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Last Update: 11/1/2019

User Guide – Creating a New Expense Report This guide is intended to walk an employee through the basics of how to create a new expense report in SAP Concur. There are two examples within this guide:

a. A day trip with personal vehicle mileage and a parking expense. b. An overnight trip with state vehicle mileage, hotel, tolls, and overnight subsistence.

Creating a New Expense Report 1. Sign into SAP Concur to access your home page. [Reference: SAP Concur User Guide – Signing In]

On the home page, there are a few options available. You can choose from the following:

a) In the top menu, click on Expense. When the Manage Expenses sub-menu appears, click the + Create New Report tile; or

b) In the Quick Task bar, place your mouse pointer over + New and click Start a Report; or c) In the My Tasks section, click Open Reports and then click the + Create New Report tile.

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2. After selecting + Create New Report, the report header window will be displayed. Complete the * required fields and any optional fields as needed. Some fields will be pre-populated with information from your profile and you will not be able to change them.

Important: If travel expenses within your report will include overnight accommodations and/or overnight subsistence, you must select the radio button “Yes, I want to claim Travel Allowance”. If your report will only include expenses incurred on day trips, select the radio button “No, I do not want to claim Travel Allowance”. Continue to Example of a DAY TRIP Continue to Example of an OVERNIGHT TRIP

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Creating a New Expense Report – Non-Overnight (Day Trip) In this example, an expense report is created for a day trip. After completing the report header information, select the radio button “No, I do not want to claim Travel Allowance”. Allowances are only necessary for overnight travel.

Click on the “Create Report” button. Click the “Add Expense” button.

Select from the list of expense types or type in the search box to find the expense type. In this example, we will enter personal vehicle mileage. Select “Vehicle Mileage” from the list.

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Complete the * required fields and any optional fields as needed.

By selecting the Mileage Calculator link, a window will open for you to enter your mileage segments and display a map of your route.

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Edit the waypoints as necessary to match your actual route driven for the day.

Note: Any mileage segments that are not reimbursable as business miles, such as personal commuting, should be excluded by clicking the checkbox for “Personal”. In this example, the starting and ending address are the same so clicking “Make Round Trip” automatically adds the return mileage.

When complete, click “Add Mileage to Expense”.

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By selecting the Show Receipt link, you can open a window that will give you the option to “Attach Receipt Image”. For example, if you have a Ground Travel Worksheet, you can attach it here.

Clicking in the + Attach Receipt Image window will allow you to attach a file. Note: Receipt images must be of an acceptable file type (.pdf, .png, .jpg, .jpeg, .tif, or .tiff) and must be less than 5MB in size.

If finished entering expenses, click the “Save Expense” button. If more expenses need to be entered, click the “Save and Add Another” button. In this example, we will add a Parking Expense to the report. Select the “Save and Add Another” button.

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Type “Parking” in the search bar or select the drop down to scroll through the available options and select “Parking”.

Complete the necessary input fields and attach your receipt by using the Attach Receipt Image window. Note: Receipt images must be of an acceptable file type (.pdf, .png, .jpg, .jpeg, .tif, or .tiff) and less than 5MB in size.

When complete, you again have the option to click the “Save Expense” button or the “Save and Add Another” button.

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In this example, we are finished entering expenses. Click the “Save Expense” button.

If finished with the report, click the “Submit Report” button to send to the designated travel approver.

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Note: Alerts may appear that need to be resolved. SAP Concur has been configured to the commonwealth travel policy requirements so you will have to resolve the errors in order to submit the report. When the Alerts are resolved, a window will appear indicating you were successful.

The report now has a green bar indicating the report has been Submitted. The report is finished!

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Creating a New Expense Report – Overnight In this example, we will complete an expense report for an overnight trip from Philadelphia to Harrisburg and return. On the home page, click + Create New Report, complete the report header information, and select the radio button “Yes, I want to claim Travel Allowance”

Select the Next button to continue.

The Travel Allowances for Report window will appear. Complete the New Itinerary Stop fields. The Arrival City must be the city of the hotel location. This will determine the GSA travel allowances for lodging and subsistence. Click the “Save” button to add the segment.

Add the return trip information and click on the “Save” button.

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Creating an itinerary is necessary for SAP Concur to determine the maximum subsistence and lodging allowances for the trip. When the trip destinations are complete, click the “Next” button.

Review the itinerary that was saved. If complete, select “Next” and a window will open to allow you to report if any meals were provided during the trip (i.e. lunch provided at conference). Check all boxes that apply. In this example, no meals were provided. To continue, click the “Create Expenses” button.

In this example, we will add state vehicle mileage, a hotel expense, tolls, and overnight subsistence. Select the “Add Expense” button.

If you previously used the vehicle mileage expense type, it will appear in the “Recently Used” list. If you haven’t used it recently, you will need to search for it by typing “Vehicle Mileage” in the search field or scrolling and selecting it from the list.

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Complete the * required fields and any optional fields as needed. In this example, a “State Vehicle” will be selected from the Vehicle ID dropdown list. You can enter the mileage manually in the Distance field or click the Mileage Calculator to calculate miles automatically by entering waypoints (See example on Page 5).

When complete, select the “Save and Add Another” button.

Type “Hotel” in the Expense Type search field or select “Hotel room charge” from the list.

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Complete the * required fields and any optional fields as needed. If the lodging expense was paid by the employee, select the payment type “Paid by Employee”. If the lodging was not paid by the employee, select the payment type “Paid by COPA”.

SAP Concur requires the itemization of expenses for hotel room charges and an itemized receipt attached. If an attempt is made to Save at this point, an alert will appear and advise what actions are required to resolve.

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Select + Attach Receipt Image window to attach the Hotel receipt.

Note: There are different options available to add receipts to SAP Concur.

Examples include:

1. Scan – user scans the receipt and saves it to their computer to attach manually. 2. E-Receipt – receipt is pre-populated automatically from a participating vendor. This functionality must be

enabled through your SAP Concur profile under Profile Options.

3. Email – user emails an image of the receipt to receipts@expenseit.com from the email address registered in

their SAP Concur profile. 4. SAP Concur app – using the receipt capture on the optional SAP Concur mobile app, user can take photo of the

receipt and it automatically creates an expense entry for them in SAP Concur.

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After the image is attached, select the Itemizations tab.

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Click the “Create Itemization” button. Then select “Hotel Room Charge” from the dropdown.

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Enter the Room Rate (per night) and the Room Tax (per night).

Select the “Save Itemization” button.

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The Amount and Itemized figures should be the same and the Remaining amount should equal $0.00.

Select the “Save Expense” button.

Next, we will add Turnpike Toll Expenses. Select the “Add Expense” button.

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Type “Tolls” into the search bar or select “Tolls” from the list.

Complete the * required fields and any optional fields as needed. Then select the + Attach Receipt Image window to attach your itemized receipt.

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When finished with this expense and you are ready to add another expense, select the “Save and Add Another” button.

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In this example, we will add a meal expense. Select “Overnight Subsistence” from the list.

Complete the * required fields and any optional fields as needed. Then select the + Attach Receipt Image window to attach your itemized meal receipt.

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When finished, select the “Save Expense” button.

To view the completed Travel Expense Report, click the Print/Share dropdown arrow and select the report.

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Click on the appropriate button to Print, Save as PDF, or Email the report.

When finished with the report, select the “Submit Report” button to send the report to the Approver.