Travel Expense Report FAQ

Table of Contents:

 

How do I create an Expense Report?

Creating an Expense Report

There are a couple of different ways to create an expense report:

  • Option One:
    • Navigate to the Request tab
    • Click your approved Travel Request
    • Click Create Expense Report near the top right
  • Option Two:
    • Navigate to the Expense tab
    • Click Create New Report
    • ​​​​​​​Click Add in the Request section in the header
      • A Request is required to create an Expense Report

Additionally, Expense Reports can always be created through the Concur Mobile App.

 

Can I change the FOAP for multiple expense lines at once?

Yes, you can change the FOAP for more than one expense line at a time.

To change the FOAP for one or more expense lines:

 

  1. Navigate to your Expense Report
  2. Click the check boxes for the expenses that you'd like to change the FOAP for
    • To select all expense lines, click the top check box (directly next to the Date column heading)
  3. Select Edit one or more fields for the selected expenses on the right
    • This will open a new window titled Edit Multiple Fields
  4. In the Fund field, enter the desired FOAP and save your changes
    • This will update the FOAP on the expense lines that were selected

 

Can I split expenses between two or more FOAPs?

Yes. Expenses can be split between two or more FOAPs.

To split and expense between two or more FOAPs:

  1. Enter the expenses
  2. Click on the expense that needs to be split
  3. Click Allocate 
    • This opens a new window showing all expenses on the left
  4. Select the expenses that need to be split between multiple FOAPs
  5. Click Allocate Selected Expenses
    • The FOAP will display on the right
  6. Click New Allocation to add another FOAP
  7. Adjust the amount and percentage of the split

 

Creating Itineraries in Concur

After the Report Header, Concur will prompt the user to indicate if there was per diem for the trip. Per diem would include meals and lodging. if there are any per diem meals or lodging on the expense report, Yes should be selected.

  • If Yes is selected, the user will be prompted to enter the itinerary for the trip
  • If No is accidentally selected, the user can always get back to the itinerary by selecting Details, then New Itinerary

Itinerary Info

When entering the itinerary information, keep in mind what Concur is asking: it wants each "leg" of the trip entered. The first stop or "leg" is the departure and when they arrive at the city. The second "leg" is the return to Nacogdoches (in most cases). For a trip to Houston and back, it would be entered like so: 

  1. Enter the first leg of the trip - in this case, leaving Nacogdoches in the morning and arriving in Houston 2.5 hours later

TIP: Enter the time as the following format: HH:MM: AM/PM

Do not put periods for the AM/PM. If you are instructed to enter a valid time format, look for this common mistake.

  1. Enter the information in the correct format, then click Save. You will see your first section appear on the right side of the window.
  2. Now enter the return "leg" of the trip. Of course, if there are multiple stops, you will enter them accordingly. For this example, we'll leave Houston the following day in the evening and return to Nacogdoches at night.

  1. Click Save when done and both lines will appear on the left hand side

Normal there-and-back trips will have two lines, but if the trip has more stops, there will be more lines.

  1. Click Next on the bottom right side to continue
  2. On the next page, you'll see your entries at the top section. Confirm that they are correct, then click Next on the bottom right side.

If you want to remove what you've entered and start over, click your entries on the top and click Unassign

Your entries will then move to the bottom section of the window. Click them again in the bottom section and click Delete to completely remove them

  1. The final step of this process will bring you to the meal window. Based on the dates and times, per diem meals will be calculated. The first and last days will be calculated at 75%
  2. Tick the boxes to exclude the meal from reimbursement. Meals would be excluded if they were provided a meal or have a meal that should not be reimbursed

Select the far left box of the line to exclude the whole day. In the example below, the hotel had breakfast available

  1. Click Create Expenses on the bottom right to finish the itinerary and add the meals to the expenses

 

If the itinerary needs to be changed, viewed, or deleted, the user can return back to Details on the top and click Available Itineraries

 

How do I add or change a FOAP?

A FOAP can be changed two ways:

  1. In the User Profile
  2. In the Report or Request

 

FOAP Changes in the User Profile:

A user can review their FOAP information in their profile under Request Information and Report Information.

 

FOAP Changes in the Report or Request:

  1. Get into the report or request
  2. Click on the expense line
  3. Select Allocate
  4. Select the expenses to allocate
  5. Click Allocate Selected Expenses
  6. Change the FOAP on the right-hand side of the window

 

How do I check the status of my Expense Report?

The status of an expense report can be reviewed at anytime by going to the Expense tab and locating your report there, or by clicking on Report Library to review a list-view of your past reports.

Additionally, expense reports can be reviewed and monitored from anywhere with the Concur Mobile App.

 

How do I enter lodging expenses shared with another employee?

If a hotel room was shared with another employee, enter the expense as you normally would, and complete the following:

  • Enter a comment indicating the names of the employees that shared the room
  • If it is group lodging and the employees shared a room, Un-check the box for Travel Allowance

 

How do I link a Request to an Expense Report?

Linking a Request to an Expense Report

There are a couple of ways to link a Request to an Expense Report.

  • Option One: 
    • Navigate to the Request tab
    • Click your approved Travel Request
    • Click Create an Expense Report to link the Request to an Expense Report
  • Option Two:
    • Navigate to the Expense tab
    • Click Create New Report
    • ​​​​​​​​​​​​​​Click Add in the Request section in the header

 

How is meal per diem calculated?

SFA follows the GSA (General Services Administration) rates based on your destination.

Concur will automatically calculate per diem for meals based on the itinerary you enter/select. You are responsible for making sure that your expense report accurately reflects the correct per diem. 

You must adjust and change your expense report if either/both of the following are applicable for a meal:

  • A meal was provided
    • Examples: a meal was provided at a conference, you attended a group meal as part of the trip, your hotel provided a complimentary meal (continental breakfast), etc.
  • Travel occurred outside of the specified meal time frame
    • Travelers automatically receive per diem at a rate of 75% for first and last day of travel.
      • For GSA allowances, the 75% rule does not apply to each individual/provided meal, but applies to the overall allowance for the day.
      • For example: It is calculated by taking the adjusted daily rate minus full breakfast and full dinner amounts.
$44.25 Adjusted Daily Rate
    -      $13 (minus) Full Breakfast Amount
    -      $26 (minus) Full Dinner Amount
=   $5.25 TOTAL Remaining Amount for Lunch per diem

 

Specified Meal Time Frames

  • Breakfast: 6:00AM - 8:00AM
  • Lunch: 11:30AM - 1:30PM
  • Dinner: 6:00PM - 8:00PM

You must be away from your designated work site on official business for the duration of a specified meal time frame to be eligible for per diem for that meal.

  • Examples:
    • If your departure time is 9:00AM and your arrival time is 11:00AM, you are not be eligible for per diem for any meal.
    • If your departure time is 6:00AM an your arrival time is 9:00AM, you are eligible for per diem for Breakfast.

 

Indicating Per Diem in Concur

If you are eligible for per diem for one or more meals during your trip, you will need to adjust your expense report to indicate which meals were provided, or are eligible for per diem.

  1. Navigate to Expense to view your active expense reports
  2. Click on the report you want to edit to open it
  3. Click on the Daily Meal Allowance expense for the date you want to edit
  4. Click Show Fixed Allowances for... to edit provided meals
  5. On the Expenses & Adjustments screen, click the check boxes to change per diem meals you are submitting for reimbursement
    • Click the check box to exclude meals that were provided
    • Click the check box to exclude meals that occurred outside of the specified meal time frames
  6. Click Update Expenses to see your changes reflected on your report

 

How should expense itemizations be separated?

Itemization is used to break down the different costs associated with a lodging expense or airfare.

 

Itemizing Lodging (lodging and lodging tax)

  1. Create a lodging expense line and enter all required information including the total cost of the bill
  2. At the bottom of that section click Itemize
  3. Concur will bring up the Nightly Lodging Expense tab
  4. Enter the nights stayed, the lodging per night, and the lodging tax per night
  5. If there are any other expenses included on the hotel bill that need to be entered separately (meals, fees, laundry, etc.) those can be entered below the nightly rates entered

 

Itemizing Airfare

  1. Add the expense type Airfare like normal and enter the total amount of the ticket
  2. Click Itemize on the bottom right of the field
  3. Concur will ask for the expense type, choose Airfare and enter the information and put in the total for the ticket
  4. Click Save
  5. Concur will ask for another expense type, choose Airline fees and enter the required information including the cost of the fees
  6. In the end, the itemized lines should total the main expense line

 

What documentation do I need for mileage?

Required Documentation for Mileage

  • Mileage
    • ​​​​​​​Manual Entry: requires Google Maps screenshot or other mileage documentation
    • Mileage Calculator within SAP Concur: no additional mileage documentation required
  • Vehicle Cost Comparison Chart

 

What if I have group/team travel with multiple rooms per night?

Group/Team Lodging Itemization is required when there are multiple rooms per night.

If the nightly rate DOES NOT change:

  1. Un-check the Travel Allowance box
    • This box calculates travel per diem, which is not applicable for group lodging
  2. Enter the expense
  3. Click Itemize 
    • This will open the nightly itemization interface
  4. Enter the following into the appropriate fields:
    • Check In Date
    • Check Out Date
    • Lodging Cost Per Night
    • Tax Cost Per Night

 

If the nightly rate DOES change:

  1. Un-check the Travel Allowance box
    • This box calculates travel per diem, which is not applicable for group lodging
  2. Enter the expense
  3. Click Save
  4. Click the expense line to open it
  5. Click Add Itemization
  6. Enter the next nights information at the different rate
  7. Click Save

 

What should I do with my personal/non-reimbursable expenses?

Personal, Non-Travel and Non-Reimbursable Expenses 

  • Travel Expense Report:
    • Exclude any personal, non-travel, or otherwise non-reimbursable expenses from the expense report.
  • Travel Card Charges:
    • Charges that are personal, non-travel, or otherwise non-reimbursable on a Travel Card must be included for proper reconciliation.
    • These Travel Card charges will either need to be matched, or marked as Non Reimbursable/Personal Expense. 
      • These types of charges on the Travel Card will be deducted from the traveler’s reimbursement.

 

Where can I find the status of my Expense Report?

Expense Reports can be filtered by either active or past reports.

By default, the Expense tab shows Active Reports.

 

To view past reports:

  1. Login to Concur
  2. Click the Expense tab
  3. Click the Expense Report you want to view
  4. Click the Report Details drop down
  5. Select Report Timeline
  6. A new window will display the Approval Flow and the Report Summary showing the Approval Status and the actions taken on your Expense Report

 

 

Questions? Contact the Travel Office via email at traveldesk@sfasu.edu.
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