travelnews: Concur Tips - Icons and Available Expenses

[BAO news for travel administrators]

Concur Icons and Available Expenses



The UO One Card and Lodge Card transactions are paid for monthly by UO. These costs are allocated to the proper indexes when a Concur Expense Report is submitted, approved and processed for payment. Please review your list of Available Expenses on your Concur profile to be sure any credit card charges have been assigned to an Expense Report.

Expense Reports must be submitted and processed to charge the expenses to the proper index.



These icons will appear in your list of Available Expenses:
Credit Card charge icons

[cid:image002.gif at 01D45EF2.4DF44E20] [cid:image003.gif at 01D45EF2.4DF44E20]  [https://www.concurtraining.com/customers/tech_pubs/help/en-us/release/traemp_professional/loioa1211359318240f2bbffb555d5e8faf6_LowRes.png]  These icons indicate a UO credit card charge. Purple credit card icon indicates payment by UO Lodge Card. Blue credit card icon indicates OneCard Corporate Visa Card charge.

These expenses must be added to a report and processed in order for the accounting to be posted to the proper indexes.  Be sure to include the separate line item for the Agent fee.



Informational icons.



  [cid:image005.jpg at 01D45EF2.4DF44E20]  - Trip data/itinerary from TMC – these are informational only from Concur partner vendors to provide the traveler electronic receipt, an itinerary and/or reservation confirmation.



Concur will match the UO credit card charges with the trip data/itinerary, if available. Your available expenses may look something like this:



[cid:image006.png at 01D45EF2.4DF44E20]





[cid:image007.png at 01D45EF2.4DF44E20] E-Receipt Available – Indicates that a receipt has been uploaded from the credit card feed.

[cid:image008.png at 01D45EF2.4DF44E20]



Instructions to move to an Expense Report



Within the Expense report, click on "Import Expenses"

[cid:image009.jpg at 01D45EF2.4DF44E20]

Review the list and click the boxes for any line item that should be associated with your report.

[cid:image010.jpg at 01D45EF2.4DF44E20]



Concur will perform a match using character recognition - it will find a credit card transaction matching an airline itinerary/receipt and ask if you want to combine them.  When you click "Move" the two lines combine as one - credit card charge and receipt in your expense report.



If you find a Vendor feed line item that does not belong to the traveler, is for a personal trip, or is for a previously entered reimbursement, you can highlight the line and click Delete to remove it.  Note that you can never delete a credit card charge.  Credit card transactions always need be assigned to a report to be reconciled.​

A list of additional Concur icons are in a handy guide attached to this email.



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