The Vincit Group

Concur Expense User

Guide
Your complete guide to expense reporting at The Vincit Group

Christy Smith
4/12/2013

Table of Contents
First Time Users....................................................................................................................................................................... 2
Login .................................................................................................................................................................................... 2
Receipt Store Setup............................................................................................................................................................. 2
E-Receipt Activation ............................................................................................................................................................ 3
The Concur App................................................................................................................................................................... 4
Creating a Concur Expense Report ......................................................................................................................................... 5
Starting an Expense Report................................................................................................................................................. 5
Company American Express Charges .................................................................................................................................. 5
Coding Expenses ................................................................................................................................................................. 6
Personal Expenses............................................................................................................................................................... 6
Out of Pocket (Cash) Expenses ........................................................................................................................................... 7
Check Totals .................................................................................................................................................................... 8
Attaching Receipts .................................................................................................................................................................. 8
Capture Pictures from Phone

Best Practice .......................................................................................................... 10

Scanning Receipts: ........................................................................................................................................................ 10

Faxing Receipts.............................................................................................................................................................. 11
Completing the Report.................................................................................................................................................. 12
Receipts ................................................................................................................................................................................. 13
Receipt Requirements ................................................................................................................................................... 13
Missing Receipts............................................................................................................................................................ 13
Concur Smartphone App....................................................................................................................................................... 14
Attaching Receipts ............................................................................................................................................................ 14
Creating an Expense Report from the App ....................................................................................................................... 14
Coding Expenses from the App ......................................................................................................................................... 15
Credit Card Charges ...................................................................................................................................................... 15
Out of Pocket Charges................................................................................................................................................... 16
Concur App for iPhone ...................................................................................................................................................... 17
Meals ..................................................................................................................................................................................... 18
Business Meals .................................................................................................................................................................. 18
Attendees ...................................................................................................................................................................... 18
Individual Meals ................................................................................................................................................................ 19
Auto Allowance ..................................................................................................................................................................... 19

First Time Users

Login
Go to www.concursolutions.com
Username is your full e-mail address. Click forgot password if you have never logged into Concur. Then click Send me
an email with a link to reset my password

Receipt Store Setup

The Receipt Store is the holding tank for all the receipts you upload from your phone. Once you upload them, receipts
stay in your Receipt Store until you assign them to a report or an expense.
To set up your store for the first time, go to the Expense tab. Click View Receipt Store.

Type in your e-mail address and click Submit (do NOT click Next).

You will receive an e-mail instantly. In this e-mail copy the Verification Code and type it in to the code above, then click
Verify. Then click Next. (Do not click NEXT until you first click VERIFY).

E-Receipt Activation

This must be done for all users! In order to use the electronic receipt information provided by the Concur Travel Site,
you must enable e-receipts in your profile.
Go to the Profile Tab. Click E Receipt Activation.

Click E Receipt Activation on the next screen. Then click I ACCEPT.

The Concur App

Users can upload receipts, view company card charges, and create and approve expense reports via their smart phone
using the Concur App.
Follow these instructions on your smartphone to download the app. Note: Every smart phone is different, so only basic
instructions are provided.
1. Go to the Play Store, which is within the Apps page on your phone
2. Click the search Icon at the top and type in Concur.

3. Click the Concur app when it comes up on the next screen. Click Install. Click Accept & Download. Then
the app will download and you can open it.
4. Once you download Concur, it will be in your app list.
5. To log in to Concur, you will need to type in your e-mail address and whatever password you used to
log into Concur on the computer. After the first login, your username/password will be saved and you
will be logged in automatically.

Creating a Concur Expense Report

Expense Reports should be submitted monthly.

Starting an Expense Report

To begin, go to Expense > View Charges This will bring up all of your recent AMEX charges that have not been added to
an expense report.

Company American Express Charges

To pull in ALL of the charges listed into an expense report, click the checkbox at the top of the list and click Add
Selected

Report Header

Next, name the report (Tyson trip or November expenses etc.) and type in a business purpose such as client
meetings, monthly expenses, or sales calls. Then click NEXT.

Coding Expenses

Note: When you first bring in AMEX charges, you will see a lot of exceptions at the top. Ignore these until you have
coded all of the expenses you brought in, as youll clear up most of the exceptions just by coding them.
Go through each of the expenses by clicking on each expense listed on the left and completing anything that has a RED
line in the box on the right-hand side. Many of these items are automatically completed for you for American Express
charges.

Once you have coded all of the AMEX charges, review any exceptions at the top of the report and do as instructed to
clear them.

Personal Expenses

If an employee inadvertently uses the company American express for a non-business expense, please mark the box on
expense that says Personal Expense (do not reimburse). This means that this amount will be deducted from either the
expense reimbursement check or the employees bank account.

Out of Pocket (Cash) Expenses

Concur should also be used for any reimbursable business expenses that were paid from an employees personal funds.
To add an out of pocket expense, create or open an expense report. Click New Expense and select the appropriate
expense type.

Check Totals
To see the total reimbursement amount to be paid, go to Details>Totals

Coding Several Expenses at Once [Time Saving Tip!]

If you have several expenses with common fields (such as several Personal Fuel charges, or many expenses with the
same business purpose or project number), use these instructions to speed up expense reporting!
To bulk update expenses in a report, click the checkbox next to each applicable charge. Then click Edit from the select
that appears on the left.

Enter the Expense Type or Business Purpose from the list and click save.

Attaching Receipts
For more information about receipts, please see the Receipts section of this handbook.
Basic Process
1. Take Picture of the Receipt
2. Share with Concur
3. In the expense report, go to receipt store and assign receipts to appropriate expenses.
Capturing the Pictures
There are several ways to attach receipts to your report:
1. Take a picture with your phone and upload through the Concur app.
2. Scan the receipts and upload on the website.
3. Fax the receipts

Take Pictures with Phone - Best Practice

Once you have downloaded the Concur app (instructions included in First Time Users
section), you can share images with Concur quickly and easily without ever opening the
app.
The easiest way to add receipts to Concur is to take pictures with your phone and
share them with Concur.
1. Take a picture with your phones camera
2. Press the share icon. It may look similar to this:
3. Select Concur from the list.
4. Press Share.
5. The image is now waiting in your Receipt Store for you to attach to a report.
You can also do multiple pictures at once using the Share Multiple feature
on your phone.
Scanning Receipts
If you have access to a scanner, you can scan receipts (several on one page is acceptable). Once youve scanned the
receipts, go to Receipts > Attach Receipt Images

Click the box for the receipt you want to upload, and click Upload. Find your file and click OK when done.

Faxing Receipts
To fax receipt images, print a fax cover page for the report when you are done entering expenses on the expense
report. Print/Email > Vincit Fax Receipt Cover Page

Assigning Receipts to Expenses

Once you have uploaded receipts from your phone, you must assign those pictures to the related expenses. There are
many ways of doing this, but the method shown below is proven to be the fastest method.
1. Open the expense report
2. Click on the receipt store. Click on the first receipt image that appearsthis will enlarge that image.
3. For this receipt, locate the amount and then find the associated charge on the left that matches. Click anywhere
on that expense line to open the expense
4. Once the expense is selected, click Save.
5. The receipt is now attached to that reportthis icon will appear:
6. The next receipt will automatically appear. Repeat the steps until all have been attached.

Completing the Report

If you have completed the following:
1. Import all AMEX charges and code their Expense Types/Business Purposes
2. Enter any out of pocket charges like Auto Allowance/Mileage
3. Attach required receipt images
You are ready to submit your report. Click

Receipts
Receipt Requirements
The IRS requires that all business expenses have receipts in order to prove the legitimacy of the expense. A copy of a
credit card statement is not adequate proof for the IRS.
Out of Pocket Expenses
Employees must submit a receipt image for all out of pocket business expenses, regardless of dollar amount. The only
exception is for tolls, auto allowances, and personal mileage.
Corporate Card Charges
Employees must submit all receipts for all expenses on company credit cards, with the exception of meals under $25.
Meal expenses under this $25 limit do not need receipts.
This icon means a required receipt is missing:
This icon means a required receipt has been attached:
Missing Receipts
If a receipt was not given or has been misplaced, there is a simple Missing Receipt Form that is housed on SharePoint
within the Concur page. Once you complete the form, save it on your computer. Then, attach the receipt using
instructions similar to Scanning Receipts to your computer. Click here for instructions.

Please see Attaching Receipts section of Creating a New Expense Report for instructions on attaching receipts.

Concur Smartphone App

See the First Time Users section for instruction on download the app.

Attaching Receipts
Once you have downloaded the Concur app, you can share images with Concur
quickly and easily without ever opening the app.
The easiest way to add receipts to Concur is to take pictures with your phone and
share them with Concur.
6. Take a picture with your phones camera
7. Press the share icon. It may look similar to this:
8. Select Concur from the list.
9. Press Share.
10. The image is now waiting in your Receipt Store for you to attach to a report.
You can also do multiple pictures at once using the Share Multiple
feature from your phone.

Creating an Expense Report from the App

1.
2.
3.
4.

Click on Reports
Click the + emblem.
Enter required fields (Report Name, Date, Business Purpose)
Click Save

Coding Expenses from the App

Once a report has been created, import AMEX charges or enter
out of pocket expenses. Click the + at the top right to begin.

Credit Card Charges

1. Create/Open an Expense Report
2. Click the + icon from the Report page
3. Click Import Expenses
4. Click the menu button on your phone and click Select All
5. Click Add to Report.
6. Open each one and complete any fields in RED.

Out of Pocket Charges

1.
2.
3.
4.
5.

Create/Open an Expense Report

Click the + icon from the Report
Select New Expense
Select an Expense Type from the list.
Complete all fields marked in red.

Concur App for iPhone

Attaching Receipts
iPhones do not allow the share functionality for adding receipts. This must be done through the app itself.

Meals
Business Meals

If you were entertaining clients or having an internal

business meeting, meal charges should go to the
Business Meal expense type.
Include the business purpose as well as attendee names.
Note: If purchasing food for a large group, use attendee
names like Maintenance Crew

Attendees

To add an attendee to a business meal, click the New Attendee button. Once you enter the info once, its
saved for future use. You can also type in the name in the attendee box if youve used it before.

Individual Meals
If you are travelling for business and are eating by yourself,
your meal will go to Individual Meals.
No attendee names are necessary for Individual Meals.
Please complete all fields marked in red.

Auto Allowance
Please consult the Travel Policy for more information about allowable auto
expenses.
If an employee is eligible for an auto allowance, this needs to be turned in
with the monthly expense report. Do not turn in a separate report for auto
allowance only.
To add an auto allowance to an existing report, click
(this button can be found in the top left when in an expense report).
Select the expense type Auto Allowance, which is under the
Transportation heading.