Expenses

Please see how-to procedures for Adding Available Expenses to Expense Reports.

Based on the Concur User Guide, here is the outline of the process for uploading receipts to an expense report:

Method 1: Uploading from within an Expense Report

• Step 1: From an open expense report, select Add Expense.

• Step 2: Select Manually Create Expense and choose or search for the appropriate expense type.

• Step 3: Fill out the required details for the new expense.

• Step 4: In the Receipt section, select Add Receipt or drag and drop files. Alternatively, select Upload New Receipt to browse for files on your computer.

  • Note: Valid file types are .png, .jpg, .jpeg, .pdf, .tif, or .tiff, with a 5MB limit per file.

• Step 5: Select Save Expense.

Method 2: Emailing Receipts to the Available Receipts Library

This method allows travelers or designated delegates to email receipt images directly to Concur:

• Step 1: The traveler and the delegate must both verify their own email addresses in their respective profile settings under Your Information > Email Addresses.

• Step 2: The delegate must have the correct permissions enabled (Can Prepare and Can View Receipts) under the traveler's Expense Delegates settings.

• Step 3: Send an email with the receipt attached to receipts@concur.com.

  • Requirements: The email must contain the traveler's email address in the subject line. Attached files must be in .png, .jpg, .jpeg, .pdf, .html, .tif, or .tiff format and must not exceed 5MB per file.

• Step 4: The receipt will appear in the traveler’s Available Receipts gallery within three minutes.

Missing Receipt Declarations

If an original receipt is lost or unavailable, a traveler can create a declaration directly in the system:

• Open the expense report, select the line item, and navigate to Manage Receipts > Missing Receipt Declaration.

• Acknowledge the declaration prompt by checking the corresponding box and selecting Accept & Create.

• Constraint: Delegates cannot create a missing receipt declaration on behalf of a traveler.

You can combine or link expenses with receipts in an expense report through the following steps:

• Assign Card Transactions: Check the box next to any corporate credit card transaction under the "Available Expenses" tab and click "Add to Report".

• Attach Receipts Manually: Open a manually created expense, click the "Add Receipt" button, and choose "Upload New Receipt" to drag and drop or browse for files.

• Leverage E-Receipts: Enable "E-Receipt Activation" in your profile settings so participating vendors automatically send digital receipts directly into your account to pre-populate and match to card transactions.

• Delegate Library Setup: If acting as a delegate, ensure both you and the traveler have verified email addresses. You can then email receipt images to receipts@concur.com with the traveler's email address in the subject line to place them in their available receipts gallery.

• Combine Similar Entries: When viewing your open report lines, selecting the checkboxes for multiple entries unlocks the "Combine Expenses" button to merge actions.

*Use this to combine a receipt with its related card transaction, not to combine card transactions.

Here is how to handle foreign currency transactions in the expense system:

• Enter Foreign Amount: With your expense report open, select "Add Expense" and input the amount spent in the foreign currency directly into the "Amount" field.

• Automatic Currency Selection: The system should automatically populate the correct foreign currency based on the "City of Purchase" you entered. If it does not, or if you need a different currency, you can manually change it from the list located to the right of the amount field.

• Conversion to USD: Once the foreign currency and amount are set, the system will automatically calculate and display the corresponding amount in US Dollars (USD).

• Entering Amounts in USD: If you already know the expense amount in USD, you can enter it directly into the "Amount in USD" field, and the system will reverse-calculate the foreign amount for you.

• Travel Allowance Requirement: Make sure the "Travel Allowance" box is checked before saving your foreign currency expense. This box triggers the system to validate your expense amount against the GSA travel allowance rates for that destination. If it is left unchecked, the system will prevent you from submitting the report until it is corrected.

You can edit comment fields in the headers of requests and expense reports, depending on your system permissions and the submission status of the document:

For Travel or Authorization Requests:

• Unsubmitted Requests: You can access and edit the header fields by clicking the "Request Details" drop-down menu and selecting "Edit Request Header". Alternatively, you can click on the Request ID hyperlink to display the header in an editable format.

• Submitted Requests: If a request has already been submitted for approval, you cannot modify it directly. You must first click the "Recall" button to bring it back into an editable state before you can update the header comments.

For Expense Reports:

• Unsubmitted or Returned Reports: If you copied an approved request to an expense report or need to change details, you can edit the header by clicking the "Report Details" menu and selecting the "Report Header" option, or by clicking directly on the Report Number.

• Approver Access: If you are an approver reviewing a request or report, you can click on the Request ID or open the report summary to view and modify relevant header details or add specific comments before approving or sending it back to the employee.

If the expense or travel is split funded between state-side and auxiliary funds, it can be processed in Concur.

If the expense or travel is 100% paid by the auxiliary, or split between more than one auxiliary, then you should refer to the appropriate auxiliary's travel authorization or reimbursement process. 

As of July 1, 2026, the following funds will be used in Concur:

• The new fund for 70018 is 61100 IRA Fee [Instruct Related Act].

• The new fund for 70019 and 70020 is 70045 Student Success Excel Tech Fee.