SAP CONCUR

EXPENSE MANUAL
SAP Concur – How To Create/Manage Expenses

INDEX
Logging on to Concur..........................................................3

Exploring the Homepage.....................................................4

Overview.............................................................................5

Expense Claim Process

 Claim Header....................................................6
 Assigning Approved Request............................9
 New Itinerary...................................................10
 Add Expenses to an Expense Claim................16
 Submit the Claim.............................................24
 Approval Flow................................................27
 Audit Trail......................................................28
Copy an Expense claim................................................29

Resubmit a Returned Expense Claim...........................31

Expenses

 Hotel Expense................................................32
 Incidentals.....................................................34
 Daily Allowance for Field Employees..........36
 Laundry Expense...........................................37
 Fuel Reimbursement – Bike..........................38
Icons.........................................................................43

Page 2 of 42
 SAP Concur – How To Create/Manage Expenses

Logging On To Concur:

To Log on to SAP Concur, Navigate to https://eu1.concursolutions.com/.

1. In the User Name Field, enter your user name

2. In the Password field, enter your password
3. Click Login.

Page 3 of 42
 SAP Concur – How To Create/Manage Expenses

Exploring the Home Page:

The home page contains these sections.

NOTE: To return to the home page from any other page, click the Concur logo on the left end
of the menu.

Page 4 of 42
 SAP Concur – How To Create/Manage Expenses

Overview
The basic steps to complete an expense claim are:

 Create the claim, providing the claim-header information (such as the expense claim name, purpose of the
claim, and so on).

 Add then associated out-of-pocket expenses providing expense detail, itemizing expenses (such as hotel
charges that comprises of room rate, tax, parking, and so on), and converting foreign currency transaction).

 Attach receipts for the claim and, if necessary, for individual expense entries.

 Review the information for accuracy.

 Print the expense claim.

 Submit the claim (and required receipts) for review and approval.

Page 5 of 42
 SAP Concur – How To Create/Manage Expenses

Expense Claim Process:

Step 1: Create a New Expense Claim.
 From the home page, Click on Expense >> +Create New Claim.

OR

• From the +New Tab in the Home Page Click on “Start a Claim”.

 The following Claim Header will be displayed

Page 6 of 42
 SAP Concur – How To Create/Manage Expenses

Fill up all the required fields (those with the red bars) and the optional fields.

Indicates the type of Expense Claims that can be created.

There are 4 major categories of Expense Claim which are as
1. Expense Types follows:

Business Travel Reimbursements for Tour Expenses

Joining and Reimbursement for Joining & Transfer

Transfer Expenses

Reimbursement for Local Conveyance & Other

Other expenses
Reimbursements

2. Claim Name Enter a Name for Claim

3. Are you claiming

Yes/No
alcohol related Expense

Start date of the trip

4. Start Date

End date of the trip

5. End Date

Page 7 of 42
SAP Concur – How To Create/Manage Expenses

6. Travel Type Domestic or International

7. Claim Date Claim Date

Comment is an optional field that you can fill to provide

8. Comment
additional information about the expense claim for approvers.

9. Reverse Document It should be always No

10. Quest2Travel Booking No/Yes

11. Outstation Incidental No. of out of pocket expenses

Page 8 of 42
 SAP Concur – How To Create/Manage Expenses

Step 2: Assigning approved Request

 After creating the Expense Header you can Add the Approved Requests which pertains to this claim.
 Request can be assigned by clicking on as shown below:

 Now Available Request window will appear, from there you can select the Request which needs to be
assigned and then click on

 Click on to assign Approved Request.

Page 9 of 42
 SAP Concur – How To Create/Manage Expenses

Step 3: Creation of itineraries to populate limits

 After assigning the Request, Travel Allowance window will appear which allows you to populate your
eligibility limits.

 Create New Itinerary

 In Create New Itinerary tab, create the start trip itinerary and click on .

Page 10 of 42
 SAP Concur – How To Create/Manage Expenses

 Create end trip itinerary and click on

 Click only after creating the round trip itinerary.

 Creating Single-Day Itineraries:

To access the quick entry page, the user can click on on the Create New Itinerary page.

Page 11 of 42
SAP Concur – How To Create/Manage Expenses

.
 The single day itinerary page appears
 Fill up all the required fields
 Click Save Itineraries.

Page 12 of 42
 SAP Concur – How To Create/Manage Expenses

 Edit or Assign Itinerary:

 From the Available Itinerary Tab, Itinerary can be Edited/ Assign/ Unassign.

 To Edit or Unassign an Itinerary click the displayed Itinerary lines and Select Edit or Unassign.

 Available Itineraries:
 All itineraries Created or that are available will appear either under Assigned or Available
Itineraries.

 You can adjust the Available itineraries from the following drop down you select.

Page 13 of 42
 SAP Concur – How To Create/Manage Expenses

 Expenses & Adjustments tab:

In case the user opts for Own Arrangement, a detail needs to be provided in the following tab.
 Tick the Box on which Own Arrangement is made.
 Click on Update Expenses

Page 14 of 42
 SAP Concur – How To Create/Manage Expenses

 Reimbursable Allowance Summary:

 This tab shows information regarding eligibility limits, actual expense claimed for a particular with
respect to Accommodation and Meal.
 This tab also compares actual expense with limit and in case Employee Claims more than the Limit
allowed than claim would require further approval from Functional Head.

Details:

Column Description

As indicated on the Itinerary.

Date & Location
As defined by the company

Allowance Limit

Expense Total Entered in the Expense Claim

Above Allowable Limit Expense amount that is in Excess of the Limit

Reimbursable Amount Total Allowance for the day that employee will be
Reimbursed.

Page 15 of 42
 SAP Concur – How To Create/Manage Expenses

Step 4: Add expenses to an expense claim

You can use the +New Expense or Quick Expenses method to enter expense line item.

 +New Expense
On the tab, select the desired Expense Type.

OR

 +Quick Expense
 The Quick Expenses tool enables you to enter multiple expenses quickly, or to copy similar expenses, which can
help you save time when creating expense claims.
 To add an Expense to a Claim:
1. With the Claim Open, Click on Quick Expenses.
2. For Each Row:
 Enter the date on which expenses was incurred.
 Select an Expense Type.
 Enter the Business Purpose.
 The City of Purchase.
 Amount of the expense.
3. To Copy a row, + at the Right Side of Row.
4. To delete a row, Click on × at the Right Side of Row.
5. To Add more row, Click Add Row.
6. Click Save.

Page 16 of 42
 SAP Concur – How To Create/Manage Expenses

List of Expenses according to expense types chosen in Claim header:

1. Business Travel:

2. Joining and Transfer Expense Reimbursement:

Page 17 of 42
 SAP Concur – How To Create/Manage Expenses

3. Other Reimbursements:

 To add an expense to a claim:

 On the New Expense tab, click the desired expense type.
 Complete the required and optional fields
 Click one of the following:

B. C. A. D.

Page 18 of 42
 SAP Concur – How To Create/Manage Expenses

A) Save: Click after filling all the required and optional fields.

B) Save & Itemize (to itemize the expense):

Use the Itemize feature to account for transactions that should be bifurcated to multiple expense types.
To Itemize an Expense:
 Click Itemize
 Complete the required and optional fields.
 Click on button.

 Nightly Accommodation expenses tab appears beside Hotel Expense tab.

 Complete the required and optional fields.
 Click on button.

Page 19 of 42
 SAP Concur – How To Create/Manage Expenses

 The newly created itemization appears.

NOTE: This expense has itemisations with missing Receipt

 In case if amount for the itemized expense is not equal to the total amount for the expense then the
deviation error message will be populated.

C) Attach Receipt:
 To upload and attach receipt image
 Click Attach Receipt

 Browse

 Attach

 The receipt image attached can be confirmed by either

Checking that the receipt required icon has changed to receipt received

Page 20 of 42
 SAP Concur – How To Create/Manage Expenses

OR
Click the Receipt Image tab of the entry to view the thumbnail image.

D) Allocate :
 The Allocations feature allows you to allocate expenses to more than one Cost Centre.
 To allocate the expenses:
 Select the desired expenses.
 Click on allocate

 The Allocations Window Appears. The total expense amount, the amount allocated, and the
amount remaining appear in the Allocations section.

Page 21 of 42
SAP Concur – How To Create/Manage Expenses

 From the Allocate By list, select Percentage or Amount. Add as many allocations as necessary.

 You can adjust the amounts and percentages.

NOTE: You do not have to allocate 100% of the total. The amount that is not allocated is charged as
usual, probably to your own cost centre.

Page 22 of 42
 SAP Concur – How To Create/Manage Expenses

 Click Save.

 Click Done. The allocation icon appears with the expense.

Indicate Allocations

Page 23 of 42
 SAP Concur – How To Create/Manage Expenses

Step 5: Submit an Expense Claim

Submit your Expense Claim to your approver for review and further processing.

 To submit Expense Claim:

 On the expense claim page, click Submit Claim. The Final Review window appears.

 The Final Review window appears. Add required receipts; select the applicable expense check‐box.
 Review the information for accuracy.
 Click on Accept & Submit.

Note: If the claim cannot be successfully submitted, a message appears

describing the claim error. Correct the error.

Page 24 of 42
SAP Concur – How To Create/Manage Expenses

 Once the claim is submitted successfully, the window allows you to Print the claim.

 Click on PJL Expense Claim.

 New Window appears with the image of the receipt.
 To get a receipt you can select

 Concur brings up a printable document that includes the information from the Request Header and
Expense tabs.
 Choose the “PDF” button if you would like to create a PDF you can e-mail or save to your computer.
 Choose the “Print” button if you would like to print the document.

Page 25 of 42
 SAP Concur – How To Create/Manage Expenses

Step 6: Approval Flow

The Approval Flow window displays the route that your expense claim will follow once it is submitted.
For Approval flow:

 With the expense claim open, Click on Details >> Approval flow.

 The Approval Flow window appears.

 It will be approved by this route as defined by the company.

 Not all workflow steps may appear before submit. Some workflow steps are based on audit rules that are
executed once you submit the claim.
 You cannot change a workflow once an expense claim is submitted.
 If an expense claim is sent back to you for some reason, the workflow defined is reset to the original
workflow defined by the policy.

Page 26 of 42
 SAP Concur – How To Create/Manage Expenses

Step 7: Audit Trail

 To view Audit Trail:
 On Expense Claim page, Click Details >> Audit Trail.

 The Audit Trail window appears.

 You may wish to use the Audit Trail pane to review:
 Approval Status Change (Including Sent Back)
 Workflow Steps Added
 Comments
 Exceptions
 Payment Status Change
 Receipts Image Reviewed
 Receipts Received
 Claim Recall
 Click Close

Page 27 of 42
 SAP Concur – How To Create/Manage Expenses

Copy an Expense Claim

 User can copy an entire expense claim and then edit the copy as needed.
 Information that is unique to each expense is not copied, for example:
• Images
• Audit trails
• Comments
• Travel allowance
 To copy an expense claim:

 On the home page, in the Quick Task Bar, click the Open Claims task.

 Click

 This copies the claim as Copy of <filename> and automatically increments the date of each expense by one
day.
 Click

Page 28 of 42
 SAP Concur – How To Create/Manage Expenses

 Expense performs the following actions:

 Creates a new claim called Copy of <File Name>.

 Allows the user to modify the name of the new claim.

 Allows the user to set the Starting Date of the expense entries. This date is used as the transaction date of the
copied entries.

 Copies over the attendees associated with the business meal entries.

 Copies over the allocations associated with the entries.

Page 29 of 42
 SAP Concur – How To Create/Manage Expenses

Resubmit a Returned Expense Claim

 Your Expense approver may send a claim back to you if an error is found. The approver will include a comment
explaining why the claim was returned to you.
 To identify and correct expense claims requiring resubmission:
 0n the home page, in the Quick Task Bar, click the Open Claims task. In the Active Claims section of the
page, the claim appears with Returned on the claim tile. The approver's comment appears below the amount.

 Click the claim tile to open the claim.

 Make the requested changes.
 Submit the Claim again.

Page 30 of 42
 SAP Concur – How To Create/Manage Expenses

Specific Expenses in detail:

Hotel Expense: Nightly Accommodation Expense
A hotel bill typically contains a variety of expenses including room fees, taxes, parking, meals, valet,
telephone charges, and personal items. These expenses must be itemized so that they can be accounted for
correctly. Lodging Itemization allows you to quickly itemize room rates and taxes, which are the same for
each night of your stay. You can then itemize the remaining charges on your hotel bill.
 To Itemize Hotel Expense:
 Complete the following fields.
 Click Save & Itemise

Allows to hide the Expense List

 The Nightly Lodging Expenses pane appears.

 On the Nightly Lodging Expenses tab, use the calendar to select the check-in date.
 The number of nights appears automatically.
 Enter the room rate, tax, and other recurring charges.

 If there is a remaining amount to be itemized (other charges), the Additional Charges (each night) is
displayed in the Remaining field.
 Select an Expense and entre the amount.

 Click on

Page 31 of 42
 SAP Concur – How To Create/Manage Expenses

 The newly created itemisation appears.

 To Complete the remaining required fields of the itemized expenses:

 Click on the following itemized expense.

 Fill up all the required fields and Click

Page 32 of 42
 SAP Concur – How To Create/Manage Expenses

Incidentals
 Incidentals are fees and tips to porters, baggage carriers, hotel staff, etc. Incidentals are included as part of the
per diem rate.
 To claim Reimbursement for incidental expenses for 1 to 15 days or Greater than 15 days:
 In Claim Header, Select 1 to 15 days in Outstation Incidental field.
 In case user Claims for more than 15 days, Select Greater than 15 days

 Click
 Select the Expense Type.
 Fill the Required details
 Attach a receipt.

 Click
 Details to be filled:

Date for which expense is claimed

Transaction Date
Place of transaction

City of Purchase
Select the payment type

Payment Type
Attach the receipt if required

Receipt Status
Total days for claiming the expense

Number of days
Amount will be calculated according to no. Of
days as per the daily allowance limit for the
Amount expense

Page 33 of 42
 SAP Concur – How To Create/Manage Expenses

 Amount will be calculated as per the company policy.

 Expense will appear on left side with the Amount & Requested Amount.

Page 34 of 42
 SAP Concur – How To Create/Manage Expenses

Daily Allowance for Field Employees

 To Claim Daily Allowance for Field Employees expense type:
 Click
 Select the Expense Type.
 Fill the Required details
 Enter Amount according to the eligibility limit.
 Tick on check box “ Have you spent more than 4 hours per day on the field?”
 Attach a receipt.

 Click

Page 35 of 42
 SAP Concur – How To Create/Manage Expenses

Laundry Expense
Travel during night will not be eligible for lodging limit. However, in such a case, if an employee checks into a
hotel for a bath only, day charges shall be applicable(Lodging includes laundry).

 To claim Laundry Expense:

 Click
 Select the Expense Type.
 Fill the Required details
 Enter the Amount according to it.
 Attach a receipt.

 Click

 Expense will appear on left side with the Amount & Requested Amount.

Page 36 of 42
 SAP Concur – How To Create/Manage Expenses

Fuel Reimbursement – Bike

 To register a car:
 Click Profile > Profile Settings > Company Car. On the Company Car Registration page, click New.

 Enter the Vehicle ID and Vehicle Type.

 Click OK.

 To delete a car:
 On the Personal Car Registration page, select the check box to the left of the car that you want to delete.
 Click Delete.

Page 37 of 42
 SAP Concur – How To Create/Manage Expenses

You might be using your personal car for business purposes or you might be using a company car. Your company
determines the information you are required to provide (mileage, odometer readings, and so on) as well as the
reimbursement rates.

 To create a Bike mileage expense:

 On the tab, select own vehicle reimbursement expense type.
 Fill the Required details.

 Click on mileage calculator below.

 The Google Mileage Calculator window displays, and you can enter your point-to-point routes.

Page 38 of 42
 SAP Concur – How To Create/Manage Expenses

 For round trip, Click on Make Round Trip.

 And Then Click on

 When done, Expense calculates the reimbursement amount based on the miles and the reimbursement rate set
by your company.
 Click
 Expense will appear on left side with the Amount & Requested Amount

Page 39 of 42
 SAP Concur – How To Create/Manage Expenses

OR

 From the Quick expense tab user can create mileage expenses.
 Click on

 Quick expense window appears

 Fill the required fills

 Select Vehicle type- Two wheeler / Four wheeler.
 For mileage calculator click on below the Map.
 When done, Expense calculates the reimbursement amount based on the miles and the reimbursement rate set
by your company.
 User can Add a Return Journey, Copy Journey or else Delete the Journey as shown below in the following
Drop down.
 Click

Page 40 of 42
SAP Concur – How To Create/Manage Expenses

Page 41 of 42
 SAP Concur – How To Create/Manage Expenses

Icons:
Icon Name Description

Trip tip Important information available about

the field.

Mandatory Indicates a field that is mandatory

Receipt Image Required Indicates that an imaged receipt is

required for this expense.

Receipt Image Available Indicates that an imaged receipt is

attached to the expense.

Exception Indicates that an expense entry

exception must be resolved before
submission.

Attendees Indicates that an expense entry has

associated attendees.

Allocations Indicates that the expense entry has

been allocated.

Comments Indicated that the expense or claim

contains a comment.

Warning Exception Indicates that an expense entry has an

exception that does not prevent
submission.

Information Indicates an exception that does not

prevent submission.

To calculate the distance in own

Mileage calculator vehicle reimbursement expense.

Page 42 of 42