Expense

The Expense module in Concur is used to manage expenses, receipts and expense reports. The Expense Report is the official document for approving travel costs and dates associated with an authorized trip. It provides final documentation of the trip as it happens including detailed itemization of costs and modifications made after the Request is approved.

An Expense Report is required for all trips that incur costs paid by UA (prepaid or reimbursed). Travelers should submit their Reports within 15 business days of trip completion. Travel reimbursements are only issued through a Report in Concur (local mileage reimbursements are an exception).

Resources


Topic	Description	Concur Video	UA Guide
Expense Dashboard	How do we view Reports still pending submission or approval? How do we view approved Reports? How do we view available expenses & receipts?		PDF
Submit a Report for Travel Expenses	When should the traveler or delegate start the Report? How do you start a Report from the approved Request? What steps are required to submit a Report in Concur?		PDF
Submit a Report for Non-Travel Expenses	When do we need to submit a report for non-travel expenses? How do we remove non-travel travel card charges from Concur?		PDF
Report Header	Do we need to reenter the Report Header information if it was entered in the Request Header? How do we attach a Request to a Report? Can we edit the Report Header information?		PDF
Create a Travel Allowance	How do we document time in travel status? How do we edit the entered itinerary? Can you import an itinerary? How do we add per diem to a Report? How do we adjust per diem for provided meals?	Video (Min 1:07)	PDF
Add & Edit Expenses	How do we add an expense to a Report? How do we edit single or multiple expenses? How do we copy expenses?	Video (Add Travel Card) Video (Add All Else)	PDF
Allocate Expenses	Can we change the funding on one expense? Can we allocate the expense to multiple funding sources? Can we break down the allocation by percentage?	Video	PDF
Itemize Expenses	When is itemization necessary? How do we itemize a hotel expense? How do we itemize other types of expenses? How do we separate personal portions of an expense?	Video (Lodging) Video (All Else)	PDF
Add Attendees to Expenses	How do we add attendees to group or representational allowance expenses? Do we have to manually enter each attendee?	Video	PDF
Enter Personal Car Mileage	How do we document mileage on a personally owned vehicle?	Video
Receipt Requirements	What receipts are required? What information is required on a receipt?		PDF
Attach Receipts	How do we attach documents to an individual expense? How do we attach general documents to the Report?	Video (Min 1:36)	PDF
Expense a Trip with Personal Travel	How do we document personal time taken in conjunction with business travel? How do we document personal expenses paid on the travel card? How do we document personal expenses paid out of pocket?		PDF
Past Fare Quote	How do we obtain a "past fare quote"?		PDF
Manage Canceled Travel Expenses	Do we need to submit a Report for fully refunded expenses? What do we do with expenses that result in a credit? What about airfare that resulted in a partial credit? What if the credit expires?		PDF
Expense a Travel Advance	How do we view travel cash advances that are still active? How do we reconcile a travel cash advance? How is an amount owed repaid?		PDF
Recall a Report	How do we make changes to a submitted Report?		PDF
Report Totals	How do we interpret the Report totals? Where do we find the reimbursement amount owed the traveler? Where do we find the amount the traveler owes UA?		PDF
Report Approval Flow	How do we view the assigned approvers in the approval flow? Who is required to approve the Report?		PDF
Returned Report	What do we do when a Report is returned to the traveler?		PDF
Report Approved for Payment	What is the reimbursement process once a Report is approved? How do we coordinate reimbursement via a wire transfer? How do we coordinate reimbursement to a third-party vendor?		PDF

The Concur videos illustrate the basics of using the Concur system but do not reflect differences in system configuration for UA.

Training

Expense

Resources