Concur User Guide Jan'16

Invensys Global Travel
Management
Concur Expense Reporting System
Three New Global Travel Systems

Manage preferred Air, Hotel, Car bookings
Travel Management
Company
Booked travel compared

to actual expense detail
Simplify and streamline

expense report filing process
Expense Reporting
System (Concur)
Card detail compared to

actual agreements
Actual expenses
compared to Card
spending in total
Travel Card
Track Hotel, Air, Car actual spending

Source of vendor detail for negotiations
and tracking of agreements
Schneider Electric - FiSS GPS August 2014
Expense reporting system - Concur
Deployment of a single, global web-based employee expense

reporting and reimbursement process that will:
Replace various existing systems with standardized processes and
policies on a common platform with a common payment mechanism
Enable consolidated global reporting
Invensys Businesses across all Countries on Concur

Global Process Supported by FBS
What Is Concur Expense?

Concur Expense is a global web-based service solution for creating,
tracking, and processing expense reports that:
Streamlines and automates expense processing
Provides online workflow including electronic authorization
Pre-populates corporate card transaction data eliminates rekeying
Enables staff to designate another individual to complete
expense reports on their behalf (Delegate functionality)
Eliminates hard copy receipts and invoices and speeds up
approval process (Electronic Receipt Imaging)
Concur Expense Employee Benefits
Concur Expense helps employees:
Quickly and correctly complete online expense reports by using a tool that provides user friendly
drop down lists and menus
Save time by:
Easily entering corporate card charges since they will be pre-populated no re-keying from
statements
Recalling repetitious expense info (e.g., commonly used restaurants, client names, city
names, etc.)
Automatically performing tasks such as currency translation and auto mileage

reimbursement calculations
Keeping a history of previous claims submitted for future reference
Confirm when claims have been approved via automatic e-mail notifications
Obtain quicker reimbursement. American Express will be paid centrally by the Company on behalf of
employees for all approved expense reports. Employees will be reimbursed directly for other out of
pocket (non-AMEX) expenses.
Easily file reports from anywhere in the world using a secure internet connection
New Concur User Guide
Invensys Expense Service Log On Page
When starting Schneider Expense

Service, you will first see the Log On
screen. Login ID is your Schneider Email Address
Password
On the My Concur page, select Profile Settings from the

Profile menu. On the Profile submenu, click Change
Password. Enter your new password, and then click Save.
To change your password, you need to know your old or
temporary password.
My Concur (Concur Central) Home Page
Company Notes: Your company decides if

these sections appear on Concur. If so, they
display information and links provided by your
company.
Open Reports: Can be used to view all the
pending expense reports available in Concur.
Required Approval: Contains any expense
reports awaiting your approval. To view a
report, simply click on its title.
Available Expenses: Shows unassigned
company card transactions.
10
Profile Menu
Profile in New Concur section is where you

change your Personal Information and
Preferences. General Information: Change
personal information, such as Last Name or
Logon ID.
Password: Change your password.
Expense Preferences: Specify certain options
in Concur Expense, such as if the system
notifies you when the status of an expense
report changes..
11
Expense Preferences
From Profile screen, click the Expense Preferences link.

From this page, you can specify when you will receive an Email notifications and prompts for an expense report status
change.
12
Delegate
Expense Delegate: This page will give you the ability to

add other Concur Expense users to prepare, submit,
approve, view receipts, approve reports, or receive emails on
your behalf.
As you begin to type the name, Concur Expense provides a
list of users to select from.
The delegate can only perform the tasks you select. A
delegate will need to be an approver in order to approve
reports on your behalf.
Delegate For:- You will be able to view all employees list for
whom you have been assigned as an expense delegate.
13
Add Attendees
Favorite Attendees page allows you to add, edit, or delete attendees.

If you need to add more than one attendee, click Save & Add Another.
Attendee Groups page allows you to create a group for adding frequentlyused attendees.
Attendees: This symbol Indicates that an expense entry has associated
attendees.
14
Personal Car
Personal Car:- This option allows you add to Vehicle ID

and Car Allowance to get the car mileage automatically
Calculated.
15
Creating a New Expense Report
On Concur homepage page, click Start a Report.

Complete all required fields (those with the red bar at the
left edge of the field) and the optional fields to proceed
With the creation of New Expense Report.
16
17
Path to create New Expense Report :Expense Manage Expenses Report

Library Create New Report tab appears .
On the View tab option allows an employee to
view all the expense reports created in Concur
18
Concur Expense Types & Details for those Expense Types

Expense Type
Comment/Example
Expense Type
Comment/Example
Airfare
Must be booked through Amex Travel
EntertainmentOther
Entertainment expenses.
Must list attendees.
Airfare Fees
Fees associated with changing a ticket,

baggage fees, etc.
Group Meals Employee
Meals involving multiple employees.

Airport Tax
Airport departure fees and taxes
Mobile Phone
Car Rental
Must be booked through Amex Travel
Online Fees
VPN and work-related Internet access.
Fuel
Rental car fuel
Phone
Home office phone (if allowed), hotel phone

charges, etc.
Company Car
Maintenance
Parking/ Tolls
Public
Transportatio
n
Company Vehicle
Fuel
Ground Transportation - Rail, Bus, etc.
Bank Fees
Foreign currency exchange fees.
Booking Fees
Amex Travel booking fees.
Taxi
Hotel
Must be booked through Amex Travel.

Needs to be Itemized.
Breakfast
Employee only.
Dinner
Employee only.
Lunch
Employee only.
Business
Meal
(attendees)
Meals with customers and suppliers.

Courses / Training
Laundry
Miscellaneous /
Other
Office Supplies
Postage/Courier
Seminar Fees
19
Add an Out-of-Pocket Expense
Click New Expense The New Expense tab

appears.
On the New Expense
tab, select the
appropriate expense
type
The page refreshes,
displaying the required
and optional fields for
the selected expense
type.
20
Add Company Card Transactions to the Expense Report
On the Expense Report page, click on Import menu, and then from dropdown menu of
Import option select Card Charges.
In the Import section, select each transaction that you want to assign to the Current Expense
Report or a New report.
Click Import - The imported card transaction will appear as an Undefined expense type. You
will need to update the expense type and add any additional information required by your
company.
21
Reviewing and Editing an Expense Report
On the Expense Report page, in the Expense List, click any transaction to
view the details. The expense details appear on the right side of the page.
From the Details dropdown menu, select Report Header.
Make the appropriate changes, and then click Save.
22
Red Flag-Error Message
Exceptions
Exceptions: Indicates
that an expense entry
has an exception
associated with it.
If you fail to enter any of the required information, an exception will

appear next to the entry in the Expense Report list. You will not be
able to submit this report until you fix the error.
Click the Exception that you want to review.
The expense details appear on the right side of the page.
Clear the exceptions by filling in the missing information.
23
Creating a New expense Transaction-Hotel
A hotel bill typically contains a variety of expenses including room fees,

taxes, parking, meals, valet and personal items. These expenses must
be itemized so that they can be accounted for correctly. Nightly
Lodging Expenses allows you to quickly itemize room rates and
taxes, which are the same for each night of your stay. You can then
itemize the remaining charges on your hotel bill.
24
Itemizing a Hotel Expense

A hotel bill typically contains a variety of expenses
including room fees, taxes, parking, meals, valet,
telephone charges, and personal items. These expenses
must be itemized so that they can be accounted for
correctly. Concur Travel & Expense gives you the tools
to quickly itemize your lodging-related expenses.
On the Nightly Lodging Expenses tab, in the Check-in Date field, type the date or
use the calendar. The number of nights appears automatically.
Enter the room rate, tax, and other recurring charges
Click Create Itemizations. If there is a remaining amount to be itemized, the
remaining amount is displayed and the New Itemization window appears.
25
Converting Foreign Currency Transactions
When adding an expense that was incurred in a currency other than your reimbursement
currency, Expense will assist you in converting the expense to your standard
reimbursement currency.
Currency can be converted by multiplying by a particular rate or dividing by a different rate.
You may need to switch between multiplication of the rate to division of the rate, depending
on the type of rate you received. To do so, click the symbol above the rate field.
26
Allocations
From the Allocate By dropdown menu, select either Percentage

or Amount.
In the Allocate By field, enter the Percentage or Amount.
Select the Project Code or Service Order that will receive the
allocation.
Allocations: Indicates that an expense entry has

been allocated.
27
Allocations
Complete all expenses as usual.

Select the expense you wish to allocate from the Expense List. The expense
details display.
Click Allocate near the lower right-hand corner of the expense details
section.
28
Personal Expenses
For each expense that is a personal expense, select the Personal

Expense check box. When done, click Save. Follow these steps
until all personal expenses are shown.
Personal: Indicates that an expense entry was marked
as personal.
29
Attach Receipt
On the Expense Report page, from the Receipts dropdown menu, select Attach Receipt Images.
The Attach Files window appears.
Click Browse. - Locate the file you want to attach.
Click the file, and then click Open. - The selected file appears in the Files Selected for uploading
section of the window and then click on Upload.
To attach another image, click Browse, and then repeat the process.
Click Attach and upload the receipt image for all other expense types in the same manner.
30
Preview and Print Your Expense Report
From the Print menu, select the appropriate print option.
The three print options:

For a fax cover page to use with Concur Imaging, select Fax
Receipt Cover Page.
For a detailed report, select Detailed Report.
Invensys-Physical Receipt Report for attaching the hard copies
of the receipts to be submitted to Finance.
The report appears in a separate window.
To print the report, click Print.
31
Correcting and Resubmitting a Report Sent Back by Your Approver
If your approver requires changes or additional information, he/she will return your expense report
to you.
The returned report appears in the Open Reports section of the Concur homepage, along with a
comment from your approver.
Click the report name (link) to open the report.
The Expense Report page appears.

Make the requested changes.
Click Submit Report.
32
Reviewing and Approving Expense Reports
33
When an expense report is submitted by your direct report, you will

receive an email notification. Use the links at the bottom of the report to
approve or send the report back.
All reports awaiting your review and approval appear in the

Approvals\Required Approval section of the Concur page.
Click the report name (link) to open the report. - The expense
report page appears.
Click Approve, Send Back to Employee or Approve &
Forward
34
Send an Expense Report Back to the Employee
All reports awaiting

your review and
approval appear in the
Required Approval
Queue section of the
Concur page.
Click the report name
(link) to open the
report - The Expense
Report page appears.
Click Send Back to
Employee. The Send
Back Report box
appears.
Enter a comment for
the employee, and then
click OK - The report is
returned to the
employee.
35
Adding Approval Step
If required an Approver can add another Approval

Step (eg. Project Managers to be an additional
Approver of the Expense Report). Click on the report
waiting for approval, under Required Approval
Section on Concur Page. To alter the approval flow
click on Approval Flow on the expense list page.
Click on Search for the employee who, you want to
assign the role of being an additional approver for this
report. Once you select employee in Employee Helper,
he/she will be added as an additional approver. Once
the report has been approved by the Manager it will
go to the Additional Approver for approval.
36
Approver-Viewing all Approved Reports
37
An Approver can view all the reports that have been Approved
by him/her in this month, quarter, last quarter, this year or last
year. Go in Approvals Approve Reports Reports you
Approved this Month.
38
Audit Trail Check your Report Status
You can check the status of your report by going in to

Audit trail section of your report.
Click on expense report Details Audit Trail.
39
Tips for Getting Reports Filed on Time

What is a Cut-Off Date and why do employees need to know about it?
The cut-off dates reflect the date by which all expenses and receipts MUST be submitted and approved
by a Manager in order to be paid to be processed the same month.
Any expenses submitted or approved after this date will delay payment.
Be sure to sign up for online access to your

American Express statement
Select the option to be notified by e-mail when
your monthly online statement is ready for
review
When To Submit an Expense Report?

Within 7 days upon return from Travel.
When on travel if travel duration is likely to cut
over one calendar month.
Within the monthly cut off date.
Dont wait until the end of the month to start

working on your report. Devote some time
each week.
Make sure that you review your monthly AMEX
statement to ensure that all transactions have
been included on your report(s).
40
Tips for Approvers

If you are going to be offline or on vacation for an extended period
of time, please remember to assign a delegate in Concur to approve
reports on your behalf.
Try to approve reports promptly. Remember that all reports need to
be approved within the specified cut off date for each business.
If a report is not approved within 7 days, it will automatically be
forwarded to the next level for approval.
If required an Approver can add another Approval Step (e.g.. Project
Managers to be an additional Approver of the Expense Report). Once
the report has been approved by the Manager it will go to the
Additional Approver for approval.
41
Understanding AMEX Transactions

The Transaction Date is the date on which the AMEX card is actually swiped or
processed by the merchant.
Corporate Card Charges Charges need not be converted as they are
automatically loaded in the spend currency and converted to the billed currency.
Email alert will notify as soon as a charge is loaded into Concur.
There is normally a delay from when a merchant swipes your card to when they
actually transmit the charge to American Express. It can sometimes take up to 15
days before a transaction actually appears on your Amex statement.
Note: This delay is due to the merchant, not AMEX or Concur, and this delay will
not occur late fees on your card.
Once a transaction is posted to your AMEX statement, it normally takes between
2 and 4 days to appear in Concur.
As soon as you are issued a new Amex card, immediately inform Concur Help
Desk at invensysconcur.helpdesk@schneider-electric.com about the same in order for
them to be able to link your new Amex card to your profile in Concur.
42
Amex Dos and Donts

Amex Corporate Card must be used for all
business related travel and entertainment expenses

wherever applicable. If the merchants do not
accept Amex card especially for airfares, hotels, car
rental, please add the exceptions in the comment
column while submitting the report.
Make sure to have all reports submitted and
approved by the specified date of each month to

avoid late payment charges to AMEX. Any late
payment fees imposed by AMEX as a result of a
late claim submitted will be borne by the
cardholder.
Make use of the AMEX online statement facility
Do Not Use AMEX card for personal spend. In the

event of a traveler accidentally incurring personal
expense on their AMEX card, the card holder must

pay directly to AMEX and explain the reason in the
comment column while submitting the report.
Any non payment from traveler to AMEX for
personal spend will result in late fees imposed to
the cardholder.
DO NOT SUBMIT any claims related to expenses

that require the normal Purchase Order (PO)
process. E.g. hardware equipment, computer or
to review your card transactions. This will enable

to you to ensure you have captured all transactions
in the month.
laptop accessories,etc.
Do ignore the AMEX due date on your statement
transactions which have been claimed and
as this is just an indicative date. Do follow the

Finance submission deadline shown in the earlier
slide and be complete and timely in filing your
expenses so that you will not be penalized with late
fees.
Do not pay Amex card by yourself on the

approved in Concur because your finance team will
pay Amex card on your behalf. If in case you have
paid Amex card separately, please contact your

finance team or Amex Card Services for the refund
process.
43
Do You Know
If you are not receiving email notifications regarding your Amex transactions flowing into Concur, or expense
reports that are pending your approval, there is a possibility that you have not selected the email notification
option in Expense Preferences or it may be getting routed to your Junk Mail because of the subject and the rule
that you may have created in your inbox. Please seek IT assistance to ensure that the settings do not move these
emails to the Junk folder.
It is mandatory to attach receipts in Concur for all your expenses.
You can itemize different room rates per night by splitting the dates one by one in Concur.
Traveler can choose to override the exchange rate in Concur for cash expenses. However, for Amex transactions
the exchange rate is automatically calculated because the transaction details & exchange rate flows into Concur
from American Express.
Concur Expense Types & Details for those Expense Types.
You can choose a Delegate to Prepare, View or Approve an expense Report.
You can recall an expense report before it is approved by your Manager by using the Recall button which is
displayed on your report after it is submitted for approval. You can click on the Recall button which you see on
the right hand side when you go inside the report. The report is automatically sent back to you.
For some expense types, such as business meals or entertainment, you may be required to list the attendees
who were present at these events. However, do not forget to include yourself as an attendee while selecting these
expense types.
Concur does not allow allocation to different Cost Centers. It only allows allocations to Project Codes & Service
Orders. However if charging your expenses to different Cost Centers is an ongoing requirement, please contact
your Local Finance and request them to charge via inter-company.
44
Tax Receipt For Taxable Expenses
TAX Receipt And Its Components
45
Invensys Global Expense Audit

Do you know that Invensys conducts a Global Concur Expense Audit at regular intervals and share T&E
fraudulent activities findings with the respective Finance Directors. Listed below are some of the Global standard
parameters that are monitored during the Audit:
1) Expense claims were not segregated properly by expense type.

2) Expense claims were not fully supported with invoices / receipts.
3) Claim amounts did not match with receipts / invoices.

5) Meals & Entertainment claims were not in accordance with Global Travel Policy.
10) Personal Expenses were paid by Corporate Amex Card.
12) Amex Corporate Card obtained but not linked to Concur.
13) Accrual of Late Fees due to late expense report submission/approval in Concur but paid by Company.
46
Do You KnowYou Can Reset Your Concur Password

1
3
4
1
47

Concur User Guide Jan&#39;16

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Concur User Guide Jan&#39;16

Uploaded by

Copyright:

Available Formats

Invensys Global Travel

Concur Expense Reporting System

Three New Global Travel Systems

Booked travel compared

Simplify and streamline

Card detail compared to

Track Hotel, Air, Car actual spending

Schneider Electric - FiSS GPS August 2014

Expense reporting system - Concur

Deployment of a single, global web-based employee expense

Invensys Businesses across all Countries on Concur

Schneider Electric - FiSS GPS August 2014

What Is Concur Expense?

Schneider Electric - FiSS GPS August 2014

Concur Expense Employee Benefits

Concur Expense helps employees:

Save time by:

Automatically performing tasks such as currency translation and auto mileage

Keeping a history of previous claims submitted for future reference

Schneider Electric - FiSS GPS August 2014

New Concur User Guide

Schneider Electric - FiSS GPS August 2014

Invensys Expense Service Log On Page

When starting Schneider Expense

Schneider Electric - FiSS GPS August 2014

Schneider Electric - FiSS GPS August 2014

On the My Concur page, select Profile Settings from the

Schneider Electric - FiSS GPS August 2014

My Concur (Concur Central) Home Page

Company Notes: Your company decides if

Profile in New Concur section is where you

Schneider Electric - FiSS GPS August 2014

From Profile screen, click the Expense Preferences link.

Schneider Electric - FiSS GPS August 2014

Expense Delegate: This page will give you the ability to

Favorite Attendees page allows you to add, edit, or delete attendees.

Schneider Electric - FiSS GPS August 2014

Personal Car:- This option allows you add to Vehicle ID

Schneider Electric - FiSS GPS August 2014

Creating a New Expense Report

On Concur homepage page, click Start a Report.

Schneider Electric - FiSS GPS August 2014

Schneider Electric - FiSS GPS August 2014

Path to create New Expense Report :Expense Manage Expenses Report

Schneider Electric - FiSS GPS August 2014

Concur Expense Types & Details for those Expense Types

Must be booked through Amex Travel

Fees associated with changing a ticket,

Group Meals Employee

Meals involving multiple employees.

Airport departure fees and taxes

Must be booked through Amex Travel

VPN and work-related Internet access.

Rental car fuel

Home office phone (if allowed), hotel phone

Foreign currency exchange fees.

Amex Travel booking fees.

Must be booked through Amex Travel.

Meals with customers and suppliers.

Schneider Electric - FiSS GPS August 2014

Add an Out-of-Pocket Expense

Click New Expense The New Expense tab

Schneider Electric - FiSS GPS August 2014

Add Company Card Transactions to the Expense Report

Concur User Guide Jan'16

Concur User Guide Jan'16