Concur Expense QuickStart Guide

SAP Concur
Technologies
Version 2.1

January 21, 2022

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Document Revision History
Date Description Version Author
08/22/2014 Concur Expense QuickStart Guide 1.0 Concur
04/09/2015 Concur Expense QuickStart Guide UI Updates 1.1 Concur
05/19/2015 Concur Expense QuickStart Guide UI Update 1.2 Concur
10/15/2015 Concur Expense Images Added 1.3 Concur
08/11/2016 Concur Expense QuickStart Guide UI Update 1.4 Concur
08/24/2016 Concur Expense Formatting Corrected 1.5 Concur
12/20/2017 Concur NextGen Expense UI, Font Update 1.6 SAP Concur
07/18/2018 SAP Concur Rebranding 1.7 SAP Concur
08/15/2018 Reorganized Topics 1.8 SAP Concur
01/24/2019 NextGen Expense UI Updates 1.9 SAP Concur
01/4/2020 Updated the Sign In section 2.0 SAP Concur
01/21/2022 Updated for Stony Brook University 2.1 SAP Concur

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Proprietary Statement
These documents contain proprietary information and data that is the exclusive property of SAP Concur
Technologies, Inc., Bellevue, Washington, and its affiliated companies (collectively, “SAP Concur”). If you
are an active SAP Concur client, you do not need written consent to modify this document for your
internal business needs. If you are not an active SAP Concur client, no part of this document can be
used, reproduced, transmitted, stored in a retrievable system, translated into any language, or
otherwise used in any form or by any means, electronic or mechanical, for any purpose, without the
prior written consent of SAP Concur Technologies, Inc.
Information contained in these documents applies to the following products in effect at the time of this
document's publication, including but not limited to:
• Concur Travel & Expense
• Concur Invoice
• Concur Expense
• Concur Travel
• Concur Request
• Concur Locate
• SAP Concur for Mobile
The above products and the information contained in these documents are subject to change without
notice. Accordingly, SAP Concur disclaims any warranties, express or implied, with respect to the
information contained in these documents, and assumes no liability for damages incurred directly or
indirectly from any error, omission, or discrepancy between the above products and the information
contained in these documents.
© 2004 – 2020 SAP Concur. All rights reserved.
SAP Concur® is a trademark of SAP Concur Technologies, Inc. All other company and product names are
the property of their respective owners.
Published by SAP Concur Technologies, Inc.
601 108th Avenue, NE, Suite 1000
Bellevue, WA 98004

NOTE: The SAP Concur application is expressly for the use of Stony Brook
employees using State or Research Foundation funding for their travel expenses.

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Table of Contents
Document Revision History .................................................................................................................2
Proprietary Statement ........................................................................................................................3
Table of Contents ...............................................................................................................................4
Signing in to SAP Concur .....................................................................................................................5
Exploring the SAP Concur Home Page ..................................................................................................7
Updating Your Expense Profile ............................................................................................................8
Delegates....................................................................................................................................8
Assigning a Delegate ...........................................................................................................................9
Acting as a Delegate ......................................................................................................................... 10
Creating a New Expense Report......................................................................................................... 10
Creating a New Expense Report from a Request ................................................................................. 16
Adding Card Transactions to an Expense Report ................................................................................. 18
From the open expense report................................................................................................... 18
From the Available Expenses section .......................................................................................... 19
Adding an Out-of-Pocket Expense to an Expense Report ..................................................................... 20
Copying an Expense .......................................................................................................................... 21
Itemizing Nightly Lodging Expenses ................................................................................................... 22
Adding Attendees to a Group Meal.................................................................................................... 24
Allocating Expenses .......................................................................................................................... 27
Converting Foreign Currency Transactions ......................................................................................... 30
Entering Personal Car Mileage........................................................................................................... 31
Activating E-Receipts ........................................................................................................................ 33
Uploading Receipts using Available Receipts ...................................................................................... 35
Printing and Submitting an Expense Report........................................................................................ 37
Reviewing and Approving an Expense Report ..................................................................................... 40
Adding an Additional Review Step ..................................................................................................... 41
Sending Back an Expense Report ....................................................................................................... 42
Correcting and Resubmitting an Expense Report ................................................................................ 43

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Signing in to SAP Concur
To sign in to SAP Concur
1. To sign in to SAP Concur, on the Sign In screen, enter <your 9-digit Stony Brook ID
number>@stonybrook.edu (example: [email protected]) in the field, and then click
Next.
You can select the Remember me check box to store your password, so that you don’t have to
enter it the next time you sign in to SAP Concur from this device.

2. Select Sign in with SBU NetID Single Sign On.

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 3. Fill in your NetID Username and NetID Password.

NOTES:
• Your password is case sensitive.
• If you are not unable to log in with your NetID,
please visit:
https://it.stonybrook.edu/services/netid for
assistance.

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Exploring the SAP Concur Home Page
The SAP Concur home page contains the following sections.
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.
Section Description
Quick Task Bar This section provides Quick Tasks (links) so you can:
• Start a new expense report, travel request, cash advance, etc.
• Open expense reports and requests*
• Manage available expenses
* A request is an authorization for an expense made before incurring the
cost. An expense report is the summation of all expenses after the costs
are incurred.
My Tasks This section shows your available expenses, open reports, and approvals
requiring attention.
My Trips This section lists your upcoming trips.
Alerts This section displays informational alerts about Travel features.
Company Notes Content is provided by the Procurement Travel Office.

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Updating Your Expense Profile
Use the Profile Options page to set or change your personal preferences. To avoid re-entering personal
and permanent information about yourself, complete your profile after logging onto SAP Concur for the
first time and review/update it whenever your information changes. Your profile options include:
• Approvers
• Attendees
• E-Receipts
• Expense Delegates
• Expense Preferences:

To access your profile information

1. Click Profile > Profile Settings.
The Profile Options page appears.
2. Click the appropriate option from the left-side
menu.
At a minimum, you should do the following:
• Verify your primary email address is
correct and add any additional email
addresses that you will be using to submit
receipts.
• Verify and update your Personal
Information.
• Review the information is accurate under
Expense Information.
• Verify that the name of your Expense
Approver is correct. This person should be
your supervisor and the first approver in
your workflow. If the data is incorrect, ask
your supervisor to contact the VP
Coordinator to resolve the issue with HRS
– Class & Comp.

Delegates
If you are acting as a delegate for another employee (the delegator):
• Any changes you make on this page affect only the delegator and do not change your personal
information.
• You cannot access all profile options for your delegator.

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Assigning a Delegate
To assign a delegate
1. Click Profile > Profile Settings. The Profile Options page appears.
2. Click Expense Delegates from the left-side menu, then Add.
3. Locate the appropriate employee using the Search by… field, then click Add.
4. Select the checkboxes to set the delegate’s permissions.

Can Prepare enables the delegate to prepare a report/request but not submit it.
5. After selecting the appropriate checkboxes, click Save.
NOTE: Selecting Can Prepare automatically enables Can View Receipts because receipts are
integral to preparing a report.

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Acting as a Delegate
If you are a delegate, your delegator will define which tasks
you can complete, such as preparing reports, receiving
Concur-related notifications, etc.
To work as a delegate
1. Click Profile then Act on behalf of another user.
2. Click on the magnifying glass icon to view a list of the
employees that you have as their delegate.
3. Select the appropriate delegator's name from the list.
4. Click Start Session.

Notice that the Profile menu now

displays Acting as and shows the
name you just selected.

5. You are now officially working on behalf of that person. Complete the normal processes for
creating reports, printing, etc.
To select a different user, follow the same steps but click a different name.
6. To return to your own tasks, click Acting as,
and then select Done acting for others.

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Creating a New Expense Report
To create a new expense report
1. Choose:
• On the SAP Concur home page, on the Quick Task Bar,
place your mouse pointer over New, and then click Start
a Report.
– OR –
• From the Expense menu, click Manage Expenses (on the
Expense sub-menu), and then click the Create New
Report tile.

2. Complete all of the required fields (marked with red asterisks). The fields that appear vary based
on the Policy selected: RF-Expense Policy

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 STATE-Expense Policy

3. Click Next.
4. The Travel Allowances pop-up window appears. Select Yes to create Per Diem meal expenses for
each day of the trip – OR – click No to generate the report without Per Diem expenses and
proceed to step #13.

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5. IF you selected Yes, the Itinerary Info page opens.

6. Complete the fields for the New

Itinerary Stop based on your travel.
7. Click Save.

8. Add additional New Itinerary Stops, as

needed, based on your trip and Save
them.

NOTE: At a minimum, you should have

two stops, the outbound and return legs
of your trip.

9. After adding in all itinerary stops, click Next.

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10. Click Next to assign the selected itinerary and create the Per Diem expenses.

11. Click on the checkboxes to exclude meals from your per diem, as necessary. For instance, if you
had breakfast at home on your first day of travel, you should select the Exclude Breakfast
checkbox for that meal because it is not included in your per diem. Similarly, if you are attending
a hosted event that provides breakfast and dinner, you should exclude both expenses from your
per diem.
NOTE: The daily Allowance amount will change to reflect your adjusted per diem.

12. After selecting all of the meal exclusions, click Create Expenses.

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13. The Meals – Per Diem expenses now appear in your report. At this point, you will likely either:
• Add an out-of-pocket expense to your expense report
• Add University-provided credit card (NET & Travel cards) transactions to your expense
report

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Creating a New Expense Report from a Request
To create a new expense report from within an approved request
1. On the SAP Concur home screen, click on the Requests tab.

2. Click on the tile of the approved request.

3. Click on the Create Expense Report button.

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4. The data from your request is imported into a new expense report. The expense report opens
for editing.

5. You should now:

• Review the data in each automatically added expenses
• Address any alerts that appear on screen
• Add any necessary expenses (based on your expenditures and receipts) that were not
imported into the report

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Adding Card Transactions to an Expense Report
On the SAP Concur home page, you can view a list of any unassigned credit card transactions in the
Available Expenses section.
You can add card transactions to an expense report in the following ways:
• From the open expense report
• From the Available Expenses section

From the open expense report

To add card transactions within the open report
1. Click Add Expense.
2. From the Available Expenses tab,
select the checkbox(es) for the
appropriate expenses.

3. Click Add To Report.

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From the Available Expenses section
To assign transactions to a report from the Available Expenses section
1. From the Available Expenses section, select the checkbox associated with the appropriate
expense.
TIP: Select the uppermost check box to select all transactions.
2. Click Move to.
3. Select the name of the appropriate report or select New Report.
• If you select an existing report, the report opens and the selected transactions are attached
to the report.
• If you select New Report, the Create New Report page appears. Enter the report
information as usual.

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Adding an Out-of-Pocket Expense to an Expense Report
To add an out-of-pocket expense to a report
NOTE: Out-of-pocket expenses refer to expenses you
purchased with your own money. Be advised that the Travel
Office determines which expenses can be reimbursed.
1. From the open report, click Add Expense, and then click the Create New Expense tab.
2. Search for or select the appropriate expense
type from the list.
The page refreshes, displaying the required and
optional fields for the selected expense type.
3. Complete the required fields then select one of
the following:
• Attach Receipt Image – To upload and
attach receipt images
• Itemizations tab – To itemize the expense
• Save Expense – To save the out-of-pocket
expense
• Cancel – To exit without saving this expense

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Copying an Expense
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.
To copy an expense
1. With the expense report open, select the expense you want to copy.
2. Click Copy.

The new expense is added to the Expenses list. Notice the following:
• The original expense date is advanced by a day.
• All allocations, attendees, expense-level comments, and value added tax (VAT) details from
the original expense are copied to the new expense.
• Credit card information, e-receipts, mobile entry information, and travel segments
(associated with travel itineraries) from the original expense are not copied to the new
expense. 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.

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Itemizing Nightly Lodging Expenses
A hotel bill typically contains a variety of expenses including room fees, taxes, parking, meals, valet,
telephone charges, and personal items. You must itemize these expenses so that they can be
reimbursed correctly. Lodging Itemization allows you to quickly itemize recurring room rates and taxes.
You can then itemize the remaining charges on your hotel bill, and adjust for any rate changes during
your stay
To create a lodging expense
1. With the report open, click Add Expense, and then select the Lodging expense type.
2. Complete the required fields.

3. Click the Itemizations tab.

4. On the Itemizations tab, click
Create Itemization.

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5. Select the Lodging expense type.
6. Select whether your hotel room rate was The Same Every Night, or Not the Same.
7. Enter the Room Rate (per night) and Room Tax (per night), as applicable.

NOTE: You can use the Additional Taxes link to enter additional taxes from your hotel bill.
8. Click Save Itemization.
9. If there is a remaining amount that needs to be itemized (other charges, for example, for
incidentals or room service), the remaining amount is displayed in the Remaining field. Continue
to itemize the amounts until the balance is $0.00.

10. Click Save Expense.

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Adding Attendees to a Group Meal
Some expenses, such as group meal expenses, require you to add attendees.
To add attendees to a group meal
1. From the expense type screen, click Attendees.

2. In the Attendees window, click Add.

The Add Attendees window appears.

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From here, you can add attendees in several ways:
• Recent Attendees – Select the checkbox next to the appropriate attendee who has
appeared recently in your reports.
• Attendees – Search for attendees by Attendee Type and then by their name.

To create a new attendee, click Create New Attendee, complete the required fields, and
then click Create Attendee.
• Attendee Groups – Select from your Favorites or My Team (these are configured in your
Profile settings) and then click Add to List.

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 • Import Attendees – Upload an excel spreadsheet with the list attendees from the event. A
ready-to-use template is available for download as well.

3. After adding in the appropriate attendees, click Save.

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Allocating Expenses
You can allocate expenses to multiple accounts or account approvers , which will be charged for those
expenses. You can allocate a single expense or multiple expenses. You may only allocate to the funding
source corresponding to the policy selected – State Policy or RF Policy.
To allocate your expenses
1. With the expense open, to create or edit a single expense, click Allocate.

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

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 The Allocate window appears. The total expense Amount, the amount Allocated, and the
amount Remaining are listed.

3. From the Edit dropdown list, select Percent or Amount.

4. Click Add.
5. Add allocations (as needed) by selecting appropriate Accounts and Account Approvers, from
the New Allocation or Favorite Allocations tabs. Save each one.

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 You can adjust the amounts and percentages. The total amount must be allocated 100%,
otherwise an audit rule will prevent you from submitting the report.
6. Click Save.

7. Click Save Expense. The entry for the expense now displays the Allocated link.

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Converting Foreign Currency Transactions
When your travel takes you to different countries, you will need to convert foreign currency transactions
to your standard reimbursement currency.
To account for an expense incurred in another currency
1. With the report open, click Add Expense, and then Create New Expense.
2. Search for or enter the appropriate expense type.
3. Complete the required fields (indicated with a red asterisk).
Note the following:
• Select the "spend" Currency from the list to the right of the Amount field. Notice that the
Conversion Rate field appears.
• The Conversion Rate is automatically populated according to the Transaction Date and
Currency entries.
Expense calculates the Amount in your reimbursement currency.
• Currency can be converted by multiplying by a particular rate or dividing by a different rate.
To switch between multiplication of the rate to division of the rate, click Reverse next to the
Conversion Rate field.
4. Complete the remaining fields as appropriate, and then click Save Expense.

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Entering Personal Car Mileage
In the event that you use a personal vehicle for business purposes, you will need to track your car
mileage in order to be reimbursed.
To create a car mileage expense
1. With the expense report open, click Add Expense.
2. Select Personal Car Mileage.
3. Complete all of the required fields (indicated with a red asterisk).

Depending on the Justification selected, you will

need to take additional steps and/or provide an
explanation in the Additional Expense
Information/As Required field.
4. Click on the Mileage Calculator link.

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5. In the Mileage Calculator window, enter the start and end addresses of your trip in the
Waypoints fields.

You may mark certain trip legs as personal, deduct your regular (non-reimbursable) commute,
or make it a round trip by selecting the appropriate checkboxes or links.
6. After entering your Waypoints and defining the other parameters of your trip, click Calculate
Route. The system will calculate the most logical path for the trip.
7. Click Add Mileage to Expense.

8. Notice the From Location, To Location, Distance, and Amount fields are updated. Click Save
Expense.

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Activating E-Receipts
E-receipts are an electronic version of receipt data that can be sent directly to SAP Concur to replace
imaged paper receipts. The availability and content of e-receipts vary depending on the vendor.
You must opt-in from your Profile before e-receipts activate in Expense. Some vendors require
additional paperwork before they can send e-receipt data. Contact the Procurement Travel Office for
more information.
To activate e-receipts
1. Click Profile, and then click Profile
Settings.
2. On the Profile Options page, click E-
Receipt Activation. The E-Receipt
Activation and User Agreement
appears.

3. On the E-Receipt Activation page, click the here link.

The E-Receipt Activation agreement appears.

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4. Read through the agreement, and then click I Agree.

Receipts are successfully enabled.

5. If you want to disable the E-Receipt Activation setting, on the E-Receipt Activation page, click
the here link.

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Uploading Receipts using Available Receipts
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 report expense entries.
To attach a receipt image to an expense entry using Available Receipts
1. Select an entry to open it.

2. On the Details tab, click Attach Receipt Image.

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3. Select the receipt image you want to attach, and then click Attach.

4. The receipt image is attached to the expense entry and displays on the right side of the screen.
Click Save Expense.
NOTE: You can Detach or Append the image from the receipt pane.

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Printing and Submitting an Expense Report
When you complete your expense report, you can print it to save a hard copy for your records, if you
wish.
To preview and print the expense report
1. On the expense report page, click Print/Share.
2. Select Report – Detailed.

3. Click Print. This will provide you with a document that includes all of the report-level
information as well as a summary of your expense report.

To submit your expense report

1. On the expense report page, click Submit
Report. The Report Totals window appears.
2. Review the information for accuracy, and
then click Submit Report.
3. The Final Review window appears. Review the User Electronic Agreement, and then click Accept
& Continue.

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4. Review the Report Totals, then click Submit Report.

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5. In the Report Status window, click Close

If you cannot successfully submit the report, a

message appears describing the report error or alert.
Correct the error, or if you require help to complete
the task, contact the Travel Office.

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Reviewing and Approving an Expense Report
As an approver, you will need
to review submitted reports
and approve them for
reimbursement.
On the SAP Concur home
page, in the My Tasks
section, you can view a list of
reports waiting for your
approval.

To review and approve an expense report

1. On the SAP Concur homepage, click the Approvals tab. The Approvals page appears.

2. Select the report you wish to review.

3. Review the report details.

4. If the report is complete and correct, click Approve.

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Adding an Additional Review Step
As an approver, you may need to
forward an expense report to additional
approvers if, for example, you need an
additional person to review and
approve this report.
To approve and forward a report
1. On the SAP Concur home page,
click the Approvals tab. The
Approvals page appears.
2. Select the report you wish to
review.
3. Review the report details.
4. If the report is correct, click
Approve & Forward.
5. Search for and select the
appropriate approver in the
User-Added Approver field.

6. Click Approve & Forward to approve the expense report and then send it on to the next
approver.

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Sending Back an Expense Report
As an approver, you are required to send back an expense report to your employee for correction if you
find errors in the report or if it violates policy in some way.
To return an expense report to an employee for correction
1. On the SAP Concur home page,
click the Approvals tab. The
Approvals page appears.
2. Select the report you wish to
review.
3. Review the report details.
4. If the report is incorrect or
violates policy, click Send Back
to User.
5. In the Send Back Report
window, enter a Comment that
explains why the report is being
returned and the corrective
action the employee should
take before resubmitting the
report for review and approval.

6. Click OK to return the report.

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Correcting and Resubmitting an Expense Report
Your Expense approver might send a report back to you if an error is found. The approver will include a
comment explaining why the report was returned to you and the corrective actions you should take
before resubmitting the report.
To correct and resubmit an expense report
1. On the SAP Concur home page, in the Quick Task Bar, click the Open Reports task.

The report appears with a status of Returned in the Report Library.

2. Click on the Returned report tile to open the report.

3. Review your approver’s comments and make the requested changes.

4. After the report is corrected, click Submit Report to resend the report to your approver for
review.

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