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Attendees

For some expense types, such as business meals or entertainment, users may be required – sometimes for corporate reasons; sometimes for legal reasons – to identify all attendees associated with that expense. In some cases, each individual attendee must be listed. In other cases, it may be acceptable for the user to simply enter a count (number of attendees).

 

Staff Members

From your new expense, scroll down in Expense Details until you see Attendees. Select in the Search box for yourself or any other UNSW employee and select the name. Then select the status of "travelling" (more than 100 kms from usual UNSW campus) or "not travelling".

This is the simplest method to add a small number of UNSW employees.

 

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Groups of staff
  • From your new expense, scroll down in Expense Details until you see Attendees. Select in the Search box for yourself or any other UNSW employee and select the name.
  • Continue selecting names until you have selected all group members.

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  •  Then select the status of "travelling" (more than 100 kms from usual UNSW campus) or "not travelling" for each staff member.
  • Select the tick box on the top left to select all attendees. 
  • Select Create Group to make a group of all selected employees. create_group.png
  • A pop-up box will open up.Enter a Group Name in the box and select Save.

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To access the group later, type the group name in the Attendee Search box and select. Then all attendees in that group will be added to the expense.

Groups of non staff
  1. From your new expense, scroll down in Expense Details until you see Attendees.
  2. Select New Attendee. This is only for non-UNSW employees such as business people, family members, alumni and students. 
  3. Select Attendee Type from dropdown (Family, Student, Other). Instead of Last Name, please fill a Group Name such as “Group”.
  4. Select Save.

 

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In the Attendee Count field, change the number associated with that student to the total number in the group.

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For further information on Working with Attendees, watch this video. icon_video.png 

Adding attendees from a calendar invitation
  • Create a calendar invite by clicking on a time on your calendar.
  • Fill in the Subject and Location for a meeting then select Scheduling Assistant.
    • Type in the names of the Attendees.

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Then add Receipts@Concur.com as an attendee to your meeting.

Send the meeting invite and wait for people to accept.

Once people have accepted and Concur has processed the meeting, log into Concur and select Available Expenses from the Task Bar.

On the Manage Expenses page, you will see a heading Available Expenses and a Group icon grouppng.pngwith an expense named as per your meeting’s Subject.

move.pngSelect the Expense and select the Move dropdown to move to the claim you wish it to be in.

 

Adjust the fields as needed. You will see the attendees are already present in this expense. You can create a Group of these attendees for later reuse by selecting all attendees and selecting “Create Group”.

For further information, watch the video. icon_video.png 

 

Naming Attendees

There are some expense types where you are required to specifically name each person who attended, this is usually for tax or corporate policy reasons. This explains which require a person's name and which you can put "x 10".

As a general rule, if your expense could be considered entertainment, you will most likely have to name employees individually.

(Please click on the picture to enlarge)

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Non Staff members (incl Students)

1. Select New Attendee, this is for non-UNSW staff members. 2. Then select Attendee Type, Student, Family Member or Other.

new.pngnew2.png 3. If there is only one or two students, add in the names of the students.

4. If there is a bulk amount of students, type in a name that refers to the group, e.g. Alumni.

5. If you add in a set of students in this way, you will need to change Attendee Count from 1 to the total number of students.

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I have a function with many attendees, how do I deal with that?

In some cases, such as when you have organised a large function, it is not necessary to add the names of each Attendee to your Expense.

When you are filling out the Expense Details, put in the number of attendees under the header "Attendee Count". Then mark the status of that group of attendees.

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