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Welcome to SAP Concur ..................................................................................................................................... 2 Signing In to SAP Concur ........................................................................................................................ 2 Your Profile: Adding and Verifying your Email Address ......................................................................... 3 Exploring the SAP Concur Home Page ................................................................................................... 4 Updating Your Expense Profile .............................................................................................................. 5 Acting as a Delegate ............................................................................................................................... 6 Creating an Expense Claim (project related or non-project related) ..................................................... 8 Using Receipts Imported via the Mobile App (ExpenseIt) ................................................................... 11 Attaching Receipts to a Claim (for scanned or emailed receipts, NOT ExpenseIt receipts) via browsing or Available Receipts ............................................................................................................................ 12 Copying an Expense ............................................................................................................................. 15 Adding an Out-of-Pocket Expense to an Expense Claim ...................................................................... 16 Itemizing Expenses ............................................................................................................................... 17 Itemizing Nightly Lodging Expenses ..................................................................................................... 19 Adding Attendees to a Business Meal .................................................................................................. 21 Allocating Expenses .............................................................................................................................. 22 Converting Foreign Currency Transactions .......................................................................................... 24 Entering Personal Car Mileage ............................................................................................................. 26 Reviewing and Approving an Expense Claim ....................................................................................... 28 Adding an Additional Review Step ....................................................................................................... 29 Sending Back an Expense Claim ........................................................................................................... 30 Correcting and Resubmitting an Expense Claim .................................................................................. 31 Registering for the Concur mobile app ................................................................................................ 32 Printing and Submitting an Expense Claim .......................................................................................... 33

Guide to Icons Used in Concur .......................................................................................................................... 35 General ................................................................................................................................................. 35 Expense ................................................................................................................................................ 35 Claim..................................................................................................................................................... 38 Approval ............................................................................................................................................... 38

UNSW Proprietary & Confidential of 38

This comprehensive Web-based service provides all of the tools you need to manage your expense claims

during all stages of the process from receipt capture and recognition to claim management and approval.

1. On the Sign In screen accessed from www.fin.unsw.edu.au/myexpenses, enter your UNSW zID and Password.

2. Click Sign In.

Notes:

• Your zID is followed by @ad.unsw.edu.au.

• Your password is case sensitive.

• Select Click here if you have forgotten your password.

• If you are not sure how to log on, please contact the IT Service Desk on (02) 9385 1333.

http://www.fin.unsw.edu.au/myexpenses


1. It is useful to add and verify your email address in Profile Options so that you can email receipts to Concur (and receive Concur notifications).

2. Select Profile and then Profile Settings to navigate to the Profile Options page below. Select Email Addresses. Follow the instructions on the page to Add an email address.

3. Follow the instructions shown on the following page to verify your email address. This is useful so

that you can forward your receipt images to [email protected] to have your receipts uploaded

into your Available Expenses.

mailto:[email protected]


After signing in to SAP Concur you will see two main sections.

Section Description

Quick Task Bar This section provides Quick Tasks (links) so you can:

• Start a new claim, request, cash advance, payment request, etc.

• Open claims and requests

• Manage available expenses

My Tasks This section shows your available expenses, open claims, and approvals requiring attention.

Note:

To return to the SAP Concur home page from any other page, click the SAP Concur logo on the top left of the screen.

The following picture identifies these sections.


You use the Profile Options page to customize your user profile. To avoid re-entering personal and permanent information about yourself (phone number, contacts, credit card information etc.), complete your profile after logging onto SAP Concur for the first time and update it whenever your information changes.

• Personal Information – Your personal information comes from PIMS. You can view your personal information here and add or change a mobile number.

• Bank Information – Add your bank account details here so that you can be reimbursed directly into your bank account.

• Expense Settings – View expense information, add expense delegates and change your expense preferences that determine your email notifications. You can also view your approvers and enter favourite attendees.

• Other Settings – Provides settings such as System Settings. Connected Apps, Concur Connect and Concur Mobile Registration that you can check Connected Apps and register for Concur Mobile.

My Tasks

Quick Task Bar


To access your Profile page

1. Click Profile > Profile Settings.

2. On the Profile Options page, review your information, and select the appropriate links to update your profile information.


If you have been assigned to work as a delegate, your delegator will define which tasks you can complete, such as preparing and submitting claims.

To work as a delegate

1. Click Profile > Acting as other user.

2. Select the appropriate user’s name from the drop down list.

3. Click Start Session.

Note:

The Profile menu now displays Acting as and shows the name you just selected.

You are now officially working on behalf of that person. Complete the normal processes of creating claims, printing, etc.

4. To select a different user, follow the same steps but select a different name.

5. To return to your own tasks, click Acting as, and then click Done acting for others.

Note:

The Profile menu now appears.


To create an expense claim

1. On the SAP Concur home page, place your mouse pointer over New on the Quick Task Bar, and then click on Start a Claim.

2. On the Create a New Claim page, fill in the Claim Header (required fields are indicated with a red bar), such as “March OOP” and select Next.


3. Click New Expense to create a new expense, or select one from the Expense Type list.

After you select the expense type, the Expense Type fields automatically populate.

4. Complete all required fields marked in red including Transaction Date, City of Purchase dropdown, Payment Type dropdown, and Amount.


Must make sure Fund and

Department are set correctly.

5. Project-related claims: To set up a project-related claim, use the Project drop-down to search for the Project. Then find the project in the list or search by text or code to locate the project. Projects you use most often will appear at the top of the list. When the claim is project-related, you don’t need to change the fields for Fund and Department, as the project is already linked to a fund and department and this will override the default fields for Fund and Department. Just leave them as they are.

6. Non-project related claims: To set up a non-project related claim, search for “NA” or “not” and the field “(NA) Not Project Related” will come up. Use this one.

4.

No need to change Fund and

Department from default

settings as they are included

in Project settings.


7. When setting up a non-project related claim, you must make sure the Fund and Department are set correctly. You can change the defaults if needed using the dropdown menus.

8. Click Import Expenses, and then select Available Expenses to see already imported receipts.

9. Select the check box(es) for the expense you want for add to this claim, and then click Move.

10. From the Expense tab, complete the require and optional fields, as needed (required fields are indicated with a red bar).

Note:

To delete an unsubmitted claim, click Delete Claim.

1. Once your receipts have finished processing on the mobile app, you will receive a notification “Your

receipt(s) are ready to be reviewed”.

2. You will then be able to view your imported receipts via the Concur Home Page, Available Expenses

tab, or in the Quick Task Bar. Select Available Expenses.

3. The Manage Expenses page will open up. From this page, scroll down to Available Expenses and

select the expense that you would like to manage. You can see that these expenses were added

with the Optical Character Recognition (OCR) app ExpensIt by the icon highlighted below.


4. Select Move. You will see a list of your claims, both unsubmitted and returned, that you can move

the receipt to. You also have the option of

starting a new claim or deleting the receipt.

5. The receipt becomes a new expense in your Expenses list. Select the expense to fill in the unfilled

details in the pane that opens up on the right side.

Available Receipts work with the SAP Concur Imaging Service to provide receipt images that the user can

either email or upload images to, and then use to attach images at the line item expense entry level (only).

Images in supported format are uploaded using a SAP Concur-verified email address provided by the user

during signup, and these images are then available to that user (only) for the purpose of attaching to claim

expense entries.

If your receipts have been emailed to Concur rather than uploaded via ExpenseIt, you will have to create a

claim from scratch and attach your receipts which will be located in the Available Receipts section.

1. From your Expense window, click on Attach Receipt to upload any required receipts for this expense. The Attach Receipt window will open up.


2. From the Attach Receipt window, click Browse to locate the image file on your computer, and then click Attach. Alternatively, you can select a receipt you already have available in Concur from Available Receipts.

3. Click on Submit Claim. You will see a final review pop-up box. Review and if satisfied that all conditions have been met, select Accept & Submit. Otherwise, select Cancel to return to your claim.


4. You will see a Claim Successfully Submitted pop-up box with a summary of the claim. Select Close.


You can copy an expense and then update the expense details to quickly enter a new expense. This is

especially useful for recurring business expenses.

• With the expense claim open, select the expense you want to copy. Click on Copy.

The new expense is added to the Expenses list. Note the following:

The original expense date is advanced by a day.

• All allocations, attendees, expense-level comments, and GST details from the original expense are copied to the new expense.

• Credit card information, e-receipts and mobile entry information from the original expense are not copied to the new expense.

Note:

This type of information is generally associated with only one expense so it is not copied to the new expense.

• If the Payment Type of the original expense is a credit card, then the Payment Type of the new expense is editable using the dropdown list.


From the open claim, click + New Expense, and the new Expense tab will open on the right. Then search for

or select the appropriate expense type from the list.

The page refreshes, displaying the required fields for the selected expense type marked in red.


Click one of the following:

• Attach Receipt - To upload and attach receipt images

• Save & Itemise - To itemise the expense, used when one receipt includes multiple expense

types

• Save – To save the out-of-pocket expense

• Allocate – To allocate to multiple projects

• Cancel - To exit without saving this expense.

Use the Save & Itemise button to account for receipts that include both business and personal expenses or when one receipt has multiple expense types.

• For example, you may have one receipt from a hotel that includes accommodation, meals, laundry, taxis/Uber and parking.

• You may also use itemizing with a groceries receipt to account for GST and non-GST incurring expenses.

• Itemising ensures that each of your expenses is accounted for correctly.

To itemise an expense:

1. Create the expense as usual, and then click the Save & Itemise button (instead of Save).


2. The New Itemisation tab will open up. You can see the remaining amount that needs to be itemised

is the full amount.

3. Choose an expense type and fill in the compulsory fields marked in red, such as the Amount. Select

Save.

4. You can see the new itemisation now appears in your expense list on the left under the expense it

applies to.

5. You can see the amount is now deducted from the total accommodation expense.

6. Select the expense you are itemising and the Expense tab will open up. Select Add Itemisation to

add another itemisation to it. You can see how many dollars you have remaining to itemise.


7. The New Itemisation tab will open again. Follow the same process as before:

Choose an expense type

• Fill in the Amount and adjust any compulsory fields as needed

• Select Save.

• Continue adding new itemisations until all have been completed and your remaining dollars shows as zero.

Note:

You can also copy itemisations to save time with similar entries.

A hotel bill typically contains a variety of expenses including room fees, parking, meals, valet, telephone

charges, laundry and personal items. You must itemise these expenses so that they can be reimbursed

correctly.

You can then itemise the remaining charges on your hotel bill, and adjust for any rate changes during your

stay.

1. With the expense

claim open, click +

New Expense, and

then select

Accommodation.

The New Expense

tab will open up.

2. Complete the

compulsory fields

marked in red.


3. Instead of selecting Save when complete, select Save & Itemise. The New Itemisation tab will open

up. You can see the remaining amount that needs to be itemised is the full amount.

4. Choose an expense type and fill in the compulsory fields marked in red, such as the Amount. Select

Save.

5. You can see the new itemisation now appears in your expense list on the left under the expense it

applies to.

6. You can see the amount is now deducted from the total accommodation expense.

7. Select the expense you are itemising and the Expense tab will open up. Select Add Itemisation to

add another itemisation to it. You can see how many dollars you have remaining to itemise.


8. The New Itemisation tab will open again. Follow the same process as before:

Choose an expense type

• Fill in the Amount and adjust any compulsory fields as needed

• Select Save.

• Continue adding new itemisations until all have been completed and your remaining dollars shows as zero.

Some expenses, such as business meal expenses, require you to add attendees to the expense. You can

search for existing UNSW staff members as attendees within Concur. If you would like to add a non-UNSW

staff member, select New Attendee.

From the Expense type screen, select a suitable expense type for a business meal such as Meals <$25 pp

and then scroll down to the Attendees section.

You can add attendees in several ways:

• Recent Attendees – Select the check box next to the appropriate attendee (UNSW employee).

• New Attendee –If you need to add a non-employee, click New Attendee, complete the required fields, and then click Save or Save and Add Another for more than one.


• Attendee Groups – Select Create Group.

• Favourites – Selecting this tab will bring up UNSW employees you can choose from including Favourites, Recently Used, Attendee Groups and My Team.

You can allocate expenses to projects, funds or departments, which will be charged for those expenses. You

can allocate a single expense or multiple expenses. You can allocate expenses by percentage or amount.

To allocate your expenses

1. With the New Expense open, to create or edit a single expense, click Allocate.


The Allocations window appears. The Total expense amount, the amount Allocated, and the amount

Remaining are listed. The percentage allocation is automatically filled out at 100%.

2. For two allocations worth 50%, change the percentage to 50 and a second allocation row will

automatically appear.

3. With the claim open, to allocate multiple expenses, select the appropriate expenses on the left side of the page, and then click Allocate.


4. From the Edit dropdown list, you will see an allocation of 100% is automatic.

5. You can change the Allocate By drop down to amount instead of percentage if you need to.

6. When you change the percentage to less than 100%, another row of allocations will automatically

appear. You can then fill out that row with the percentage and continue as needed. Select Save.

7. You can also add new allocations using the Add New Allocation button.

8. You can adjust the amounts and percentages. The total amount must be allocated 100%, otherwise

an audit rule is flagged and you will not be able to submit the claim.

When your travel takes you to different countries, you will need to convert foreign currency transactions to

your standard reimbursement currency.

• With the claim open, click Add, and then Create New Expense. Search for or enter an expense type.

• Enter the appropriate information in the required and optional fields (required fields are indicated

with a red bar).

• When you select City of Purchase, selecting a foreign city will automatically change the currency

name and the Rate. This conversion rate is automatically populated according to the transaction

date and currency.


• Enter the expense amount in the foreign currency.

• Expense calculates the Amount in Australian dollars. GST is automatically removed.

Complete the remaining fields as appropriate, and then click Save.


UNSW Sydney determines the information you are required to provide such as mileage calculations, as well

as the reimbursement rates.

1. With the expense claim open, click Add, and then select

Mileage as the expense type.

2. Fill in the fields, with the From Location (suburb or town) and To Location (suburb or town).

3. There is no need to fill in the distance as this can be calculated using the Mileage Calculator. Scroll

down and select this button.

4. The Mileage Calculator screen will open up. If the locations are correct and the total kilometers are

correct, select Add Mileage to Expense. If not (such as, incorrect country), make adjustments as

needed.


5. If you need to claim for the round trip, select Make Round Trip, and the total kilometres will double.

You can also add additional destinations in the blank field. Once complete, select Add Mileage to

Expense.

6. You will see the Distance on your New Expense screen, and

the Amount you will be reimbursed is also shown (but

cannot be altered).

7. Select Save.


As an approver, you will need to review submitted expense claims and approve them for reimbursement.

On the SAP Concur home page, in the My Tasks section, you can view a list of any claim waiting your

approval.

From the SAP Concur home page, select the Approvals tab to open your Approvals Home. You will see a list

of your claims awaiting approval.

Select the claim you want to open.

Review the claim details, from the claim row and/or from the

Expense box on the right side of the page.

When satisfied, select Approve.


As an HR approver (level 2 approver), you can add additional review steps for an expense claim. For

example, you might need to forward the claim to additional approvers if the expense claim amount exceeds

your approval limit, or if the claim contains allocations to a cost center that is not within your approval

authorization.

1. On the SAP Concur home page, in the

Approvals section of My Tasks, click Expense

Claims. The Claims Pending your Approval

page lists the awaiting claims.

2. Select the claim you want to open.

3. Review the claim, and then click Approve &

Forward.

4. Enter the User-Added Approver. You can

search by Last Name and the other fields

shown. Select the correct person.

5. Scroll down to add a comment, as needed.

6. Click Approve & Forward to approve the

expense claim and send it to the next

approver.


As an approver, you will review submitted expense claims and approve them for reimbursement. All of the

claim’s expenses appear in the Expenses list.

If the claim contains any exceptions, they will display in the Exceptions section of the claim. If it is a red

exception, like this one, there has been a mistake in the claim and it is not possible to approve it.

On the SAP Concur home page, in the Approvals section of My Tasks, click Expense Claims.

The Claims Pending your Approval page lists the awaiting claims. Select the claim you want to open.

Click Send Back to Employee.

The Send Back Claim window

appears.

Enter a comment for the employee,

explaining why you are returning

the claim, and then click OK.


Your Expense approver might send a claim back to you if an error is found. The approver will include a

comment explaining why the claim was returned to you.

To open the claim, on the SAP Concur Home page, on the Quick Task Bar, click the Open Claims task.

In the Active Claims

section of the page,

the claim appears

with Returned on the

claim tile. The

approver's comment

appears below the

amount. The

returned claim is in

red.

1. Click the returned claim tile to open the claim.

2. Make the requested changes, and then click Submit Claim.


It is possible to import receipts directly into Concur from your mobile phone. The first step is to register for the mobile app via your Profile.

1. Select Profile and then Profile Settings. This brings you to the Profile Options page.

2. From the Profile Options page, select Concur Mobile Registration.

3. Follow the instructions and links to download the mobile app. To start, select Get Started. You will need to access your zID email address to activate your registration and download the app.


Note:

Although you can also access the Concur app via the App store and Google Play, registration should be completed so that your email address is verified and Concur can communicate with you.

When you complete your expense claim, you can print it to save a hard copy for your records or to review required receipts.

To preview and print the expense claim

1. On the expense claim page, click Print, and then select one of the options from the dropdown list. Your company determines the options that are available.


2. On the Detailed Claim screen, review the details, and then click Print and then select the Report - Receipts or Report - Detailed.

To submit your expense claim

1. On the expense claim page, click Submit Claim. Final Review window appears.

2. Review the information for accuracy, and then click Submit Claim.

The Claim Successfully Submitted window appears.

3. Click Close.

If you cannot successfully submit the claim, a message appears describing the claim error or alert. Correct the error, or if you require help to complete the task, contact your SAP Concur administrator.


The following icons can be found in General, Expense, and Claim and have the same meaning in each product:

Icon Name Description

Indicates an exception must be resolved before submission.

Question Indicates a question that does not prevent submission.

Information Indicates an exception that does not prevent submission.

Alert Indicates an exception that does not prevent submission.

Calendar Indicates that the user can click the icon to access the

calendar popup.

View Image Indicates that the user can click the icon to view an image.

The following icons can be found in Expense:


Attendees Indicates that an expense entry has associated attendees.

Comments Indicated that the expense or report contains a comment.

Trip Data Indicates trip information from an itinerary.

Ground Transportation Indicates that the expense entry originated from a ground transportation itinerary.

Personal Expense Indicates that an expense entry was marked as personal.

Credit Card Transaction Indicates that an expense entry originated from a credit

card transaction.

Credit Card Transaction Indicates that a credit card transaction includes additional

data.



Warning Exception Indicates that an expense entry has an exception that

does not prevent submission.

Exception Indicates that an expense entry exception must be resolved

before submission.

Full Allocation Indicates that the expense entry has been fully allocated.

Partial Allocation Indicates that the expense entry has only been partially

allocated.

OCR Receipt Indicates that an expense entry has an Optical Character

Recognition (OCR) receipt (for example, ExpenseIt).

Receipt Image Required Indicates that an imaged receipt is required for this

expense.

Paper Receipt Required Indicates that an expense requires a paper receipt.

E-Receipt Available Indicates that an e-receipt is available in Available

Expenses.

Missing Receipt Affidavit Indicates that a missing receipt affidavit has been

attached to the expense.

XML Receipt Attached Indicates that an XML receipt is attached to the expense.

Report Ready for Review

Indicates that the expense report has been reviewed by a delegate and is ready for delegator review and submission.

Budget Item Indicates that the item is allocated to a budget you

manage and requires your budget approval.

Success Indicates that all required approvals have been processed.

Acting as others Indicates that the user is acting as a delegate for another

user.

Acting as other user Indicates that the user is acting as a delegate for another

user.

Mobile Phone Indicates that the user can add a mobile device to their Expense Profile.

Profile Picture Indicates that a user can add a profile picture to their

Expense Profile.

Personal Profile Indicates that the user can click the icon to access their

personal profile.

Personal Car Mileage Calculator

Indicates that the user can click the icon to access the personal car mileage calculator.



Report Sent Back Indicates that the approver sent a report back to the submitter with comments.

View Image Indicates that the user can click the icon to view an image.

Mobile Expense Indicates that the expense entry was created in Mobile.

Commuter Pass A commuter pass was used for this (portion of) travel.

Created Manually The route was added using the manual route search

function, and all aspects, including the route itself, may be edited by the user.

Created Using Route Search

This route was created using the Route Search feature, and the route information cannot be edited, only selected items such as the Business Purpose. TIP: Hover over this icon to note attributes of the selected route.

IC Card Fare In Available Expenses, or within the route search results

window, the route was returned with an IC card fare.

Round Trip This route included round-trip travel.

Receipt Attached Like other expense report entries, this entry has a

receipt image attached to it.

e-Bunsho Timestamp Indicates that the receipt has an e-Bunsho timestamp.

Only users who belong to a group that has the e-Bunsho Timestamp feature enabled will see this icon.


The following icons can be found in Claim:


Exception Indicates that a request exception must be resolved

before submission.

Warning Indicates that the request has an exception that does not

prevent submission.

Budget Item Indicates that the item is allocated to a budget you

manage and requires your budget approval.

Segments Indicates the flight, train, car and hotel trip segments

that the user can add to a request.

Report Sent Back Indicates that the approver sent a report back to the submitter with comments.

The following icons can be found in Approval:


Resubmitted This claim has been resubmitted

Field Updated The field has been updated as per request

Exception Indicates that a request exception must be resolved

before submission.

Receipt Attached Like other expense report entries, this entry has a

receipt image attached to it.

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