Concur Tips and Tricks

Entering Expenses

•  Use accurate expense dates.  Match the date of the expense with the date on your receipt.
•  Itemize when needed.  Hotels and meals require itemization. Break down charges (room, taxes, parking, etc.).
•  List attendees for group meals or business meals.  Include names, titles, and affiliations for everyone covered.

Using the Per Diem/Daily Allowance Calculator

For travel that qualifies M&E per diem, use the built-in calculator in Concur.

•  Be sure to exclude any meals that were provided.  (e.g., included in a conference or paid by someone else)

Uploading Receipts

• Upload in PDF or JPG format. Copies must be legible.
• Receipts must show the following:
  • Vendor name
  • Date of purchase
  • Itemized list
  • Proof of payment (e.g., last four digits of the card or “paid” stamp)
• Use the ExpenseIt app or scan/email yourself the receipt for quick upload.

Before You Submit

•  Use comments wisely.  If anything may be unclear (e.g., where an Uber was to/from, currency conversions, personal days), explain it in the comment box.
•  Calculate mileage for reimbursement.  Use the built-in mileage calculator and enter the correct to/from locations.
•  Check for duplicates.  Avoid submitting the same expense twice. Concur flags duplicates, which delays processing.
•  Double-check your cost center.  Use the correct accounting code to ensure it charges the proper budget.

Avoid Common Concur Mistakes

• Do:  
  • Include an approval email from your PI.
  • Make sure you use the correct transaction date.
  • Attach a receipt that shows a $0 balance or credit card information. Receipt should state “paid” instead of “payable.”
  • Use the Per-Diem Rate Calculator for travel meals only. Rates are from the city in which you spend the night (75% first and last day of travel).
  • Upload a hotel receipt with all details. Deduct anything that is not reimbursable.
  • Remove any alcohol charges from meal receipt from a grant. If approved, it can be moved to a non-sponsored account.
  • Use the mileage calculator. Personal commute must be deducted in the mileage calculator.
  • Avoid personal travel. If it is included, make sure to have an equivalent airfare screenshot from the time of booking that shows what it would have been without personal travel.
•  Don’t:  
  • Don’t try to split reimbursement of the same receipt between different people. The person who initially paid the receipt must submit the total receipt for reimbursement.
  • Don’t try to submit for flight reimbursement before the date of your trip. To do so, you must have either booked through Concur or uploaded it into TripIt so it shows in Concur.
  • Don’t purchase insurance or gas from the rental car company. Rent economy or compact.
  • Don’t list an incorrect city of purchase.
  • Don’t list an incorrect amount or expense type. Avoid using the “other” expense type.
  • Don’t attach a receipt in a foreign language without translation.
  • Don’t use an incorrect account number.
  • Don’t include credits for reimbursement.

After Submission

• Track your status.  Use the “Expense Reports” tab to see where your report is in the approval/payment process.
•  Respond to inquiries promptly.  If finance or approvers return a report with questions, address them quickly to avoid delays.
•  Keep copies.  Save a copy of your final submitted report for your records.

Need Help?

• Contact your HEMI finance coordinator or administrative lead.
• Use Concur Help or submit a ticket to the internal help desk.
• Look for internal training sessions or walkthrough guides offered by your department or finance team.