ProCard Guide

Reconciling your CSU Payment Card charges must be completed through SAP Concur and submitted - with all required documentation and approvals - by the due dates specified in the CSU Payment Card policy. View the Key Dates section of the CSU Payment Card policy for timeline details.

Step 1

Log into SAP Concur

All reconciliations must be completed through the designated SAP Concur expense management system.

Step 2

Verify Charges

Ensure all charges are accurate and in compliance with the CSU Payment Card policy and other relevant CSU policies.

Step 3

Confirm Expenses Are Charged to the Correct Chartfields

Verify that expenses are allocated to the appropriate expense types and chartfields.

Step 4

Provide Transaction Details

Include descriptions and justifications for each transaction.  Descriptions must provide sufficient specificity to explain what was purchased and the business purpose.  General descriptions such as 'Supplies' are too broad.

Step 5

Provide Itemized Receipts/Invoices and Relevant Documentation

Include all relevant pre-approvals, documentation, and receipts/invoices for each transaction. Daily use of the SAP Concur application to upload receipts is encouraged.

Step 5.5 

Complete Lost Receipts Form [as needed]

If a receipt is not obtainable, complete a lost receipts form [known in Concur as a Missing Receipt Declaration].  This should be a rare occurrence.  Repetitive instances of lost receipts could result in CSU Payment Card cancellation.

Step 6

Submit Timely Reconciliations

Ensure all documentation is completed and submitted to the Approving Authority in a timely manner.

IMPORTANT

Failure to meet reconciliation deadlines may result in written notice, mandatory training, suspension, or revocation of CSU Payment Card privileges.  

Important Resources

CSU Payment Card Policy

CSU Conflict of Interest Policy

CSU Contracts and Procurement Policy

CSU Hospitality Policy

CSU Information Security Policy and Standards

CSU Travel and Business Expense Payments Policy 

CSU's Concur User Guide for ProCard Reconciliation provides a comprehensive framework for managing ProCard Reconciliation within the Concur system, specifically focusing on the Company Billed Statement workflow. It guides the cardholder through the monthly cycle of transforming raw bank transactions into a finalized statement report by verifying expense types, attaching digital receipts, and documenting business justifications. The text details sophisticated administrative tasks such as allocating costs across different funding sources, managing attendee lists for hospitality events, and utilizing bulk edit tools to improve efficiency. Ultimately, the guide serves to ensure organizational policy compliance by requiring users to resolve all system alerts and electronic agreements before the mandatory submission deadline.

The steps below are based on the guide as an AI-generated alternative. 

Before making purchases with a Procurement Card (ProCard), please review and ensure you understand the CSU Payment Card Policy.

In Concur, ProCard reconciliation utilizes Company Billed Statement (CBS) functionality. A ProCard statement report is automatically created in the system as soon as the first transaction of your billing cycle is loaded. The name of this report will explicitly state the cycle's start and end dates.

As you make purchases throughout the month, your transactions will continue to load into this report. You can reconcile your transactions as they appear in the system rather than leaving them all for the end of the billing cycle. This best practice helps ensure timely submission and approval.

Submission Timeline and Rules 

Although you should reconcile your expenses throughout the month, you cannot officially submit your ProCard statement report until five calendar days after the cycle closes. This mandatory audit rule ensures that every transaction made during the cycle has enough time to import and be included in the report.

To help manage this timeline, Concur will send automated email reminders to you and your approvers. You can expect reminders the morning after your statement cycle closes, at the five-day mark when the report is finally eligible for submission, and at recurring intervals (e.g., 30, 45, 60, and 90 days) until you have submitted all overdue card transactions.

To reconcile your ProCard transactions in Concur, we recommend addressing the transactions as they load into your ProCard Statement Report throughout the billing cycle. When these transactions first appear, they are marked with a red alert and their Expense Type is categorized as "Undefined".

Here are the key steps and features involved in reconciling your transactions:

1. Define the Expense Type and Complete Details 

• Select a transaction from your Expenses list and choose the correct Expense Type. Once selected, the form will update to display the fields required for that specific expense. 

• Complete all required fields (marked with an asterisk) and any relevant optional fields. Note: If an expense type is not permitted, the system will display an error alert.

2. Attach Receipts You must provide supporting documentation for your purchases.

• Upload a Receipt: Click "Add Receipt" to upload a file (.png, .jpg, .jpeg, .pdf, .tif, or .tiff). You can do this directly within the transaction or from the main Expenses list.

• Missing Receipt Declaration: If you have lost a receipt, you can create a Missing Receipt Declaration. This option is available only to the cardholder (not a delegate) because it requires you to read and accept a certification agreement. Note: This declaration is not available for certain expense types like airfare, hotel, or car rentals, as vendors can typically provide duplicate receipts for these items.

3. Use Additional Reconciliation Features (if applicable) Depending on the nature of the transaction, you may need to use these additional tools:

• Add Attendees: For expenses such as catering, meals, team building, or awards/gifts, you must add the names of attendees. This allows the system to calculate the per-person amount to ensure it complies with CSU policy thresholds. Failing to ensure the correct number of attendees will result in an exception leading to approval review by the CFO.

• Allocate Expenses: If you need to split the funding of a transaction or charge it to a chart field (e.g., Business Unit, Fund, Department) different from the default one on your Report Header, use the Allocate feature. You can distribute the costs by percentage or specific amount, and even save allocations as "favorites" for future use.

• Itemize Expenses: If a single transaction needs to be split into multiple Expense Types (for example, separating the room rate from other charges on a hotel folio), use the Itemize feature. Continue adding different expense types until the remaining amount of the transaction equals $0.00.

• Bulk Edit & Allocate: If you have multiple transactions that share the exact same details (like the same expense type, business justification, or chart field allocation), you can select multiple lines at once and use the Bulk Edit or Bulk Allocate features to update them simultaneously and save time.

In SAP Concur, you can manage your expense receipts both at the overall Report level and at the individual transaction level.

Report-Level Receipt Management 

At the top of your ProCard Statement Report, there is a Manage Receipts drop-down menu. This menu provides several administrative tools for handling documentation for the entire report:

• Manage Attachments: If you have general documentation that supports the whole report rather than a single expense, you can attach it here by selecting Manage Receipts → Manage Attachments to browse and upload your files.

• View Available Receipts: This opens your library of receipts that have already been uploaded to your Concur account.

• View Receipts in New Window: This allows you to open and view the attached receipts in a separate, dedicated window.

• Missing Receipt Declaration: You can initiate a missing receipt declaration from this menu if you have lost the original documentation. As a reminder, a delegate cannot complete this on your behalf because it requires the cardholder's official acknowledgment.

Transaction-Level Receipt Management 

For individual expenses, you can manage receipts directly on the transaction line:

• Uploading Receipts: You can add documentation by opening the specific transaction and clicking the Add Receipt button, or by simply clicking the up-arrow icon located on the transaction line within the main Expenses list. Supported file types include .png, .jpg, .jpeg, .pdf, .tif, and .tiff.

• Appending Multiple Documents: If you need to attach multiple documents to a single expense—such as adding a required Hospitality Justification Form PDF to your original food receipt—you can do so by opening the Receipt window for that transaction, clicking Add, and selecting Upload New Receipt. Be aware that once you add a new image to an existing receipt, Concur permanently merges them, and the images cannot be separated later.

Use the Allocate feature in SAP Concur when you need to split the funding of a transaction or charge it to a chart field different from the default one specified on your Report Header.

Here is how you can use the different allocation tools to manage your expense funding:

Allocating a Single Expense

1. Open the transaction, ensure all required fields are filled out, and click the Allocate button.

2. Click +Add to open the allocation window.

3. Select your desired chart field segments in order (such as Business Unit, Fund, and Department). Because the valid choices for a segment depend on what you selected in the previous segment, they must be chosen sequentially. Most recently used chart fields will conveniently display at the top of the dropdown list.

4. Click Save.

5. You can add multiple allocations to a single expense. By default, the distribution is calculated by Percent %, but you can change this to distribute by a specific Amount instead.

6. When you are finished, click Save to return to the expense form. Back on your main Expenses list, you will notice a pie chart icon next to the transaction, which visually indicates that it has an Allocation Summary.

Saving and Reusing Favorite Allocations 

To save time on future reports, you can save a specific allocation split to reuse later.

• In the Allocate window, click the Save as Favorite link and enter a recognizable name (e.g., "PaCE Operations - CO Accounts Payable").

• The next time you need to apply that exact split, go to the Add Allocation window, click the Favorite Allocations tab, select your saved favorite, and click Replace Allocations.

Bulk Allocating Transactions 

If you have multiple transactions that all need to be charged to the exact same chart fields and splits, you can allocate them all at once to reduce manual entry.

• From your main Expenses list, check the boxes next to the relevant transactions and click the Allocate link at the top of the list.

• Click +Add to enter the new allocation, or select a pre-saved setup from your Favorite Allocations tab.

• Click Save to apply the new funding distribution to all selected transactions. All updated lines will now display the pie chart icon.

Once you have reconciled all of your transactions and resolved any alerts, you will be ready to submit your ProCard Statement Report. As a reminder, you cannot officially submit the report until five calendar days after the billing cycle closes to ensure all transactions for that cycle have been imported.

Before submitting, review your expenses to ensure that all transactions have been reconciled, have the required receipts attached, and are entirely clear of any error alerts, which are visually indicated by red stop signs.

Here are the step-by-step instructions to submit your statement report:

1. Click the Submit Report button located at the top of the report page.

2. A Report Totals window will appear, summarizing the financial amounts. Click Submit Report again in this window.

3. Next, the User Electronic Agreement window will prompt you to review the submission details. By clicking Accept & Continue, you are certifying that:

   • The report is a true and accurate accounting of expenses incurred for university business.

   • All required receipts and supporting documents are attached.

   • You agree to repay the university in full for any personal use of the card.

   • You understand and accept the responsibility to comply with all university policies.

4. Finally, a Report Status window will appear confirming the submission. Click Close.

Once completed, the submitted ProCard Statement Report will be displayed in your Report library, and its status will update to reflect its current place in the approval workflow, such as "Submitted" or "Pending CFS Validation".

SJSU ProCard webpage

CSU's Concur User Guide for ProCard Reconciliation

ProCard Statement Cycle and Activities Calendar

Concur Expense Types

Download from CSU Sharepoint as xlsx

View as page within CSU Connect

Adding Hospitality Justification Form to a ProCard Statement Report

The way hospitality justification forms are associated with a ProCard Statement Report is different from the Travel and Non-Travel Expense Report. Use only this method of associating the Hospitality Justification Form with your ProCard statement / expense report.

1. From the approved Hospitality Justification Form request, select Print/Share to save the request as a PDF.

2. In the ProCard Statement Report, when a hospitality expense is reconciled, attach the PDF copy of the related hospitality justification form, on the Report summary page, under Manage Receipts > Manage Attachments.