Travel Receipts FAQ

Travel Receipts Frequently Asked Questions regarding SFA's travel software, Concur.

Table of Contents:

• Are receipts required for each line in an Expense Report?

• How do I upload receipts (with or without Travel Card)?

• To email receipts, do I have to use my SFASU email?

• How do I create/edit my Favorite Attendees list?

• How do you handle multiple attendees on one dinner receipt?

• What do I need to attach to my Travel Request before submitting?

• What email do I send my receipts to?

 

Are receipts required for each line in an Expense Report?

Expense Reports are broken down by expense (one expense per line).

A receipt is required to be attached for each expense/line on the report. 

 

Attachment Specifications:

• Size: not to exceed 5MB per attachment
• File Type: png, jpg, jpeg, pdf, tif, tiff
• Resolution: not to exceed 300 DPI
  • Recommendation to upload receipts in black and white instead of in color

 

How do I upload receipts (with or without Travel Card)?

If you do not have a Travel Card and book your own travel, you may be eligible for reimbursement.

There are several methods to upload receipts (with or without a Travel Card).

• Take photos of the receipts and upload them using ExpenseIt in the Concur Mobile App
  • This option will automatically create expense entries and send it to Concur Expense
• Email your receipts from a verified email address in your Concur profile to receipts@concur.com
  • Receipts will need to be assigned  to expense lines from the Available Receipts section under the Expense tab
• Upload photos/scanned copies directly into the Concur Receipt Library (Expense tab, Upload Receipts) while logged into the web version of Concur
  • After uploading, receipts will need to be assigned to expense lines within the expense report
• Upload photos/scanned copies while preparing your Expense Report
  • Click Upload Receipt within the expense line to assign a receipt to an expense

 

Note: Travel procedures vary slightly from department to department. Be sure to contact your department head to verify departmental procedures

 

To email receipts, do I have to use my SFASU email?

Receipts can be sent from any verified email in your Concur profile.

• Emailed receipts must be sent from a verified email address on your Concur profile.
• It is not required to use your SFASU email to send receipts.
• You are allowed to have multiple verified email addresses on your Concur profile.
• Concur uses the email address that the receipts are sent from to link them to the appropriate cardholder account.
• Verified email addresses will show Verified in the Verification Status column.

 

To add an email address in your Concur profile:

1. Login to Concur
2. Navigate to your Profile (top right corner)
3. Click Email Addresses in the navigation bar on the left side of the screen
4. Click Add an email address
5. Enter your email address
6. Select Yes to have SAP Concur travel notifications sent to that email account
7. Click OK to save

 

To verify an email address in your Concur profile:

1. Login to Concur
2. Navigate to your Profile (top right corner)
3. Click Email Addresses in the navigation bar on the left side of the screen
4. Click Verify next to an email address that is not verified to trigger a verification email to be sent
5. Check your email to retrieve the Verification Code
6. Enter the code into the Enter Code field next to the appropriate email address
7. Click OK

 

How do I create/edit my Favorite Attendees list?

Favorite Attendees allows the creation of a custom list of users to provide quick access when adding attendees to Travel Requests or Expense Reports.

Concur also allows for users to create Favorite Groups within their concur profiles in the event there are groups of users that often travel together.

 

Adding Favorite Attendees to your Request Settings in your Concur profile:

1. Login to Concur
2. Navigate to your profile (top right corner)
3. Click Profile Settings
4. Click Favorite Attendees under Request Settings
5. Use the search bar to find the desired employee, adjust the search parameters as necessary
   • Identifying Field: first/last name, title, attendee type
     • Important Note: last name is the search default field
   • Search Type: begins with, contains, ends with, equals
   • Text Field: enter the name or other information you're searching for
6. Select the check box next to the desired favorite attendee
7. Click Save 
   • This can be repeated to include additional favorite attendees

 

Adding Favorite Attendees to your Expense Settings in your Concur profile:

1. Login to Concur
2. Navigate to your profile (top right corner)
3. Click Profile Settings
4. Click Favorite Attendees under Expense Settings
5. Use the search bar to find the desired employee, adjust the search parameters as necessary
   • Identifying Field: first/last name, title, attendee type
     • Important Note: last name is the search default field
   • Search Type: begins with, contains, ends with, equals
   • Text Field: enter the name or other information you're searching for
6. Select the check box next to the desired favorite attendee
7. Click Save 
   • This can be repeated to include additional favorite attendees

 

How do you handle multiple attendees on one dinner receipt?

There are several ways to indicate multiple attendees on a dinner receipt.

The names of the attendees can be noted a number of ways:

• Clearly print the name of each attendee on the receipt
• List the name of each attendee in the comments for the Expense Report item in Concur
• Add the name of each attendee in the Expense Report on the meal line below the expense information
  • Attendees can be added on the expense line for group meals or business meals.
  • Use the Favorite Attendees functionality in Concur to quickly access a list of frequent attendees to add to expense reports

 

Adding Favorite Attendees to your Expense Settings in your Concur profile:

1. Login to Concur
2. Navigate to your profile (top right corner)
3. Click Profile Settings
4. Click Favorite Attendees under Expense Settings
5. Use the search bar to find the desired employee, adjust the search parameters as necessary
   • Identifying Field: first/last name, title, attendee type
     • Important Note: last name is the search default field
   • Search Type: begins with, contains, ends with, equals
   • Text Field: enter the name or other information you're searching for
6. Select the check box next to the desired favorite attendee
7. Click Save 
   • This can be repeated to include additional favorite attendees

 

What do I need to attach to my Travel Request before submitting?

Travel Requests require an attachment for submission.

Examples of appropriate attachments include:

• Travel Itineraries
• Conference Agendas
• Conference Programs
• Authorization to Travel (such as an email with travel information)

 

What email do I send my receipts to?

If receipts are emailed, they must be sent from a verified email on your Concur Profile.

All receipts should be sent to receipts@concur.com.

Your emailed receipts will then appear in the Available Receipts section under the Expense tab.