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Automated Expense Management

WHAT IS SAP CONCUR?

  • Web based expense management program to simplify the management of credit cards and employee expense reimbursements.

THREE STEPS FORWARD

  • There is an online portal and a phone application for paperless tracking of expense receipts.

  • Management can approve expenses online or via phone with a few simple clicks.

  • NO MORE PAPER RECEIPTS NEEDED!

ONLINE PORTAL

Go to www.concursolutions.com

LOGIN

LOGIN

Username = your first name, last initial@phicommercial (ie for myself this would be maryk@phicommercial).

Password = Welcome with a Capital W.

LOGIN SCREEN

LOGIN SCREEN

Below are the categories on the top of the application:

EXPENSE

TRAVEL

CATEGORIES

PAYMENT TYPE

APP CENTER

TRAVEL

  • This feature will only be used if you book your trip through Hipmunk.

  • On home screen there will be an icon in the top left to setup a Hipmunk account.

  • Once you have an account setup it works just like Expedia or Travelocity.

  • Your data will link directly into your expense report if you use Hipmunk.

  • You DO NOT have to use this, it is optional.

EXPENSE

  • Please refer to the following handout: "Creating an Expense Report"

IMPORTANT FIELDS:

  • Business Purpose:

-Required field, you will NOT BE able to submit without it!

-Be as descriptive as possible, this will go into our accounting system.

  • Payment Type: This is used for credit cards and cash reimbursements. Always select CASH for a reimbursement request, credit cards will read Company Paid.

PAYMENT TYPE

  • For expense reimbursements ALWAYS use CASH.

  • NO CASH NO REIMBURSEMENT!

APPROVALS

  • If you are NOT a manager you will not have this feature.

  • If you ARE a manager, you will receive an email once your employee has submitted a reimbursement request.

  • Please refer to the following handout:

"Reviewing and Approving an Expense Report".

  • This is exactly the same as the credit card approval process except the payment type will read Cash.

  • Remember: No CASH no reimbursement!

APPROVALS

APP CENTER

  • These are just apps that other Concur users have added that may be helpful.

  • Take a look and see if any will help you.

  • Again, this is optional and you may never need to use this feature.

AUTOMATIC PAYMENT SETUP

  • You MUST setup your bank account and routing information yourself to receive reimbursement!

REQUIRED

BANK ACCOUNT SETUP REQUIRED

  • You MUST setup your bank account and routing information yourself to receive reimbursement!

  • Not even the Administrator can

do this for you.

  • Take time, do it right the first time!

HOW TO SETUP

SETUP

  • To add a new bank account select Profile in the upper right corner.

  • Next select Profile Setting.

SETUP (Continued)

  • Next select Bank Information.

SETUP (Continued)

1) You are REQUIRED to enter your bank account information yourself.

2) You will NOT be able to submit a report until this is done.

3) Once done please check the box and hit Save.

PHONE APPLICATION

INSTALL

APP

DOWNLOAD THE APP

  • You must first login to the online Portal before the Phone App will work.

  • Go to your App Store on your phone and look for SAP Concur.

  • Download the Application.

  • Open the Application and setup your account.

  • You will need your email and new password.

HOW TO VIDEO

HOW TO VIDEO

  • Go to : https://www.concurtraining.com/pr/expenseit_enduser

  • Then click the iOS or Android video.

GPS

WHEN YOU THOUGHT IT COULDN'T GET ANY BETTER...WELCOME GPS

GENERAL

  • NO MORE EXCEL WORKSHEETS!

  • NO MORE WORRYING ABOUT THE CURRENT IRS TAX RATE!

  • Enter mileage through the phone app or online using the website at concursolutions.com.

  • This can be as automated as you want.

ONLINE

GPS - ONLINE

  • Go to Concursolutions.com.

  • After you have started a new expense report you can select Quick Expense.

GPS - ONLINE (Continued)

  • Select Mileage Expenses and enter the following:

-Date of trip

-Business purpose (i.e. The Pointe Grand Opening)

-From Location

-To Location

-Number of miles

  • Once done click save

HOW TO VIDEO

HOW TO VIDEO

  • Go to : https://www.concurtraining.com/prdeployment/cte/drive

PHONE APP

GPS - PHONE APP

  • Select Mileage at the right hand bottom of your phone screen

GPS - PHONE APP (Continued)

There are two options, either Enter Manually or Enable Concur Drive:

1) Enter Manually

  • Select this option if you want to enter a beginning and ending location.

  • The system will calculate the number of miles and apply the correct mileage rate.

GPS - PHONE APP (Continued)

  • Enter your stating location

  • Enter your ending location

  • If you have more than one location you can keep entering and it will calculate the miles

  • Once you agree select Use Route

GPS - PHONE APP (Continued)

  • After you select Use Route scroll down to Comment on the next screen.

  • Enter a Comment

  • Hit Save in upper right

  • Move to Report

GPS - PHONE APP (Continued)

  • You can also select Enter Distance Manually

  • Simply enter:

-# of miles

-Comment

-Move to Report

NOTE: We would prefer you enter your starting and ending location.

GPS - PHONE APP (Continued)

2) Enable Concur Drive

  • This is an automated feature that will track mileage for you on your phone.

  • There are two ways to use this automated feature:

-User-Initiated

-Scheduled

GPS - PHONE APP (Continued)

-User-Initiated:

  • Select this feature if you would like to start and stop the GPS on your phone yourself.
  • Make sure to pull the blue circle over on the bottom to “Add Directly To Expenses”
  • Click to arrow on the top left to go back once you setup this setting.
  • Click on Mileage on the bottom right and simply hit Start to begin and Stop to end.

GPS - PHONE APP (Continued)

-Scheduled:

  • This is the most automated way to track mileage.

  • Select this setting if you frequently drive daily as you can set the days and times and as long as you have your phone on you it will automatically calculate your miles and put it in your online que.

  • If you drive somewhere that is not work related you can simply delete it from your expenses online.

GPS - PHONE APP (Continued)

  • Once you log into concursolutions.com the below mileage will be sitting in your available expenses.

  • You MUST move it to your expense report for it to calculate the reimbursement.

  • Check the box on the left next to the Personal Car Mileage

  • Select the “Move” drop down box and either click on “To New Report” or pick a current report (i.e. Oct 2018 Mileage Test).

GPS - PHONE APP (Continued)

  • Click on the box next to the expense to enter the details.

  • All you need to enter is the Business Purpose – Be as descriptive as you can!

  • Make sure to click Save when done.

REPORT SUBMISSION

MILEAGE:

We ask that you accumulate your mileage each

month and

submit one

report to your

manager at the

end of the month.

We will only accept ONE report per month as each costs a fee.

OTHER REIMBURSEMENTS:

We ask that you submit

reimbursements requests

monthly if

they are

less than $50

in total.

If they are more than $50 you can submit it to your Manager each week.

REIMBURSEMENT TIMING

  • Reimbursements will happen faster!

  • Manager’s have until Wednesday end of day to

approve reimbursements for the current week.

YES, CURRENT!

  • We will approve these for payment on Thursday.

  • Depending on your bank you will be reimbursed in 1-3 business days. This could be as early as Friday!

WRAP-UP

EFFECTIVE DATE

EFFECTIVE DATE

  • Start using SAP Concur immediately 12/16/19.

RESOURCES

RESOURCE HANDOUTS

  • "Creating an Expense Report"

  • "Reviewing and Approving an Expense Report"

  • "Concur Products - Icons in the User Inferface"

  • "Working with Expenseit Tip Sheet - Android"

  • "Working with Expenseit Tip Sheet - IOS"

CONTACTS & Q's

CONTACTS & QUESTIONS

  • MAIN CONTACT:

MARY KONYN

  • SECONDARY CONTACTS:

CAS WEBER & LEXI FINLEY

  • QUESTIONS?

TITLE

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