SAP Concur (York's digital expense claim software) is easier to use than many employees realize. These five key tips will make your expense claims simpler and faster.
Did you know that using the University's travel card and travel partner can auto-populate most of your claim information and save you time?
- Obtaining a York Visa Travel Card for your expenses is easy and will result in most of your transactional expense information being auto-populated in your Concur claim.
- Booking travel using FCM Travel Solutions will auto-populate information such as flights and car rentals into your claim.
Did you know that there are quick ways to upload receipts to your claims?
i) Auto populate receipts in your claim using the Concur Mobile application.
- Login to the SAP Concur app using your SAP Concur login credentials. If you have not used the app before, or cannot remember your credentials, follow this guide (PDF).
- Click on the "ExpenseIt" option on the home page of the mobile app.
- Upload or take a photo of your receipt. Use the "multi-page" option for multi-page receipts.
- Let the app detect receipt details, then be sure to review and confirm the details.
- To add the receipt to an expense claim, click "Move to Report" from the expense tab and select the report to move it to. The receipt will also automatically show on your Concur home page if you want to add it to a report at a later time.
ii) Email the receipts to Concur
- If you received your receipt by email, you can forward the email to receipts@concur.com and it will automatically show on the "expense" tab in the mobile app or on the Concur home page under "available expenses".
- Note, the email must come from an email verified in your Concur account. You can verify an email in your profile by clicking "profile" then "profile settings" in the top right of Concur. Then select "email addresses" and follow the verification instructions at the bottom of the page.
iii) Drag & Drop receipts directly onto your claim using your computer.
- Select the receipt(s) that need to be uploaded from the laptop/computer.
- Drag and drop the receipt(s) directly onto the expense line. Note, the receipt can be in either PDF or Image format.
Please refer to this video to learn more about working with receipts in Concur.
Did you know you can re-use information from other expense lines or past claims?
i) Copy an expense line from your current claim.
- Click the square box on the left of the expense line you want to copy.
- Click 'copy' at the right of the expense lines.
- Concur will create another expense line with the same information, with one day added to the date. Users find this particularly handy for expense claims with multiple per-diems.
Please refer to this video to learn more about copying an expense in Concur.
ii) Copy a previously submitted expense claim. This is particularly handy if you routinely submit similar claims (e.g. for a recurring conference).
- On the Concur Home page, click "Open Claims", then click "Claim Library".
- Click on the check box next to the claim you want to copy and click "Copy Claim", from the top right corner.
- Fill in the new "Claim Name" and "Starting Date of Expense Entries on New Claim", then click "Okay". Concur will create a new expense claim with the same expense line details as the old claim. Note, carefully check that the claim name and dates are appropriate for your new claim.
Did you know that you can easily add event attendees to your claim without entering each one individually in the Concur attendee tool?
i) Attach a PDF list of attendees.
- Create a pdf list of attendees (the pdf can be generated from an email, excel file, word doc, etc.)
- Attach the pdf to the expense line using the "attach receipt" button in the bottom right corner.
- If the same attendee list applies to multiple expense lines in the same claim, click the "receipts" drop down at the top of the claim, then "attach receipt images",
- Note, to ensure the Finance team know to review the attendee list, you must add a group to the expense line and call it "see attached attendee list".
ii) Emailing Outlook Calendar invites to Concur.
- If you have an outloook calendar invite which attendees have accepted, you can forward the invite to receipts@concur.com and a list of those attendees will appear automatically in "Available Expenses" on your Concur home page.
- Note, the email must come from an email verified in your Concur account. You can verify an email in your profile by clicking "profile" then "profile settings" in the top right of Concur. Then select "email addresses" and follow the verification instructions at the bottom of the page.
- You can then add that attendee list to an expense claim by clicking the check box next to the attendee list, then "Move" and select the expense claim to move it to.
Did you know that you can allocate multiple expense lines to cost centres in one go?
Allocate multiple expense lines in one go.
- Click the square box on the left of the expense lines you want to allocate.
- Click on "Allocate the selected expenses" on the right of the page.
- Input the required allocation or choose from your favourite allocations using the "Favourites" drop down menu.
- Extra Tip: It is easier to create the expense claim with just one cost centre (rather than all of them) to begin with, then allocate all of your expense lines in one go to the correct cost centres.
Please refer to this video to learn more about allocating expense lines in Concur.