Concur User Guide
Concur user guides for users
This guide
covers the key points when using Concur. Appendix 1 covers areas that are only
relevant when first setting up Concur and should not be relevant for day to day
use
General
You will find the
system easier to use if you photograph and record expense receipts as you incur
them. If you have a phone, the simplest way to do this is to create an expense when you incur business
expenditure and photograph and attach your receipt immediately. If you do not
have a phone you should submit your receipts by scanning them to receipts@Expenseit.com. This email address can also be used to
email PDF receipts that you have received by email e.g. Hotel/Flight receipts
(just forward the email with the attachment).
Submitting expenses
Use
Expenseit
“Expenseit” is
a separate app to Concur which must
be downloaded from the app-store. If you take photos of your receipts using Expenseit
they will automatically be loaded into Concur and the text recognition software
in Expenseit will populate many of the fields for you:
Emailing
receipts to receipts@expenseitexpenseit.com has the same effect i.e. your receipt
will be interpreted by the software
Expenseit is
very clever however you are responsible for the accuracy of your claim – please
review every expense you submit to ensure the data is accurately captured
Note: do not
use the same icon that appears in the Concur app (“Receipt” with the camera
icon) – this just attaches your receipt to concur as a picture file, it doesn’t
scan it in using the text recognition software.
Airfares
When you
receive an email with an invoice for flights, you must use receipts@Expenseit.com to import it into Concur otherwise you
may experience issues (forward the whole email and ensure you have “downloaded
pictures” in the email before forwarding, if Outlook has blocked them,
otherwise all the image details may not scan through properly).
Hotel bills
When
submitting hotel bills through Expenseit you may on rare occasions find that
you get an error saying that the itemisation does not equal the bill total. Itemisation is not currently required by
our policy so to resolve this error you may just delete the itemisation and
leave only the bill total
Expenses incurred in a foreign country
- You must
populate the country field in the expense details. For example, below is an
expense incurred in America
UK only meals/entertaining expense type guidance
Concur gives good granularity in how we
record our costs and so 4 categories are given for meals:
a. Individual
meals –
use this when you eat on your own (e.g. you are staying away on business and
you have an evening meal or lunch)
b. Entertainment
staff –
should rarely be used (probably only directors and senior managers) – for
meals/drinks other costs at tax allowable events (e.g. annual Christmas party
in the UK) – reviewing managers should query and challenge this classification
when reviewing and expect queries from Finance department.
c. Entertainment
clients –
again should rarely be used
d. Team Meals
& Working Lunches – the expense type to use for team meals, including catering for
working lunch meetings.
What is a tax receipt
A “tax”
receipt is a receipt that contains the relevant information to enable the
business to reclaim VAT. As a rule, in the UK a VAT receipt is only a VAT
receipt if it shows the VAT number somewhere on the receipt. If in doubt, ask
for a VAT receipt and the vendor should be able to provide one. Generally
flights are Zero rated for VAT so don’t worry if you can’t find a VAT receipt
for these.
Submitting claims
The easiest
way to adhere to this policy is to create a blank claim at the beginning of the
month and then add expenses to the claim as they come through on your credit
card feed
1) You
must submit only one claim per month
2) Your
credit card expenses must be
matched with your credit card feed. Normally you should never use “company
paid” unless explicitly instructed to do so by finance. If you have a credit
card but the credit card feed is not coming through, please contact helpdesk@avire-global.com with a subject title containing “Concur”.
3) You
should only move expenses from the home screen (“available expenses”) to a live
claim when you have a credit card feed
item to match them with.
4) When
setting up a new claim, do not alter any of the yellow highlighted information
– this should be driven by the profile we have set up for you
5) Please
note that you can still submit expenses even though there is a symbol – this is just advisory for
the reviewing manager – it is a review policy set up in the background of the
system that flags up any “expensive” travel types (air travel, train travel,
etc.) that is not booked on company credit cards – it does not stop you
submitting the expenses or the manager approving them.
6) Please
review your claim before submission to ensure all information is true and
accurate including receipt
classification and cash/credit card classification
Claim
submission deadline
You should submit your monthly
claim, no later than close of business on the last Wednesday of the Halma/Fiscal
month.
Appendix 1: Setting up Concur
When you are
set up on Concur for the first time, most of your details are set up by the
administrator team. This includes:
- General
name/email address etc
- Credit
card feed setup
The following
you will need to set up yourself
Mileage
claims (setting up your vehicle):
If you have a company car or car allowance,
you need to go to profile/profile settings, then click company car on the menu
on the left of the screen and click “new” (see next page)
If you have a
personal car that you are setting up because you are going to claim mileage on
that at the personal car rate, go to Personal Car in the menu on the left,
instead of Company Car and complete the form (IGNORE “BUSINESS DISTANCE” –
leave it as zero)
Email
address verification
Some users
find that when they are first setup, there are issues with receiving receipts
emailed to receipts@Expenseit.com. If this happens you should verify your
email address as follows:
- Go
to Profile/Profile Settings
- Click
on “Email Addresses” on the left hand side of the screen
- Check
the verification status of your email (about half-way down the screen)
- If
the “Verify” column reads “not verified” – click “verify” and you will be
sent a code by email to input here
- Check
your junk mail and clutter if you don’t immediately get an email just in
case the verification code goes there
- Enter
the code in Concur and click ok