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Expenses / Card

 

This page covers information about Out of Pocket Expenses and Credit Card transactions.  To view information about Approvals, Receipts and Delegation please use the menus to the left of the page. 

 

 


Basics

How do I use ExpenseIt?

expensit_small.pngThe quickest way to use Concur for Expenses is to use ExpenseIt.  This is a function on your mobile device (located at the bottom left of the screen)

  • Take a photo on your mobile device using ExpenseIt then close the app and wait for a notification from Concur confirming it has completed analysing the receipt
  • You can either go back into the mobile app and complete the claim (using the link provided in the notification); OR
  • Log into the Concur desktop, locate the ExpenseIt receipt in the Available Expenses section
  • Select the Expense and select Move
  • You will have the option of moving to an existing Claim or creating a New Claim
  • You can identify the ExpenseIt receipts via the Star icon
  • To create a New Claim, follow the instructions shown in the video

Watch this video for more information about using ExpenseIt    video

Where are my Credit Card Transactions?

You will find your Credit Card transactions in the Available Expenses section of Concur.  You can identify them by the Credit Card icon next to them in the list of available expenses.  

Click image to enlarge

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How you treat a Credit Card transaction is no different to how you treat an Out of Pocket Expense - all the information contained in these pages is relevant to Credit Card transactions as well as Out of Pocket Expenses (unless otherwise specified).  Concur knows to reimburse you for Out of Pocket Expenses and not to reimburse you for a Credit Card Transaction.  This is identified by the icon (above).  Once you have moved your expenses (and/or credit card transactions) into an Expense Claim you can also check the payment type field - Credit Card transactions will be set to Westpac VISA CBCP and Out of Pocket Expenses will be set to  Cash.  
 

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How do I tell the difference between a credit card transaction and an out of pocket expense?

Credit Card and Out of Pocket Expenses work exactly the same except that a credit card transaction doesn't pay you, while and out of pocket expense will pay you. Concur knows the difference by what is in the Payment Type field.  Credit Card transactions are assigned the payment type of Westpac Visa while Out of Pocket Expenses are assigned as Cash.

Click on the images to enlarge them

Credit card transaction:

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Out of pocket expense:

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If you are reconciling a credit card transaction and you notice the payment type is cash, this means the receipt was not matched to a credit card transaction.  You should delete the receipt from your claim so that it returns to the Available Expenses section where you can match it to a credit card transaction and move it back into the claim.  If you leave the payment type as Cash you will get paid that amount as an out of pocket expense.

Create a new expense claim

Watch this video for more information on creating a new expense claim using the desktop, including photographing your receipts using either ExpenseIt or your phone's camera.  video   (ExpenseIt can be used to capture any receipt - it makes no difference if it is an Out of Pocket Expense or a Credit Card transaction)

If you decide not to use the ExpenseIt feature on your mobile device to capture your receipts and create your expenses, you can still create claims using the desktop by

  • Logging in to Concur
  • Selecting Create new expense claim
  • Adding expenses to your claim (manually by clicking on New Expense for Out of Pocket Expenses or by selecting a Credit Card transactions from Available Expenses)
  • Attach receipts you have emailed to receipts@concur.com or saved on your computer.
How can I view all my submitted claims?

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All Claims you have submitted are located in your Claims Library. To go to this library, select "Open Claims". 

This takes you to the Claims page where you can view all current (unsubmitted) claims. To view all submitted claims, select "Claim Library".

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Once in the Claim Library, you can see all claims you have submitted in the last 90 days, whether they have been approved or not.

Select the "View" dropdown to select to view according to many other criteria.

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What mandatory fields must be filled in for an Expense Claim?

Mandatory fields are identified with a red indicator.  You won't be able to submit your claim if you don't complete all the mandatory fields.

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What languages are recognised by Expenseit?

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Specific to Credit Card

Concur does not use the concept of a statement period.  You are required to reconcile your credit card transactions within 30 days of them appearing in Concur, so (other than that) it is up to you how you manage them.  You can reconcile them daily, weekly or monthly.   

Click here to see a quick reference guide. 

Where are my Credit Card Transactions?

You will find your Credit Card transactions in the Available Expenses section of Concur.  You can identify them by the Credit Card icon next to them in the list of available expenses.  

Click image to enlarge

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How you treat a Credit Card transaction is no different to how you treat an Out of Pocket Expense - all the information contained in these pages is relevant to Credit Card transactions as well as Out of Pocket Expenses (unless otherwise specified).  Concur knows to reimburse you for Out of Pocket Expenses and not to reimburse you for a Credit Card Transaction.  This is identified by the icon (above).  Once you have moved your expenses (and/or credit card transactions) into an Expense Claim you can also check the payment type field - Credit Card transactions will be set to Westpac VISA CBCP and Out of Pocket Expenses will be set to  Cash.  
 

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How do I reconcile my Credit Card transactions?

Every evening the bank will send your credit card transactions to Concur and place them in your Available Expenses section (you will recognise them by the credit card icon).

You (the cardholder, your delegate cannot do this on your behalf) use the Concur mobile app, click on ExpenseIt and take a picture of the receipt.  Concur will ask you to confirm the amount on the receipt and select an Expense Type.  It will then analyse the receipt and place it in your Concur dashboard under Available Expenses.  You need do nothing further at this point. 

Concur will then try to match your credit card transactions with your receipts from ExpenseIt, when they match the two lines will merge (you will see two icons in the dashboard).

You (or your delegate) then just needs to move the expense lines into an expense claim, provide the missing details (usually business purpose and chartfield) and submit the claim.  Submitting an expense claim with credit card transactions is no different to submitting an expense claim for out of pocket expenses.  The only difference is that Concur will reimburse you for your out of pocket expenses and not reimburse you for the credit card transactions.

If you have a line with only a credit card icon that means you have a credit card transaction without a receipt. You then need to use ExpenseIt to send the receipt to Concur.

If you have a receipt with no credit card transaction that means the bank has not sent the transaction yet so it can wait in the list until it appears.

If you need to manually match up the receipts and transactions, refer to this video. video If you cannot locate all transactions, expenses or receipts, refer to this video. video

Click on image to enlarge

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How do I view ALL my credit card transactions?

To view all your credit card transactions (both past and present) go to the Expense Tab, Click on View Transactions and use the Time Period drop down.

 

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How do I set someone up to reconcile my card?

If you would like someone else to reconcile your credit card transactions you'll need to set them up as your delegate.

How do I dispute a transaction?

Please click here to go to the disputed transactions process.

How do I turn off Credit Card Notifications?

If you don't want to receive notifications when new credit card transactions arrive, you can switch these notifications off in your profile settings (accessible on the desktop).  Go into your Profile Settings, select Expense Preferences and unselect "New company card transactions arrive".     

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I got paid for a credit card transaction, what do I do?

If you accidently claimed a credit card transaction as an out of pocket expense, please refund the University using the same process as repaying an unspent cash advance, by paying the amount you were paid into OneStop (UNSW's online payment system).  Please provide as much information as possible including the expense claim number.

In future, you can check your credit card transactions payment type is Westpac Visa, if this field says cash that means Concur will pay you cash (because cash means you are claiming an out of pocket expense). 


Foreign Exchange

How does Concur deal with foreign exchange?
  • SAP Concur requires that you specify the City of Purchase of the expense. 
  • A drop-down menu allows you to select the city
  • Cities not yet available in the drop-down can be typed in
  • The currency will automatically update to match the City of Purchase.
  • A built in currency converter will provide you with the reimbursement amount in Australian dollars.

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Expense Types

When to Use What Expense Types?

Expense Type Guide

If you are a staff member and you spend your own money on UNSW business, you can claim for reimbursement. All expenses must be for a legitimate University purpose, meaning they are reasonable and appropriate in the circumstances, and publicly defensible. The expenditure must not be, or perceived to be excessive and must meet the following principles:

  • Necessary to perform a valid business purpose fulfilling the mission of the University
  • Reasonable in that the expense is not extreme or excessive, and reflects a prudent decision to incur the expense
  • Appropriate in that the expense is suitable and fitting in the context of the valid business purpose
  • Allowable according to the terms of any federal regulation, sponsored contract, or University Policy and Procedure.

Expense Types with Mandatory Attendees

Some expense types require information on the attendees. You have to identify and select the status for all UNSW staff listed as attendees in these expense types. The attendee status can only be edited from the desktop version of Concur. Therefore if you are creating this expense type from the mobile app, you will need to complete it on the desktop version. All red fields are mandatory.

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Splitting Tax

When you itemise an expense in Concur, you have the chance to select which groceries incur GST and which do not.

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Mileage

Mileage is a particular type of expense which provides you with a mileage calculator; you can automatically calculate a point-to-point or multi-point travel using the provided calculator. All red fields are mandatory.

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Personal Expenses

I used my University Credit Card for a personal expense? What do I do?

Use of credit cards for private expenditure is prohibited, even if that expenditure is intended to be subsequently repaid. It is recognised, however, that under certain circumstances it is unavoidable when connected to a legitimate business purpose or is incurred in genuine error. In those cases the Card Holder must reimburse the University via BPay without delay and not later than within 14 days from transaction date. Private expenditure on credit cards is monitored to ensure that only unavoidable private expenditure is incurred.

If you use your University credit card for a personal expense, reconcile the transaction in the normal way but select the Expense Type 'Personal Expense'

Then refund the amount to the University using BPay. 

  • The BPay Biller Code is 5181 and you should use your University credit card number in the reference field
  • This will pay the amount back into your credit card as a negative, where you should reconcile it in the same way you reconciled the original transaction (using the expense type Personal Expense). 
  • These two transactions will offset each other to zero.

Click on the image to enlarge it

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To change an expense type move the expense into a claim and use the expense type drop down or start typing to use predictive search.  Also, please ensure you remove GST from your personal expense transactions.  You do so by clicking on the Calculate Tax link and change the GST to zero.

Click on the image to enlarge it

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I have a receipt that contains both business and personal expenses, what do I do?

For an Out of Pocket Expense Claim you should minus the personal amount from your receipt and claim only the business portion.  If you use ExpenseIt you can change the amount on the receipt that Concur reads before saving it to your dashboard.

(This process is different when using a UNSW credit card, please see above to find out.)


GST

What if the GST on my receipt isn't 10% of the total?

If you have a mixed supply of GST on your tax invoice (i.e., the total tax is not 10% of the total bill) you can click on "Calculate Tax" to make the GST display, and then you can change it to the actual tax amount on the bill.

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Split, Allocate and Itemise Expenses

How do I split (allocate) an expense across two or more projects?

If you need to split (or allocate) an expense across more than one project you can do so by clicking on the Allocate button in your expense.

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Then you can allocate the expense across several projects, either by amount or by percentage.

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If you allocate your expenses across more than one project, the Portfolio Manager of each of the projects used will be asked to review the expense before going to your Supervisor for approval.  You (or the approver) and review the approval steps by clicking on the Details drop down menu and selecting Approval Flow


Chartfields

Do I have to fill in the Department and Fund fields?

If you have used a project id then you do not need to touch the department and fund fields.  You can leave them as they are because Concur will ignore them and use the department and fund associated with your project id instead.  The only time Concur will look at these two fields is when you have selected "not project related" as your project ID.

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What do I do if I'm not using a Project ID in my expense?

If you are not using a project ID in your expenses you should select "(NA) Not Project Related" from the list of project ID's.  You can search for the (NA) Not Project Related id either by searching using code (to search the id) or using text (to search descriptions)

  1. Enter your keyword into the project field,
  2. select either code or text (depending on if you are searching the project code or the project description text)
  3. Select Not Project Related from the list

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On your mobile device type Not and the "Not Project Related" id will be displayed:
 

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How can I add attendees to a GST-itemised expense?

As attendees are a compulsory field, they should be added before you move to "Save" or "Save & Itemise" or "Save and Allocate".

  • If you have already itemised your expense without adding attendees, there is no way you can copy over your attendees to the itemisations.
  • Delete the rows of itemisations, add the attendees into the original expense, and then select "Save & Itemise" and itemise the GST and non-GST items again.
  • If you attempt to itemise without adding attendees, you will see the following error message.
  • When you reach this message, select NO and go back to add your Attendees before itemising.

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Edit multiple expenses at once

How do I edit multiple expense lines at the same time?

1. Select the Claim to edit to open the claim.

2. Select the expense lines you would like to edit (you can select 2 or more or the entire number for the claim).

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3. You will see the options to delete, allocate, edit or combine the selected expenses. Select edit to edit.

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4. Select the box to select the field(s) you wish to edit. Make the necessary changes and save.

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Print/Email a Claim

  • Print/Email a Claim Summary for Record Keeping

    1. From within a Claim, it is possible to print, pdf and email details of the Claim in order to keep a copy for your records.

    2. Select Print/Email from within a Claim then select the only option in the dropdown menu.

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    3. A print pop-up will open up. You can choose to pdf, email or print the Claim details.

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    The printable copy will include GL Account Codes and Chartfield details used in the claim.

  • View summary totals for a claim

    To view a summary of a claim, go into a claim and click on the Details link (at the top left of the page) and then select Totals.

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    Note: to view the GL accounts and Chartfields used in a claim use the "Print/Email" function instead


Students

Student Reimbursements

Students should not use Concur. 

When entering a claim for a Student (for expense reimbursements) you will need a signed ER1 Form.


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