Resources

There are a number of resources available to assist with expense reporting.

Contacts

U-M Business Policy or Process

Procurement Solutions Team
(734) 764-8212, option 2
procurement.services@umich.edu

Concur System Navigation

ITS Service Center
(734) 764-4357
4HELP@umich.edu
http://www.mais.umich.edu/online_help_desk/

Concur Best Practices

Visit this page to learn about recommended best practices and helpful hints to improve your Concur experience while booking travel and building expense reports. Guidance is also included to assist in upholding your responsibilities as a steward of the university's financial resources.

Multiple Approver Processes

Since multiple approvers may be required for certain expense reports, units should document who in their unit is an authorized approver, which expenses each approver is authorized to approve and which employee's expenses they are authorized to approve (see the Employee Travel & Expense Internal Control guidance for further information and resources). By developing this documented approval process, each approver then becomes an "authorized approver" as stated in the approver attestation in Concur.

If approval is required from multiple departments (e.g., for joint appointments), units should develop and agree on similar review and approval business processes. For example, unit administrators may want to be approvers for any expense report that has charges on their shortcode(s), regardless of the faculty or staff member’s administrative home department.

The employee is responsible for bringing forward or communicating any potential conflict of commitment or conflict of interest activities that may arise.

Business Purpose for Expense Reporting

Expense report lines in Concur require a clear business purpose, which support or advance the goals, objectives, and mission of the university; and are a necessary, reasonable, and appropriate business expense for the university.

Review the Business Purpose Guide document for guidance in creating an expense report with an appropriate business purpose.

Avoid Submitting Multiple Expense Reports

With Concur, there is no need for multiple expense-report submissions; in fact, they can result in unnecessary expense to the university and an extra burden on the expense approver. Best practice is to submit reports once or twice a month by following these steps:

  • Create an expense report and continue to add transactions to it throughout the month. Expense reports automatically save after you create the report header.

  • The line-level business purpose field does not have to match the report header. Each line-level business purpose can be modified to describe why the expense is necessary to the university.

  • The line-level allocation does not have to match the report header. Each line-level allocation can be modified to the appropriate shortcode(s).

  • Out-of-pocket business expenses can be submitted more frequently to ensure timely reimbursement to the employee. Whenever possible, combine these expenses into a single report.

  • Submit the report at least five (5) business days before the end of the month to allow time for the approver(s) to review/approve the report and the audit to be completed.

Reimbursements may be the exception. Out-of-pocket business expenses can be submitted more frequently to ensure timely reimbursement to the employee. Whenever possible, combine these expenses into a single report.

Check PCard Activity at Least Weekly

Set a weekly, or more frequent, time to check for new PCard transactions. If new transactions display in the Manage Expenses page, add them to an existing report in preparation for submission of the report toward the end of the month. Do not create a new expense report for one or a few transactions; build the expense report during the month.

In addition to building your expense report throughout the month, checking transactions regularly allows you to review your transactions and respond to errors timely.

Reimbursing Students with an Active HR Appointment

Concur can be used for business expenses incurred on the university's behalf by a university employee.

The reimbursement method for student employees is dependent on the following:

  • If the expense reimbursement is related to the student's employment, the appropriate method is to use Concur to process the reimbursement.
  • If the expense reimbursement is related to the student's academic pursuit, the appropriate method is to submit the reimbursement using the Travel and Business Hosting Report (Student/Guest).

PCard Merchant Third-Level Detail

Many merchants now provide additional information related to credit card purchases, called third-level detail, to the credit card company.  If a merchant has provided third-level detail, it can be viewed by hovering over the MasterCard  icon.  PCard holders, expense delegates, expense reviewers and expense approvers may find this information useful during expense report creation and approval.  View example of third-level detail

Concur Frequently Asked "How To"

Business Purpose Requirements

The table below lists typical business purpose categories that support the mission of the university.  Use this table as a guide to additional detail requirements to support these categories.

Business Purpose Category Additional Details Required? Business Purpose Field
Conference Yes Please include the name of the conference along with conference dates in Business Purpose Details.  If the expense is incurred on behalf of another individual, include the name of that individual
Development Yes Please include the name of the individual (donor) in Business Purpose Details unless the donor’s name is confidential
Instructional No Instructional
 
Patient Care/ Patient Related No Patient Care or Patient Related
Professional Development Yes Please include the name of program and the program dates in Business Purpose Details.  If the expense is incurred on behalf of another individual, include the name of that individual
Recruitment Yes Please include the name of the individual (recruit) in Business Purpose Details unless the recruit’s name is confidential
Research No Research
Other Yes Please explain why this is a business expense in Business Purpose Details

 

See the complete Business Purpose Guide for additional assistance.

Hotel Itemization

Hotel Itemization When itemizing hotel bills, enter the arrival and departure dates, enter a room rate, room tax, and any other daily additional charges (e.g., parking, internet). If any rates vary, you can update or delete the corresponding expense line. To do so, check the box on the left side or double-click the expense line to display the expense line details. Lastly, review the dates on the itemized expense lines to ensure they match the dates on the itemized hotel bill.

For further assistance, view the step-by-step instructions on Hotel Itemization, e-mail procurement.services@umich.edu, or call (734) 764-8212, opt. 2.

Per Diem

If you are claiming per diem in this report, click “Yes” in the dialog box that appears when creating a new expense report.  The box states, "Are you including a request to be reimbursed for per diem expenses in this report?"

Complete the New Itinerary Stop pane for each leg of your trip in the pop-up box. If this is a single day trip, skip this section and click, Go To Single Day Itineraries at the bottom of the pop-up box.

If meals were provided to you during your trip, be sure you check the box corresponding to the meal that was provided when you are completing the per diem itinerary. On travel days (first/last day of trip) and single-day trips, your daily per diem is limited to 75 percent of the daily allowance; this is calculated automatically. For these travel days, meals provided are deducted at the full value for that meal for that location.  If you have questions regarding daily or meal rates, please visit General Services Administration. For further assistance, view the step-by-step instructions on adding per diem, e-mail procurement.services@umich.edu, or call (734) 764-8212, opt 2.

Manage Receipts Electronically

E-Receipts

E-Receipts are electronic itemized receipts that can be accepted in lieu of a scanned or attached receipt. Employees are able to receive e-receipts for transactions from travel vendors who have an e-receipt agreement with Concur. To enable e-receipts, employees must:

Log into Concur.  Click the Profile tab> Profile Settings> E-Receipt Activation.

For further assistance view the step-by-step instructions on Enabling E-Receipts, e-mail procurement.services@umich.edu or call (734) 764-8212, opt. 2.

Capture Receipts With Mobile

Take photos of your receipts with the Concur app on your mobile device, which will automatically be uploaded as receipts to your Receipt Store for assignment to expense reports by you or your delegate.

Receipt Store

Activate and register for the Receipt Store to file receipts for future use.  Along with your photos taken with a mobile device, receipts can also be sent to Receipts@Concur.com once Receipt Store is activated.

For further assistance view the step-by-step instructions on Registering for Receipt Store, email procurement.services@umich.edu or call (734) 764-8212, opt. 2.

Personal Car Mileage

Mileage reimbursement is for university business travel. Origin for business travel is computed from the employee's U-M office location. A mileage log can be used to record multiple trips. The log should include to and from locations, number of miles, date, and business purpose. The total number of miles can be recorded as one expense line in the expense report and should be submitted monthly.

For further assistance on personal car mileage, e-mail procurement.services@umich.edu or call (734) 764-8212, opt. 2.

Editing Itineraries

On occasion, existing travel allowance itineraries (per diem) may require editing.  In most cases, this is necessary if the dates of a new itinerary overlap the dates of an existing itinerary or an itinerary requires edits (e.g. destination does not match the imported itinerary).

Navigation: Concur Home > Expense > Report Library > Create & Edit > Edit Itinerary.  Click on the itinerary and then click edit, make the necessary changes and finally click save.  Also, you can delete an entire itinerary by clicking on the itinerary before clicking delete in this same pane.

For further assistance, click on the following link for the step-by-step instructions on Editing Itineraries, e-mail procurement.services@umich.edu or call (734) 764-8212, opt. 2.

Foreign Transactions

When creating an out-of-pocket expense in foreign currency, the currency conversion rate will be displayed in the Rate box after the location has been entered.

PCard transactions charged in foreign currencies that require itemizations such as Travel Room Rate, Hosting/Business Meals, etc., sometimes do not balance with the total amount charged. If there is a discrepancy between the total charged and the total amount itemized, simply modify the amount for one of the itemized lines and add a comment to explain.

For out of pocket expenses, if your receipt shows a conversion rate/amount that varies slightly from the Concur conversion, you can modify the amount in USD to reflect the proper amount to reimburse. Please attach documentation to the expense report to support USD amount.

For further assistance with currency conversions, please visit Oanda, e-mail procurement.services@umich.edu or call (734) 764-8212, opt. 2.

Importing PCard Transactions

There are two ways to import a PCard expense: From the Concur Home page the PCard expenses can be located by clicking on Available Expenses. To import one or more of the PCard expenses, check the box to the left of the item you wish to import. Click on the Move drop down box and select an existing report or new expense report.

OR

From an existing expense report, click Import. The PCard expenses will display on the right hand side of the screen. Check the box to the left of each item and then click Import. For further assistance, click the following link for step-by-step instructions on Importing PCard Expenses, or call (734) 764-8212, opt. 2