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How to Submit Expenses
Quick Start Guide
1. Welcome to Your new Expense System
Concur Expense is a web-based service that provides all the tools need to create and submit expense reports.
Concur Expense replaces the paper-based system, but the process is much the same: Build your expenses
within Concur Expense, submit to your manager at the click of a button, and once they’ve approved your
expenses you’ll be reimburse through payroll monthly.
This guide provides all the information needed to get started with the Concur Expense system. It’s not
intended to be an exhaustive guide – it will get you up and running quickly. There is lots of additional
functionality to discover - additional guides are available, and there is a telephone helpline for additional
support.
2. Instructions
1.1. Logging In
An account has already been created for you, you’ll just need to log in and change your password.
How to…
Additional Information
1. Open an Internet browser and navigate to
https://www.concursolutions.com/
Step 3
2. Enter your Nuffield email address in the User
Name field
a. If you are a returning user, enter your
password and click Login – you will be logged
in to the system
b. If you logging in for the first time, follow
the instructions below
3. Click Forgot your password?
4. Enter your Nuffield email address in the Enter
your Login ID field
Steps 4-5
5. Select Send me an email with a link to reset
my password, follow the instructions, and
click Submit
6. Follow the instructions in the email sent to
your inbox
7. Once your password has been changed, you will
be automatically logged in.
FAQ
Additional Information
1. What if I don’t have a Nuffield email address?
Contact the IT Service Desk on 0844 8630088, or
speak to your manager.
2. I am using my Nuffield email address, but I get
an error when trying to complete the above
steps.
Your account may not be linked to the correct email
address. Please email the expenses administrator on
[email protected]
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1.2. Configuring Settings/ Personalising
Once you’ve logged in for the first time, the next thing to do is check that your account has been configured
correctly. Once you’ve confirmed these details are correct, you’re ready to submit your first expense report.
The system can store lots of different information. Outlined in the following section are details of how to check
the minimum required to get you started (e.g. who approves your expenses).
Note: If you are using the Travel functionality to book air travel, you’ll also need to ensure your personal
details match those in your passport (e.g. actual name, rather than ‘known as’).
1.2.1.
Checking the Division & Department
Expenses are recharged to your Division/ Department, so it’s important to ensure you are correctly listed in the
system.
How to…
Additional Information
1. Click on the Profile tab, then click on Expense
Information in the left hand menu under
Expense Settings.
2. Check that the fields correctly describe the
area of the business where you work (or your
expenses are charged to)
FAQ
Additional Information
1. Some of my details are incorrect. How do I get
them changed?
You cannot change this yourself. Please contact the
Expenses Administrator on
[email protected]
1.2.2.
Checking who approves your expenses
As with the paper-based system, your manager will still need to approve your expenses.
How to…
Additional Information
1. Click on the Profile tab then Expense
Approvers in the left hand menu under
Expense Settings
Step 2
2. The email address of the person who approves
your expenses is displayed.
FAQ
Additional Information
1. My designated approver is incorrect. How can I
change it?
You cannot change this yourself. Please contact the
Expenses Administrator on
[email protected]
2. What if my manager is on annual leave or out
of the office?
Your manager can delegate authority to approve
expenses. They can also use the mobile app to
administer expenses on the move.
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1.2.3.
Checking a Company Credit Card
Company card transactions are automatically imported for you – ready to be added to an expense report. If you
are a company credit card holder, you’ll need to check the right card has been assigned.
Company card transactions can be viewed in the following areas:
•
The Available Card Charges area of the main My Concur page
•
By clicking the Expense tab, then View Charges
•
From within an expense report where they can be added to the report.
How to…
Additional Information
3. The Available Card Charges area of the main
My Concur page displays:
Step 1a
a. A list of all cards currently assigned to
you. Check the card number (last four digits
are shown).
Step 1b
b. A list of all current charges for the cards
listed. As you allocate these to expense
reports, they will drop off the list.
FAQ
Additional Information
1. What if the cards listed are incorrect?
1. If any details are incorrect or missing, please
contact the Expenses Administrator on
[email protected]
2. What does the
1.2.4.
icon mean?
Checking Company Car Details
Company car details have been loaded into the system, and are updated on a monthly basis. If you are a
company car driver, your profile should already include your car details.
How to…
Additional Information
1. Click on the Profile tab, then Company Car
Step 3
2. Your company car should be listed
3. Check that the Vehicle ID, Car Size, and
Active fields are correct.
FAQ
Additional Information
1. Why isn’t my company car listed?
If any details are incorrect or missing, please
contact the Expenses Administrator on
[email protected]. Please don’t
add a company car manually yourself.
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1.2.5.
Adding a Personal Car
If you are claiming mileage using a private vehicle, you’ll first need to configure your car in the system.
Multiple cars can be registered at once, and you can select your default car.
How to…
Additional Information
1. Click on the Profile tab
Step 2
2. Select Personal Car from the Expense
Settings menu
3. Click New, enter the Vehicle ID (e.g. the
registration) and select the appropriate Car
Type. Click Save.
Notes:
i. The first time you configure a vehicle, you will
need to enter your business mileage year to
date
ii. If you have more than one vehicle configured,
your default vehicle can be set by selecting the
Preferred Car option
FAQ
Additional Information
1. How much business mileage have I accrued this
financial year?
Contact the Expenses Administrator on
[email protected]
2. Will I need to add to my mileage after every
trip?
No, the system will automatically keep a running
total, as you claim business mileage.
3. How do I add a motorbike?
The reimbursement rates are the same as for cars,
so just follow the steps above.
1.2.6.
Adding a Company Car Allowance
If you receive a car allowance, you’ll need to configure your car in the system. The steps are very similar to
adding a personal car (see above), but you’ll need to select Company Car instead of Personal Car from the
Settings menu.
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1.3. Creating & Submitting an Expense Report
Once you’ve confirmed the system is set up correctly, you’re ready to create and submit an expense report.
This involves the following steps:
• Create a new expense report
• Add expense items to the report (e.g. train ticket, hotel)
• Attach receipts, and provide any additional information required
• If you have a company credit card, attach these charges to the report
• Submit the report for approval.
1.3.1.
Creating a new Expense Report
The first step is to create an expense report.
How to…
Additional Information
1. Click the Expense tab then select New
Expense Claim/ Create New Claim.
Step 2
2. Enter a report name (e.g. April 2013 Expenses),
the date of the expense report (default to
today’s date), and any comments that will help
your manager when approving
Step 4
3. Click Next >> (located bottom right hand side)
4. Click the New Expense button. Select an
expense type from the list displayed on the
right, or start typing in the Expense field which
will filter matching categories
5. Complete the fields, click Save to add the item
Note: Mandatory fields are indicted by a red
bar on the left
Note:
A white exclamation mark on a red
background incidates that further information
is required (in this example, a receipt needs to
be attached)
Step 7
6. As expense items are added to the claim, a list
will build up on the left side.
7. Items requiring additional information are
highlighted in the Exceptions area, and flagged
by a white exclamation mark on a red
background . Click on the item, to display
details.
8. To delete an entry, click on the relevant row in
the Expenses area and click the Delete button.
Step 8
FAQ
Additional Information
1. What do all the icons mean?
Refer to section 0.
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1.3.2.
Attaching a Receipt
All expenses should be supported by a receipt. If you do not have a receipt, ensure you provide supporting
information in the comments section.
An image of the receipt should be attached – this can be a photo or electronic scanned copy, as long as it is
legible.
There are a number of ways to get receipts into the system:
•
Attach an image from your computer or network drive (e.g. if you have a scanner)
•
•
Using the Concur mobile App
By emailing it to Concur (e.g. take a photo of it on your phone, attach to an email, send to
[email protected] – you’ll need to configure your email address first, via the Receipt
Store)
How to…
Additional Information
1. Navigate to the expense you want to attach the
receipt to. Click the Attach Receipt button.
Step 2
2. The Attach Receipt window will open. From
here, you can:
a. Attach image on your computer – Go to
step 3.
b. Attach image from the Concur App – Go to
step 4
3. To attach a receipt save on your computer/
network drive:
a. Click the Browse… button
b. Navigate to the file you want to upload
c. Click Open
d. Click the Attach button
e. The receipt is now attached.
4. To attach a receipt from the Concur App or
received by email:
a. Images captured on the Concur App or
emailed to your Concur account are shown in
the Receipt Store Images area.
b. Check it is the correct receipt, by clicking
on the image. Click the Attach button.
FAQ
Additional Information
1. Do I need to send off the original receipt?
A legible electronic copy of receipts is all that is
required. However, please retain the original
receipt, until the expense report has been
approved, in case there are any queries.
2. Why won’t the system allow me to attach the
receipt?
The receipt image may be of the wrong format or
the file size too big.
The maximum file size is 5MB. The following file
formats are permitted: .png, .jpg, .jpeg, .pdf, .tif,
.tiff.
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1.3.3.
Adding Car Mileage.
The amount reimbursed car mileage is dependent on mileage drive, engine type and size, and whether it is a
personal or company car. Therefore, it’s imported to ensure the details entered are correct. Before, recording
mileage, you’ll need to configure you are details (see sections 1.2.4 and 1.2.5).
How to…
Additional Information
1. Follow the steps to create a new expense item,
as normal. Select the Personal Car Mileage or
Company Car Mileage expense type.
Step 3
2. The Mileage Calculator will open. This is very
similar to other online maps/ directions.
3. In the Waypoints area, enter the start and end
points (e.g. address, postcode)
Steps 4-7
Note: Suggested locations are displayed, as you
type. This includes postcodes for Nuffield locations.
4. Click Calculate Route.
5. Add/ manipulate as required:
a. Suggested alternative routes may be
displayed
b. Additional waypoints can be added
c. The order of travel can be amended, by
clicking and dragging the waypoints up and
down the list.
d. A tick box is provided to mark as a round
trip.
Step 8
6. To delete a waypoint, click the grey “x” to the
right of the waypoint.
7. Click Add Mileage to Expense.
8. Complete the remaining details (e.g.
transaction date), and ensure you have
selected the correct vehicle.
9. Click the Save button.
Note: Remember to exclude any commuting
mileage, if the journey included travel
between your home and normal place of work.
FAQ
Additional Information
1. Do I need to submit a receipt for mileage?
•
No, receipts are not required, for either
company or private car mileage.
2. I receive a car allowance. Do I enter this as
Personal or Company Car mileage?
•
Mileage should be entered as Company Car, as
the reimbursement rates are the same.
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1.3.4.
Adding Company Credit Card Transactions to a Report
Company card transactions are automatically imported for you – ready to be added to an expense report.
Transactions remain in your profile, until they have been allocated to an expense report.
How to…
Additional Information
3. Create a new expense report or open an
existing expense report
Step 3
4. Click the Add Card Charges button. Your
company card transactions will be displayed in
the Smart Expenses area
5. Select the transactions you want to add to the
report, by clicking the corresponding tick boxes
on the left.
6. Click the Import button. Click the OK
confirmation button
7. The card transactions will be imported and
displayed in the Expenses area, just like any
other expense item.
8. As with any other expense item, proceed as
normal – you may need to add additional
information, depending on the information
provided by the bank.
FAQ
Additional Information
1. Why isn’t a charge I’ve incurred listed?
This could be for the following reasons
1.3.5.
•
If the charge was incurred within the last day
or two, the bank may not have submitted it yet
•
The card used may not be configured in the
system
Submitting an Expense Report
Once all items have been added to the expense report and any exceptions addressed, the expense report is
ready to be submitted.
How to…
Additional Information
1. Navigate to the expense report
2. Click the Submit Report button
3. A summary of the report is displayed, along
with a final opportunity to attach and view
receipts. Click the Submit Report button
4. A final summary showing the amount claimed is
displayed. Click the Close button.
FAQ
Additional Information
1. I’ve submitted the report, but need to change
it. Can I recall it?
Until the report has been approved, it can be
recalled. Click the Expensei tab, then View
Reports. Click on the Report Name, to open. Click
the Recall button.Click the Yes button, to confirm.
The report will open, and is now listed in your
active reports list.
2. How do I know if my manager has approved my
expenses?
Click on the My Concur or Expense tabs. The
Status field provides details.
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3. How do I know if the expenses have been paid?
4. Why is an expense I’ve already submitted is
listed in my Expense Reports?
Once approved, the status will changed to reflect
this, as shown below. This means that it will be
paid in the next expenses run. The Payment Status
doesn’t change, even once it has been paid.
The
icon, indicates that it has been returned by
the approver. Hover over the
icon, to display
the approver’s comments. Click on the Report
Name, to display the expense details. Address the
issue as required.
1.4. Approving an Expense Report
Managers are still required to approve expenses. The only difference is, instead of signing a paper form, the
report is approved electronically.
How to…
Additional Information
1. When you log in, any expense reports awaiting
approval will be displayed in the Approval
Queue section. Alternatively, click the
Expense tab then Approve Claims.
Step 1
2. To view the expense report, click the Claim
Name. Details of the claim are displayed
3. Hover over the icons on the left, to display the
receipt (if attached) and comments
4. Clicking on a particular expense item will
display all the details for the item
5. Click on the appropriate button, to take the
following actions:
Step 5a
a. Send Back to Employee – Enter a
comment explaining why you are returning
the expense claim, then click OK
b. Approve – This will sent the expense for
payment
c. Approve & Forward – Not used
6. The expense report will be removed from your
approval queue.
FAQ
Additional Information
1. What are the icons on the left?
•
- Hover over, to display a copy of the
receipt
•
- Hover over, to display the additional
comments field
1.5. Adding a Delegate
Delegates can be assigned, allowing others to submit expenses on your behalf. Typically, this would be used
where a Personal Assistant or Admin person processes expenses on your behalf. Approvers can also delegate
authority to sign off expenses (e.g. if you are a manager, you may wish to allow someone else to approve your
staff’s expenses, while on annual leave).
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How to…
Additional Information
1. Click the Profile tab.
2. In the Expense Settings section, click Expense
Delegates.
3. The Expense Delegates page is displayed
4. Click Add.
5. In the Search by employee name, email
address or logon id field, type the surname of
the delegate you wish to add. A list of
matching users is displayed
6. Click on the desired user.
7. Click the appropriate task checkboxes to assign
permissions
8. To add additional delegates, repeat steps 4-7
9. Click Save.
FAQ
Additional Information
1. I’ve been asked to approve someone’s
expenses. How do I know if their manager has
given me permission?
You can see if others have added you as their
delegate, by clicking the Delegate For tab.
2. Why isn’t the person I’m looking for isn’t listed?
Delegates can only be assigned to someone in your
part of the organisation, and they need to be at the
same management level or higher
1.6. Cross-Charging
Typically, expenses are not cross-charged to other departments; however, this may be necessary, in some
circumstances. Expenses can be recharged at the expense report or expense item level.
How to…
Additional Information
1. To recharge the whole expense report, when
Click the Expense tab then select New
Expense Claim/ Create New Claim
2. The next step also provides the option of
selecting where the expense is charged to
3. Select from the appropriate drop-downs.
Ensure the Comment field is complete to
explain the recharge
4. To recharge an expense item, open the
expense report, select the item you want to
recharge, then change the select as above from
with the expense detail area
FAQ
Additional Information
1. Why aren’t all divisions and departments listed
in the drop-downs?
Expenses can only be cross-charged within the
same division.
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2. Concur Mobile App
For further details on how to download and use the Concur App, click on the Profile tab, then Mobile
Registration. The App is available for iPhone, Blackberry, and Android devices. You can use a company or
personal phone.
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3. Guide to Icons
Button/Icon Description
Add New Allocation: Add a new allocation row.
Allocate By: Choose between allocating by percentage or amount.
Allocations: Indicates that an expense entry has been allocated.
Attendees: Indicates that an expense entry has associated attendees.
Approve: Approve the expense report for processing.
Approve & Forward: Add additional review steps for an expense report.
Credit Card Transaction: Indicates that an expense entry was from a credit card
,
,
transaction. Amex
, Visa
and MasterCard
.
Comments: Indicates that an expense entry has comments associated with it.
Delete Report: Deletes the current expense report.
Details: Provides options to view details of the expense report such as the report header,
allocations, and audit trail.
E-Receipt: Indicates that the credit card transaction contains an electronic receipt.
Exceptions (Yellow): Indicates that an expense entry has an exception associated with it.
Exceptions (Red): Indicates that an expense entry has an exception associated with it that
must be resolved before you can submit the expense report.
Import: Provides access to import trip details or credit card charges to the current expense
report.
Itemize: Save the current expense entry and begin the itemization process.
Mobile Expense: Indicates that the expense was entered in Concur Mobile.
Multiply: Reverses the exchange rate when working with foreign out of pocket transactions.
New Attendee: Add a never before used attendee to an expense report.
New Expense: Create an out of pocket expense entry.
New Expense Report: Create a new expense report.
Next: After creating the expense report header go to the next step in the process.
Personal: Indicates that an expense entry was marked as personal.
Print: Print the fax cover page or detail report for the current expense report.
Receipts: Access to attach receipt images or view previously attached receipts.
Receipt Attached: Indicates that a receipt is attached to the expense entry.
Receipt Image Required: Indicates that a receipt is required for the expense entry.
Report returned to Approver: Indicates that the report was returned to the submitter from
the approver.
Send Back to Employee: Allows the approver to send the expense report back for
corrections.
Submit Report: Submit the expense report for approval.
Tooltip: Click the tooltip icon to view the associated field-related help.
Trip Data: Indicates trip information from an itinerary.
Show / Hide Itemization: Click this icon to view or hide itemization specifics.
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