manage receipts for a concur expense report

Procurement Manage Receipts for a Concur Expense Report

Step-By-Step Procedure

1 of 14 Last updated: 2/8/2018

Manage Receipts for a Concur Expense Report

Overview

U-M Travel and Expense policies require that you submit receipts for specific expense report transactions. Concur has two options for attaching receipts to expense reports:

1. Attach a single receipt image at the line level for a specific expense.

2. Attach multiple receipts at the header level for the entire expense report.

Acceptable file formats are: PDF, JPG, JPEG, TIF, TIFF, PNG, and HTML files. Each file has a limit of 5MB and up to ten files can be attached to an expense report. Receipt images must be clear and legible to assist with the expense report approval process.

Concur may update receipt parameters at any time. To view the latest information, select Attach Receipt Images from the Receipts drop-down in your expense report.

Additionally, there are four methods to send receipts to Concur for attachment to an expense report:

1. Upload receipts on the Concur Expense Report pages.

2. Fax receipts to Concur using the Concur Fax Cover Sheet.

3. Email receipts to the Concur Receipt Store (Available Receipts).

4. Capture receipts using Concur Mobile.

This procedure describes the following tasks for managing receipts:

Enable E-Receipts

Uploading and Attaching a Receipt to an Expense Line

Uploading and Attaching Receipts to the Report Header

Faxing Receipts Using the Fax Cover Sheet

Emailing Receipts to the Receipt Store (Available Receipts)

Capturing Receipts from Concur Mobile App

Attaching Receipts from the Receipt Store (Available Receipts)

Viewing Receipt Images

Deleting/Detaching Receipts

Delegates creating expense reports on behalf of others should attach/fax required receipts prior to clicking

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Concur Travel & Expense Management System




Important Information

As each U-M Department may have unique scanning equipment, specific instructions on scanning receipts are not provided.

Receipt requirements are located on the Procurement Services website at http://www.finance.umich.edu/procurement/summary-of-reimbursable-expenses. Your department may have receipt requirements in addition to the U-M policies. Please follow your department’s policies when submitting receipts for expenses.

Best practice: You may wish to create a dedicated network folder for scanned receipt images and develop file naming standards (e.g. receipt date, vendor name, employee name, etc.) to facilitate uploading receipt images. You can store images in any network drive to which you have access.

This procedure assumes that you are in the process of creating or submitting an expense report. For full instructions, see the Create and Submit a Concur Expense Report in Concur procedure in My LINC.

Enable E-Receipts

You can receive E-Receipts for transactions from those vendors who offer them through Concur. E-Receipts are electronic itemized receipts provided by some travel vendors that can be accepted in lieu of faxed or attached receipt files. Not all vendors provide E-Receipts. Enabling E-Receipts potentially saves you (or your delegate) time in expense report preparation.

Because E-Receipts provide itemized detail for all expenses that then becomes visible to you, your delegate, unit approvers, and U-M auditors, and is permanently recorded within the expense report; only you can authorize use of E-Receipt functionality for yourself. Your delegate cannot enable E-Receipts on your behalf. You only need to enable E-Receipts once.

If you no longer want to receive E-Receipts for a particular credit card stored in your Travel Profile, edit the card information by un-checking the Receive e-receipts for this card checkbox in the Credit Cards pane.

Navigation

Wolverine Access > Faculty & Staff > University Business > Travel & Expense (Concur)

Concur > Alerts Pane

Concur Home Page

1. Click Sign up here in the Alerts pane on

the Concur home page.

Profile – E-Receipt Activation Message

2. Click E-Receipt Activation in the

E-Receipt Activation message.

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http://www.finance.umich.edu/procurement/summary-of-reimbursable-expenses





E-Receipt Activation and Use Agreement Dialog Box

3. Click I Accept for the E-Receipt

Activation and Use Agreement.

Profile – Confirmation Message

4. Review the E-Receipt Activation

confirmation message verifying that you have signed up to receive E-Receipts.

Uploading and Attaching a Receipt to an Expense Line

This option allows you (or your delegate) to upload a scanned receipt image for an expense line in a report.

Expense Report – Expense Line

1. Click Attach Receipt.

Attach Receipt pop-up box

2. Click Browse to search for the image file.

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If applicable, click the checkbox for the expense to open the line.

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Choose a File to Upload dialog box

3. Browse to the location on your computer

where your Concur receipts are stored.

4. Select the receipt to upload.

5. Click Open to select file to upload.

Attach Receipt pop-up box

6. Click Attach.


7. Click Save to save the line.

8. Repeat steps 1 – 7 for each line requiring a receipt.

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To verify the receipt was attached, view it by:

Clicking the Receipt Image tab in the Expense

pane.

Rolling over the Attached Receipt icon next

to the line.

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Uploading and Attaching Receipts to the Report Header

This option allows you (or your delegate) to upload one or more scanned receipt images to the expense report. These images are applied to the report header instead of a specific line.

Expense Report – Receipts Tab

1. Select Attach Receipt Images from the

Receipts drop-down menu.

Receipt Upload and Attach

2. Click Browse.

3. Browse to the location on your computer where your Concur receipts are stored (not shown).

4. Select a receipt to upload (not shown).

5. Click Open to attach receipts to your email (not shown).

6. Repeat steps 2 – 5 for each image you need to attach to the report.

7. Click Upload.

8. Click Close.

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Only those transactions for which you still need to attach a receipt are listed.

Before clicking Upload, you can click Remove to delete a selected image file from the list. After uploading, the status changes to “Attached.”





Faxing Receipts Using the Fax Cover Sheet

This method allows you to fax paper receipts to Concur to be imaged and attached to an expense report at the header level. You must use the Fax Receipt Cover Page for the specific expense report.

Faxed receipts are imaged by Concur within approximately 15 minutes of submission, and attached to the expense report via the bar codes in the Cover Page.

Do not fax receipts larger than 8.5x11. If required, reduce receipts to fit on an 8.5x11 sheet of paper (portrait orientation).

Print/Email Menu

1. Select U of M Fax Receipt Cover Page

from the Print/Email drop-down menu.

Fax Cover Page

2. Review the list of required receipts in the

Receipts to Fax section.

3. Review the Instructions for Faxing Documents section to obtain Concur’s fax number and receipt preparation guidelines.

4. Click Print on the Fax Cover Sheet.

5. Click Print on the Print Dialog Box (not shown).

6. Click Close to close the Fax Cover Page.

Note: When faxing receipts for multiple expense reports, each Fax Cover Page and associated receipts need to be sent separately to be attached to the proper expense report.

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The Cover Page lists all transactions requiring a receipt regardless of whether a receipt has been attached.





Emailing Receipts to the Receipt Store (Available Receipts)

This method allows you to register your email address(s) with Concur to submit receipt images and store them in your Receipt Store (Available Receipts). The receipt images can then be attached to an expense report at the line level.

Receipts can be emailed to Concur from a mobile phone with the captured image. A mobile app is not required for this functionality.

Delegates cannot email receipts to Concur on your behalf. However, they can attach images you’ve emailed to your Receipt Store (Available Receipts) to an expense report on your behalf and upload images stored in a network folder to your Receipt Store (Available Receipts).

Register Your Email Address

Profile

1. Click Profile.

2. Click Profile Settings.

Profile

3. Click Email Addresses.

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Email Addresses

4. Verify your University of Michigan email

address defaults in the Email 1 field.

Note:

If desired, add other email address that you might use to send receipts to Concur by clicking Add an email address.

Do not add the email address of your delegate.

5. Click Verify to receive an email with your Verification Code.

Verification Email Sent Confirmation

6. Click OK.

Email Confirmation

7. Open the email confirmation message (not

shown).

8. Copy or write down Verification Code provided.

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Email Addresses – Get Verified

9. Paste or type your Verification Code in

the Enter Code field.

10. Click OK.

11. Click Save.

Email Verification Status Confirmation

12. Click OK.

Email Addresses

13. will display next to your email

address and indicates that you can now send receipt(s) to the Receipt Store (Available Receipts) through [email protected].

Email Your Receipts To email receipts, send an email with the receipt(s) as a file attachment(s) to [email protected] (Employee only). Click Refresh in Receipt Store (Available Receipts) to update the display with added receipt images.

Note: In addition to the acceptable file formats listed on page 1, you can also email image attachments in HTML format.

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mailto:[email protected]





Capturing Receipts from Concur Mobile App

This feature allows you to take a picture of your receipt(s) using the Concur app on a mobile device. Receipts will automatically be uploaded to your Receipt Store as available receipts for assignment to expense reports by you or your delegate. To use this feature, you will need to download and register the Concur mobile app.

Profile

1. Click Profile.

2. Click Profile Settings.

Mobile Registration

3. Click Mobile Registration.

4. Note the Company Code.

5. Download the app from the app store or click Send Link.

In the Concur mobile app:

6. Click Company Code Sign In.

7. Enter the Company Code.

8. Click Next.

9. Enter your uniqname and UMICH password.

10. Click Log In.

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Concur Mobile App

11. To take a picture of a receipt, press

Receipt.

Note: A PCard expense may not appear on a mobile device for two to three days.

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Attaching Receipts from the Receipt Store (Available Receipts)

This part of the procedure shows accessing Receipt Store (Available Receipts) from an expense report.


1. Click the checkbox for the line to which you

need to attach the receipt.

2. Click Available Receipts.

Available Receipts

Note: Available Receipts opens to the right of

the expense line and displays all images emailed/uploaded to your store.

3. Click Attach on the applicable receipt image.


4. Verify the receipt has been attached to the

expense line by viewing it. Two options are:

Rolling over Attached Receipt to open the receipt in a pop-up window.

Clicking the Receipt Image tab.

5. Click Save to save the line.

6. If applicable, repeat steps 2 – 5 for each line that requires a receipt.

7. Click Close to close Available Receipts.

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For a larger view of the

imaged receipt, click . To

return to the Receipt Store (Available Receipts), click the

Gallery button.

You can also click on and drag the receipt image from Available Receipts to the expense line to attach it.





Viewing Receipt Images

Concur offers multiple ways for you, your delegate, and the report approver(s) to view the receipts attached to the expense report.

Receipts Attached at Report Header Receipts Attached at Expense Line

1. Select the desired view option.

2. Review the receipt(s).

3. If multiple receipts are attached to the report header, scroll or page through to view each receipt.

4. Click Close to exit the PDF window.

1. Roll over Attached Receipt to view the receipt

image.

2. Review the receipt.

3. Click Close to close the receipt image.

4. Repeat steps 1 – 3 for each line, as applicable.

Note: If you open a specific expense line, you can also view an attached receipt from the Receipt Image tab (not shown).

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Deleting/Detaching Receipts

You can delete receipts that have been added incorrectly on an un-submitted expense report or an expense report that you have recalled or have been returned by an approver.

Notes:

Only employees can recall their expense reports; delegates and/or approvers are unable to do this on their behalf.

Once expense reports have a status of extracted for payment, they are no longer able to be recalled.

Receipts can still be added after this point, but are not able to be deleted.

Receipts Attached at Report Header Receipts Attached at Expense Line

1. Select Delete Receipt Images from the Receipts drop-down menu.

2. Click Yes on the Please Confirm pop-up box.

Note: If multiple receipts are attached to the expense report header, you cannot select an individual file. All receipts attached to the expense report header will be deleted and you will have to reattach any required receipts.

1. Roll over Attached Receipt to view the receipt image.

2. Click Detact From Entry to remove the attached receipt and send it to the Receipt Store.

3. Click Yes on the Please Confirm pop-up box (not shown).

Note: A receipt image deleted from an expense line returns to the Receipt Store, even if you originally uploaded the receipt from a network drive.

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