Mastering Concur: Create and Manage Expense Reports with Ease
Table of Contents:
- Introduction
- Logging into Concur
- Creating an Expense Report
- Including Expenses in the Report
- Adding Details to Expenses
- Categorizing Expenses
- Adding Descriptions to Expenses
- Handling Receipts for Expenses
- Reviewing and Submitting the Report
- Conclusion
Introduction
In this article, we will guide you through the process of creating an expense report using Concur, a popular expense management solution. We will cover logging into Concur, including expenses in the report, adding details and descriptions, handling receipts, reviewing the report, and submitting it for approval. By the end of this article, you'll have a clear understanding of how to effectively use Concur to create and manage your expense reports.
Logging into Concur
To begin using Concur, you need to log in with your username and password. These credentials are usually set up when you first receive your key card. Once logged in, you will see the Concur main page with two sections - "Available Expenses" and "Open Reports."
Creating an Expense Report
To create an expense report, click on the "New" button and select "Start a Report." Choose the appropriate timeframe for your report, such as the previous month. It is recommended to create only one expense report per month, even if you have multiple expenses. This helps in keeping your reports organized.
Including Expenses in the Report
Next, you will need to include your expenses in the report. Select the expenses from the "Available Expenses" section by clicking on the checkbox beside each expense. Then, click on the "Move" button to transfer them to the current report. This ensures that all the expenses you want to include are grouped together.
Adding Details to Expenses
Each expense in your report needs to have the necessary details filled out. This includes the expense type, business purpose, and description. The expense type determines how the expense is categorized for cash flow analysis. The business purpose should provide enough information for an IRS agent to verify that it is a valid business-related expense.
Categorizing Expenses
When categorizing expenses, it is important to choose the appropriate category based on the nature of the expense. Concur provides a list of categories that align with the expenses in your cash flow. For example, if the expense is related to a ministry center meeting, it falls under the "Leadership Meetings" category. Make sure to select the most relevant category for accurate reporting.
Adding Descriptions to Expenses
To ensure clarity and transparency, it is crucial to provide detailed descriptions for each expense. Avoid generic terms and be specific about the purpose of the expense. For example, instead of writing "books," you can write "books for ministry center meeting." This helps auditors and approvers understand the nature of the expense.
Handling Receipts for Expenses
Receipts play a significant role in validating expenses. If an expense is under $75, you do not need to attach a receipt. However, if it is over $75, you should attach the corresponding receipt. Concur offers multiple methods to attach receipts, including uploading from your computer or using the Concur app to capture receipts with your mobile phone. Ensure that all receipts are clear and legible.
Reviewing and Submitting the Report
Before submitting your report, review each expense to ensure accuracy and completeness. Check if all fields are properly filled out and if any alarm buttons are triggered. Alarm buttons indicate potential issues, such as duplicate expenses or mis-categorized items. Once satisfied, submit the report for approval. Your approver will review the report and either approve it or request changes.
Conclusion
Creating expense reports using Concur can streamline the process of managing your expenses. By following the steps outlined in this article - logging in, including expenses, adding details, categorizing correctly, providing clear descriptions, handling receipts, reviewing, and submitting - you can ensure accurate and organized expense reporting. Use Concur to simplify your expense management and save valuable time and effort.
FAQ:
Q: How do I log in to Concur?
A: You can log in to Concur using your username and password, which are typically set up when you receive your key card.
Q: Can I include multiple expenses in one report?
A: Yes, it is recommended to include all expenses for a specific month in one report to maintain organization.
Q: Do I need to attach receipts for all expenses?
A: Receipts are required for expenses over $75. For expenses under $75, attaching a receipt is not necessary.
Q: What should I do if my report gets returned?
A: If your report is returned, make the requested changes and resubmit it for approval.
Resources:
