CONCUR USER JOB AID –CONCUR TRAVEL &...

Quick Start GuideConcur is the one-stop shop for submitting expense reports. This Quick Reference Guide can be used to help assist in creating new reports,

logging expenses, and submitting for reimbursement. Please reference the MNAO Expense Policy guidelines for more information on incurring

expenses.

For questions, please contact The Mazda Systems Helpdesk: 949-727-6434 or x76434-option6

CONCUR USER JOB AID – CONCUR TRAVEL & EXPENSE MANAGEMENT

Getting Started in Concur

You can access the Concur website

through the MNAO intranet. You can

log onto Concur using your Single

Sign-On (SSO) login information.

Incurring / Paying For Expenses

Employees who have been issued a

corporate JP Morgan Chase (JPMC)

credit card (often referred to as a

“Travel and Expense,” or “T&E” card)

are required to use it for all MNAO

business travel transactions.

Personal credit cards may be used

only when the JPMC credit card is

not accepted by the merchant.

When to Log an Expense Report

All expense reports should be

submitted via Concur (there is no

alternative method for submitting an

expense report). Expense reports

must be completed in a timely

fashion (generally, immediately after

each period, with a minimum 15-day

intervals for frequent travelers).

Employees who do not travel

extensively are encouraged to

submit an expense report once a

month.

MNAO Concur Support

You will be able to find training documentation and videos specific to MNAO’s Concur site on the MNAO intranet. If

you have any issues with Concur, please log a ticket with the Mazda Helpdesk. Further information on Concur

support is detailed on page 6.

Concur HomepageThe Concur Homepage is your central hub for all Concur activities – you can access Expense, Approval and Profile pages. You can also view

outstanding expense tasks and view statistics on your expense activity.


Use the Menu Bar to select

which section you would like

to go to:

Travel – directs you to a tab

where you can book travel

including flights, hotels, and car

rentals

Expense – takes you to the

section where you can view,

create, edit or import expenses

into reports

App Center – lists additional

mobile apps that you may find

useful

Approvals – view outstanding

reports for approval (Approvers

Only). See Approver Step-by-

Step Guide for further detail.

Use the homepage to book

and view Travel:

Trip Search – provides a quick

view of tools you need to book

a trip

My Trips – view upcoming trips

that you have booked through

Concur

Help – view Training

Videos, Travel Help

Guides, and Expense Help

Guides

Profile – update your

personal information and

preferences

Use the Quick Task Bar

for quick access to

commonly used tasks:

Start a Report – create a

brand new expense report

Required Approvals –

view outstanding reports

and trips awaiting your

approval

Available Expenses – view

expenses that can be

added to a new expense

report

Open Reports – view any

unsubmitted or returned

expense reports


Use the My Tasks section

to view more detailed

information on Required

Approvals, Available

Expenses, and Open

Reports

ProfileThe Profile page contains your personal information including email addresses, Expense delegates and more. Please update your profile as your

information and preferences change.


The first time you login to Concur you should update each

section of your profile.

E-mail Address

Verify the e-mail address you would like to use to be able to receive travel updates and send receipts from (e.g., MNAO email,

personal account, etc.). To Verify, click Verify and an email is sent to your email address with a code. Once you enter the code,

the email address is verified.

Mobile Registration

Download the Concur app for:

E-Receipt Activation

In order for receipts from travel arrangements booked in Concur to easily flow through to your Available Expenses, you need to

activate E-Receipts. Click the E-Receipt Activation link and I Accept in order to enable this function.

Note: Please see the Mobile Application Guide for more information.

Expense Delegates

You can allow someone to prepare and submit

expenses reports on your behalf. If you are an

approver, you can also assign someone to review

and approve on your behalf as well (e.g., when you

are on vacation).


Company Car

Employees are responsible for registering their

demo, department or lease vehicles in Concur in

order to be properly reimbursed for company car

mileage. To register your car, enter the Vehicle ID

(VIN #) and Vehicle Type.

Create an Expense ReportUse Concur to create expense reports and enter expenses and attach receipts. Required receipts must be attached prior to submitting an

expense report. This section will describe how to create an expense report and to manually add expenses


Create Expense Report

Enter Expenses

2a. Enter Manual Expenses

To log an expense that was not paid for

using the corporate card, click New

Expense and select the appropriate

expense type. You can select an expense

type from the list or use the search bar.


1a. Enter Report Name - Choose a report name (e.g., “May 2015 P1 Expenses” or

“2015-05-P1 Expense Report”) to help identify the report. The name is how you can

search and obtain past expense reports.

1b. Enter Business Purpose - Enter a Business Purpose that helps describe the report

as a whole (e.g., “Business Trip to Chicago Dealer”). Field required in Concur

Fill out all of the required fields for the

expense. Note: different expense types may

have different required fields.

• Transaction Date: the date of the

transaction (check-out date for most

hotels)

• Enter Vendor Name: the name of the

vendor (may be a dropdown for some

expense types)

• City of Purchase: the city the expense

occurred

• Payment Type:

• Paid by Employee (out-of-pocket

expenses)

• Corporate T&E Card (JPMC

corporate card charges)

• Comment: some expense types require

additional notes

Create an Expense ReportUse Concur to create expense reports and enter expenses and attach receipts. Required receipts must be attached prior to submitting an expense

report. This section will describe how to import smart expenses, handle specific expense types, and how to finalize your report for submission.


2d. Mileage Expenses

For Mileage expenses, you will need to enter mileage either

by tracking your odometer or by using the Mileage Calculator.

For Company Car Milage, please indicate if a segment is

personal or business travel. You can consult the MNAO

Expense Policy guidelines for information on how to

differentiate personal/business mileage.

2c. Itemize Hotel Bill

If you are expensing a hotel bill, itemize your hotel bill to separately identify room charges,

meals, personal items, etc. You can also forward hotel bills to [email protected] in order

to create an itemized Smart Expense.

Add Attendees

If applicable, add Attendees to the expense.

• New Attendee: Add business guests or personal guests to your

report by selecting New Attendee.

• Advanced Search: Use Search to search for previously added

attendees or employees.

Smart Expenses With Attendees

You can also add [email protected] to calendar invites in Outlook

to create Smart Expenses with attendees included.


2b. Import Smart Expenses

Smart Expenses are entries already created due to using your corporate card ( )

booking travel in Concur ( ), or using e-Receipt ( ). On the

Manage Expenses section, scroll down to Available Expenses to view all Smart

Expenses. Click Smart Expenses to add to a report and then Move, to select which

report to import the expenses. You can also drag and drop available expenses onto

a report tile to add it to that report.

• For duplicate Smart Expenses (e.g., booked through Concur and paid on

Corporate Card), select the expenses and click Match.

Attach Receipts

There are a few ways to attach a

receipt to an expense

1. Click Attach Receipt when

viewing an expense and upload

the receipt image (jpeg, pdf, etc.)

2. Enable e-Receipts via the Concur

Profile and import

3. Attach receipts uploaded to the

Receipt Store.

Submit Expenses

In order to be reimbursed for

expenses, make sure to submit your

report when it is ready for approval.

Receipt Store

You can upload receipts to the Receipt Store for later

use. There are a few ways to upload receipts:

1. Click Upload Receipts in the Quick Task Bar

2. Click Upload New Receipt in the Expense Tab

3. Forward receipts to [email protected]

Expense Status and SupportThe approval and payment status of expense reports can be monitored by each user. Users can also reference standard Concur Help guides and

videos for additional assistance.


Concur Help & Support

For further assistance with using Concur, please utilize the following:

Expense Report Approval / Submission Status

All expense reports within your queue displays both a submission status as

well as payment status to assist you in monitoring your report status.

Expense Report Approval Flow

Users can also review the approval flow for each

expense report by going into each report and

viewing the Approval Flow.

1. Open a specific report.

2. Click Details, then Approval Flow.

Note: the Audit Trail button can be used to view

any changes made to a report.

3. Review the approval flow of each specific

report and verify that your direct manager

and/or the required approving manager has

approved the report through the report status.The Status of the report is always one of the following:

• Not Submitted – User must submit report for approval

• Submitted and Pending Approval – Report has been submitted but is pending

manager approval

• Returned – The report has been sent back to the employee and requires edits and

re-submission

• Approved & In Accounting Review – Report has been approved by manager and is

pending processing by Accounts Payable

• Approved – Report has been processed and finalized by Accounts Payable

Expense Payment Status

The Payment Status of the report is always one of the following:

• Not Paid – Report has not yet been processed by Accounts Payable

• Processing Payment– Report has been processed and is awaiting confirmation

• Payment Confirmed – Direct deposit has been made into the user’s account

1. Reference the training materials that

have been provided

2. Click the Help function from

your Concur page.

From this page, you can access specific

instructional videos (Training) as well as

step by step guides for completing

processes (Expense Help), such as:

• Training>Introduction to Expense

• Training>Itemizing Expenses

• Expense Help>Adding Expenses

• Expense Help>Attaching Receipts


Report Library

To review all past expense reports that are no longer

active, go to the Report Library and choose an option

from the View Reports dropdown.

Note: These training videos and documents are standard Concur

documentation and are not specific to MNAO’s Concur site.

CONCUR USER JOB AID –CONCUR TRAVEL &...

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