When should I complete an expense report?
Expense reports should be completed on a monthly basis. It is preferred to submit the report on the first of the following month to allow time for approvals and possible modifications prior to the month-end close. If expenses are not fully reconciled after 90 days, may become taxable income. Cardholders do not have to wait for a mailed statement as US Bank is feeding posted transactions directly into Concur daily. (Statements can also be found in your US Bank Online profile.)
How can I track an expense report in the system?
- Reports that are not submitted or in the approval process will be listed on the home page under Open Reports or Expense > Active Reports. To find the pending approvals, open a submitted expense report and go under Details > Approval Workflow. The name of the approver will be listed under their approval authority and the date of approval will appear underneath their name once they have completed their portion.
- A complete expense history can be found by clicking the Report Library link in Expense. The default view is set to “Reports for the last 90 Days,” but can be changed.
Is there a report available for expense report details?
Yes, there is a USD Detailed Report available under the Print/Email option in the Expense Report. Select the Show Itemizations checkbox on the upper left corner of the report window. The receipts will be consolidated when saving the PDF, emailing the report, or printing the report. Please refrain from printing these reports to help our sustainability efforts.
Are receipts required?
Yes, detailed receipt images are required for most expense types. There are some individual travel-related expense types that do not require a receipt for expenses $49.99 and below. These exceptions are embedded in the system for example Taxi/Ride Share will not prevent an employee from submitting a $20 expense without an attached receipt.
Divisions/departments and grants can be more restrictive than the University and still require receipts for these expenses. Grants should consult with their PI and/or Grants Accounting for guidelines concerning receipt documentation.
What if I am missing a receipt?
Please contact the supplier for a receipt if the original was lost. As a last resort should be attaching a Concur generated Missing Receipt Affidavit. MRAs are not allowed for expenses such as airfare, lodging, car rental, etc. MRAs are closely monitored for frequency of use and threshold amounts.
How do I attach receipts in Concur?
There are multiple ways to attach receipts in Concur depending on the tool that you are using.
Concur mobile app:
Within the app, use the ExpenseIt (camera) icon to take a picture of your receipt.
If Expense Assistant is enabled, the image will appear under Available Expenses.
If Expense Assistant is not enabled, the image will appear under Available Receipts.
Scan your receipts and save the file(s) to your computer.
Click the line item that requires a receipt, then click Attach Receipt on the right side of the screen.
Click Browse to locate the file on your computer, then click Attach and Close.
Email: (your email address must be verified in your Concur profile).
Email your receipt images as attachments to email@example.com.
What should I do with my original receipts? Do I need to keep my paper receipts?
If the receipt images have transaction details clearly marked, vendor name, transaction amount, and payment method, you will not need to turn in paper receipts.
Employees have different preferences and levels of comfort. Some may discard receipts as soon as they verify the image is clear and accurately represented in the app, others may hold onto their paper receipts until the report is final approved by the Finance Office.
What is an e-receipt?
Concur has partnered with several travel vendors to provide electronic receipt data directly to their system eliminating the need for a paper receipt. The e-receipts provide full detail and the data comes directly from the supplier. You can elect to sign up for e-receipts in your Concur Profile settings.
What is Expense Assistant?
Expense Assistant is an automated expense report feature that was created by Concur. When the feature is turned on, it begins to build an expense report from available, eligible expenses automatically as the expense is loaded into the system. It will add expenses into an open expense report or auto-create a report to add the expenses. The Expense Assistant will not submit an expense report, it is meant to help save time in report creation and reconciliation. This feature can be enabled under the Expense Tab between Active Reports and Available Expenses. It can also be activated in the Mobile App Settings.
Can someone else approve expense reports on my behalf?
No. However, a delegate previewer can be set up. A delegate previewer can review reports that are pending your approval and add comments to help the approver while they are reviewing. A delegate previewer can send back an expense report if it needs modifications.
A delegate previewer cannot approve on your behalf, they can only “notify employee” that they have reviewed the report. It is the approver’s responsibility to review the report prior to approving.
Once I submit my expense report, how will it get to the proper approvals?
Concur will route your report to the supervisor assigned in Oracle HR and then route to the proper budgetary approval(s) per the Project Manager(s) in Oracle Key Members.
Why am I getting a report from someone that does not report to me? How can I tell how much I am approving?
The system allows users to allocate expenses across different POETS codes. As a Project Manager, you will receive any reports that are requesting to use your POETS for review and approval.
Under Required Approvals, the name of the report owner and their total report amount will be listed. Once you click and open the expense report, you should only see expenses that are allocated (partially or fully) to POETS in your budgetary authority. At the bottom is the full sum you are approving listed as Cost Object Amount. Clicking on the details > allocations window will open a summary.
If you have any questions while reviewing, please reach out to firstname.lastname@example.org.
As a budget approver, can I change the POETS on a report?
As a budgetary approver, you may change the allocation codes: Org, Project, Source, Task in the allocation window and click save.
You may not change the expenditure type. The expense types is tied to multiple different fields and must be returned to the report owner to update this information.
I approved this report - why am I getting it again? (I got notified that I needed to approve a report, but when I logged in I didn’t see anything listed under Required Approvals?)
After the supervisor approval, the expense report enters the Budgetary Approval queue(s) and these can be approved simultaneously. If one budget approver returns the report, it pulls the report from all approval queues and sends the report back to the employee’s profile. The employee will need to make the modifications and resubmit the report into the approval process.
A report must successfully complete the approval process. It is important to review the report each time to ensure changes have not been made to your approval items. The system does not allow a fully approved report that has been applied to Oracle to go through the approval workflow again.
My supervisor is wrong in Concur? How do I get this updated?
An electronic DAF will need to be completed in Oracle. This access is restricted please consult with your supervisor and budget administrator. Notify email@example.com so we may follow up to verify the change in Oracle is reflected in Concur (overnight process).
Can I forward an expense report to another approver?
The Approve and Forward feature is available at the supervisor approval level. This functionality is not available at the Cost Object Approver (budgetary approval) level. Please contact firstname.lastname@example.org to discuss other options available such as utilizing delegates, modifying the approval workflow, changing in Project Manager, or forwarding USD Detailed Report.
When will the expenses be applied to my budget?
Once the entire expense report is fully approved by the Finance Office, the transaction will be “sent for payment” and loaded into the system the following day.
Transactions sent for payment on 3/31 would load into Oracle on 4/1 for APR-20.
Why do I have to book airfare using Torero Travel and Expense?
USD as a community will receive numerous benefits from the decision to book all airfare through Torero Travel and Expense. USD has partnered with a dedicated travel management company – Corporate Travel Planners (CTP). Reimbursement will not be processed for bookings outside of the tool or CTP agent. If booked on a One Card, the employee will be required to reimburse the University.
Can I still book my conference hotels through the conference registration?
Employees may still book hotels through conference registration sites. These room rates are typically negotiated by the conference. Please forward the itinerary to email@example.com when finished booking.
Can someone else book my travel for me?
- Yes, if you currently have a travel arranger. The traveling employee must list the travel arranger as their “Travel Assistant.”
- You can add a “Travel Assistant” by going under Profile Settings > Travel Preferences > Assign a Travel Assistant.
- When the travel arranger signs into Torero Travel and Expense and clicks on their travel profile icon, they will have an option to “Book Travel as …” After selecting the employee’s name, they will be booking on behalf of the traveler.
Is there going to be additional booking fees associated for Torero Travel and Expense?
No, booking fees will be centrally funded by the Finance Office.
Can I still get my frequent flier miles or points on my business travel?
Yes, you can add your frequent flier or points information in your Concur Profile Settings. As you make reservations in the system, your rewards program information will be added to the itinerary.
What is the Fly America Act (FFA)?
- When a U.S. air carrier is not available.
- When the use of a U.S. carrier service would extend the travel time by 24 hours or more.
- When a U.S. carrier does not offer nonstop or direct service between origin and destination; and,\
- Increases the number of aircraft changes outside the United States by two or more.
- Extends travel time by at least six hours or more.
- Requires a connecting time of four hours or more at an overseas interchange point.
- Short Distance Travel – When the flight time from origin to destination is less than 3 hours and the use of a U.S. flag carrier doubles the time en-route.
- When there is an applicable Open Skies agreement in effect which the Department of Transportation says meets the requirements of the FAA.
How can I access my balance on my One Card?
My card is declined. What should I do?
Please call the number on the back of your card to contact the bank for a declined reason. You may also contact the firstname.lastname@example.org for help resolving your card decline.
Declines may occur due to insufficient funds, incorrect zip code, fraud filters, and MCC code restrictions.