?
A. The first time you log into Concur Travel & Expense, you should review and update your profile. You must enter your banking information for ACH reimbursement and save your profile before you first attempt to book a trip in Concur Travel & Expense.

If you are a travel arranger, select the profile that you want to edit from the You are Administering Travel For list on the My Concur page immediately after you initially log into the service.

Agency profiles have been populated with initial profile for existing employees. Please verify that the information is correct and enter any new items. Click Profile on the My Concur page immediately after you initially log into the service.

Back to top of page

Q. How do I create an expense report?
A. See Expense Quick Reference Guide

Back to top of page.

Q. How often should I complete an expense report?
A. Expense report are to be submitted monthly within 30 days of the date of the expenses. While Concur does not restrict submission of expense reports more often, it is highly recommended that users submit monthly

Back to top of page.

Q. What should put as the Report name?
A. The report name should be entered in the Month and year format, for example, September 20Back to top of page.13, October 2013.

Back to top of page.

Q. Will someone else be able to create my expense report on my behalf?
A) Yes, you can assign a delegate to create expense reports and make online travel reservation on your behalf.

Back to top of page.

Q. How do I assign a delegate?
A. See Expense Quick Reference Guide

Back to top of page.

Q. What are e-receipts?
A. eReceipts are electronic itemized receipts that can be accepted in lieu of a scanned or attached receipt file. Employees are able to receive eReceipts for transactions from vendors who have an eReceipt agreement with Concur.

Enabling eReceipts can potentially save time in expense report preparation. Employees must individually enable eReceipts in Concur. The itemized details of the eReceipt are visible to the employee, their delegate, approvers, and auditors, and are permanently recorded with their expense reports.

Back to top of page.

Q. How do I enable eReceipts in Concur?
A. To enable eReceipts, employees must login to Concur. Click the Profile tab to view your profile options, then select E-Receipt Activation. The E-Receipt Activation and User Agreement window will open. Read the agreement and then click “I Agree” to complete the eReceipt activation.

Back to top of page.

Q. What is Receipt Store?
A. Receipt Store is designed to allow a user to quickly upload receipt images and then attach these receipts at the expense entry level when creating the expense report.

Back to top of page.

Q. How do I attach receipts?
A. On the Expense Report page, from the Receipts drop down menu, select Attach Receipt Images, click Browse, locate the file you want to attach, locate the file you want to attach, click Attach, click Done, when finished

Back to top of page.

Q. What should I do with my original receipts?
A. You should keep original receipts until the expense report is approved by the Processor.

Back to top of page.

Q. How do I account for expenses I incurred on behalf of another employee who traveled with me?
A. You will allocate the expense to his/her function code or department code on your expense report.

Back to top of page.

Q. How will I be reimbursed for out-of-pocket expenses or personal mileage?
A. You will be reimbursed for out-of-pocket expenses via check or ACH depends on your account set up.

Back to top of page.

Q. How long does it take to get reimbursed for my out-of-pocket expense and personal mileage after I've submitted an expense report?
A. It will take up to 4-7 business days once your report is fully approved by the Processor and the expense report is changed to “extracted for payment” status.

Back to top of page.

Q. What does “Extracted for Payment” mean?
A. This means that the expense report has been approved and the payment record is in Accounts Payable pending payment.

Back to top of page.

Q. What are red and yellow flags on transactions on my expense report?
A. These are indicators to notify you that an entry does not comply with the University policy. The yellow flag contains information regarding policy and the red flag requires you to make changes before submitting an expense report. Expenses that are not in compliant with the University policy may not be reimbursable.

Back to top of page.

Q. What is the difference between transaction date and post date?
A. Transaction dates are either the actual date the purchase was made, or the date the merchant processed the expense with Commerce Bank. The post date is the date Commerce Bank posted the transaction to your credit card statement, and is typically 1-3 business days later than the transaction date.

Back to top of page.

Q. What is International Service Fee?
A. International Service Fee is a 1% charge of the actual charge when you make a purchase with International Merchant.

Back to top of page.

Q. How do I reimburse the University if I accidently use my Pcard for personal charges?
A. You should mark the transaction as “Personal Expense” on the expense report, print “Cash Return Cover Sheet” from Concur, and send a check payable to Webster University for the amount that you owe and the “Cash Return Cover Sheet” to the Bursar office.

Back to top of page.

Q. What do I do when my card is declined?
A. Contact Commerce Bank Customer Service at 1-800-892-7104

Back to top of page.

Q. I do not have enough credit available on my Pcard. How do I request for a credit limit increase?
A. You should send an email to your card approver and copy Maria Hein, Kathy Pardo, and Saa Meier. The email should indicate the amount of the invoice, the merchant name, business purpose. Ask your approver to reply all if he/she approve the request.

Back to top of page.

Q. There are fraudulent or unauthorized charges on my account. What do I do?
A. Contact Commerce Bank Customer Service at 1-800-892-7104

Back to top of page.

Q. How do I dispute a charge?
A. Contact the vendor or merchant. If they do not want to resolve the disputed charge, contact Commerce Bank Customer Service at 1-800-892-7104

Back to top of page.

Q. What do I do my card is lost or stolen?
A. Contact Commerce Bank Customer Service at 1-800-892-7104 and notify Saa Meier at 314-246-8265 or email pcard@webster.edu

Back to top of page.

Q. How will my approver know that my expense report is ready to approve?
A. Concur will send automatic email notifications to your approver immediately upon submittal and at day 5 if the approve has not yet approved your report. If your approver has not completed the approval process within seven (7) days, Concur will send an email notification to your approver's approve on Day 8 for approval of your expense report. The email notification process will restarted with your approver's approver.

Back to top of page.

Q. Can I edit a report before submitting?
A. Yes, you modify a report date, expense type, allocations, and other information pertaining to the report. When you are finished, click Save and Submit report. You cannot modify a report that has been submitted.

Back to top of page.

Q. What should I do if I need to edit/add a transaction on the report that I already submitted?
A. You may recall an expense report by using the “recall” button if the report is not yet approved by the Processor. You must resubmit the recalled report to your approval after you revised the report.

Back to top of page.

Q. How can I check the status of my expense report?
A. Log on to Concur, click My Concur or Expense page, you will see a list of all your reports and the current status of each report.

Back to top of page.

Q. Who is my expense Approver in Concur?
A. Your department head will determine who the appropriate default approver is for your expense reports. To check who your current expense approver in Concur is, click Profile, Expense Approvers.

Back to top of page.

Q. What happens when my Approver goes on leave?
A. An Approver can designate another Manager to approve expense reports on his/her behalf while he/she is on leave as long as the person substituting has the same approving authority in terms of the schedule of delegation.

Back to top of page.

Q. What do I do if I do not see the fund/functions/object/sub-fund codes that I need to allocate my expenses on Concur?
A. Contact Barrett Studdard at 314-246-7524 or email bstuddard36@webster.edu

Back to top of page.

Q. Can I use Concur Travel & Expense through my Smartphone?
A. Yes, Concur Mobile app is available for Blackberry, iPhone, Android, and Window phone. The Concur Mobile app allows you to make your travel reservation, complete and submit expense reports, and upload pictures of receipts to receipts store.

Back to top of page.

Q. What do the red bars on the Expense Entry Form mean?
A. The red bars indicate “required” fields. You must complete fields with red bars in order to submit your expense report.

Back to top of page.

Q. Who should I contact for assistance with Concur Expense?
A. Contact Shirley Torretta at 314-246-7898 or email storretta50@webster.edu

Back to top of page.

/finance-and-administration/procurement-services/concur/
/finance-and-administration/procurement-services/concur/