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Scope of Concur
Purpose:
This policy outlines the rules and the procedures of how to use Concur and Travel Expense. The purpose of
Concur is to streamline the processing of Employee reimbursements and provide guidelines. The system is also
used for reconciling the Company Credit Cards.
Policy:
All persons who need to have expenses reimbursed, prepare any travel arrangements or have a Corporate Credit
card must use the Concur Travel and Expense system. The system is a paperless tracking system for all
employees, students and/or adjuncts in our payroll system and needs to be reimbursed.
Expense Users:
General Information:
Use the Expense Service to account for (and request reimbursement for) expenses that you
incurred on behalf of the company.
Expenses are entered into the Expense Service in two ways:
If you use a company credit card the transactions are imported approximately a day or two after
the charges were incurred. Each cardholder should see the charges under their name after a few
days. If the transaction does not go through, the transaction must be manually entered into the
system.
You may have out-of-pocket expenses (such as meals and tips) that you charged to your own
credit card or paid with cash. For these expenses, you must manually enter the expense
information into the system.
Regardless of whether expenses are downloaded or are entered manually, different types of
expenses require specific types of information. For example, hotel expenses require the starting
and ending dates of your hotel stay, certain business entertainment expenses require the
identification of attendees, and so on. Also, every person must to provide receipts to be reimbursed
with the exception of mileage.
The concept of Concur is to make it as Easy as 1,2,3
In the policy and procedure we are going to go into more detail but this is the basic concept of
Concur
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HELPDESK
Please note that if there are any questions or concerns and or
assistance needed with passwords. Please contact the HELPDESK at 1866-793-4040 (Domestic).
Additional Information
How to
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Customize My Concur
You can move the panes around the My Concur page to better meet your needs. Click the top bar of
a pane and drag it to a new position on the page.
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4. Click Save.
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3. Click Next.
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4. Click Save.
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4. Click Itemize.
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3. Click Save.
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7. Click Save.
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4. Click Save.
7. Click Save.
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6. Click Save.
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Fax Images
How to
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2. Click Print.
3. Fax the cover page and the receipts to the
number on the cover page.
4. To view the faxed receipts, from the Receipts
dropdown menu, select Check Receipts.
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2. Click Browse.
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3. Click Approve.
Email Notifications
are five email notifications
Email Receipt Notification
Email notifying the approving manager have approved the report
Email notifying the auditors at Concur have approved the report
Email notifying the expense report has been processed and ready for payment
Email notifying the expense report has been authorized and ready to be reimbursed
on the employee paycheck
Note: Please pay close attention to the employee due amount on the email to verify the
reimbursement amount is correct.
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Payroll Reimbursements
All reimbursements must be final approved 5 days prior to the pay check date
Final approval consist of being approved by the manager and by the auditors in the Concur
back office
Example: pay date is Friday 4/01/11 the report has to go through all the approval
cycles by Friday 3/25/11 to be on that paycheck. If final approval is received after
the 26th it will be on the next paycheck.
All reimbursements will be on the employee paychecks as a non-tax item.
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Welcome to Travel, Concurs powerful employee travel management solution that enables you
to create travel bookings online.
Search the same vendor inventory that your travel agency uses.
Find, coordinate, and reserve your airline, rental car, hotel, rail, limo, or dining reservations for
your business travel.
Comply with your companys travel policy when booking your travel.
General Information
Travel Agency-Travel Leaders
Domestic
Travel Auto
o Car Rental
Full size or smaller
Up to $50 per day
Damage liability insurance must be included in all car rental agreements
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Mileage reimbursement: .55 per mile (changes on 1/1 of each year or adjusted
throughout the year based off IRS updates)
Taxi/Cab Rides:
Up to $50 each way for travel to & from the airport
Travel Lodging
o Hotel:
Up to $275 per day domestic
Up to $350 per day internationally
Travel Meals
o $12 Breakfast
o $18 Lunch
o $35 Dinner
$65 TOTAL PER DAY for all meals.
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Additional Information
If you are not sure how to log on, check with your
companys administrator.
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The My Concur page includes several sections that make it easy for you to navigate and find the
information you need.
How to
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How to
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Customize My Concur
You can move the panes around the My Concur page to better meet your needs. Click the top bar of
a pane and drag it to a new position on the page.
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Before you use Travel for the first time, update your profile. You must save your profile before you first
attempt to book a trip in Travel.
If you are a travel arranger, select the profile that you want to edit from the You are Administering
Travel For dropdown menu (at the top of the Profile page).
Your company decides if you can change your password. If allowed, you will change your password on
the Profile tab.
How to
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Language
How to
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How to
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Home Address
Work Address
Contact Information
Emergency contact
Travel Preferences
Credit Cards
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How to
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How to
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Round Trip
One Way
Multi-Segment
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How to
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Airport
Address
Company Location
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How to
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How to
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How to
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How to
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How to
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You will see the name and itinerary, along with the
quoted airfare amount.
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How to
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Change seat
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Flight...................................................................40
Hotel ...................................................................45
Reserve buttons
Flight...................................................................43
Hotel ...................................................................45
Seats, selecting........................................................42
System Settings.......................................................37
Travel Arranger ......................................................39
Travel Assistant ......................................................39
Travel Profile ..........................................................36
Changing password.............................................36
Date Format ........................................................37
Language ............................................................37
Time Zone...........................................................37
Travel Assistant ..................................................39
Updating Personal Information...........................38
Travel Reservation ..................................................40
Trip Booking Information page ..............................46
Upcoming Trips tab ................................................47
You are Administering Travel For dropdown menu
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