How to Report Travel Expenses

Airfare with Trip Itinerary, Taxi and Personal Car Expenses

For reporting Out-of-Pocket Expenses: Click + Create New Report then +New Expense for each expense you want to add to report.

For reporting P-Card Expenses: Select those you need from Available Expenses and click + Create New Report. Alternatively, you can create a new report and import your P-Card expenses from your Available Expenses field.

Note that you can input both P-Card and Out-of-Pocket expenses to the same report. The Payment Type field for each expense line indicates which type of expense you are working with.

In this example, a GW traveler has paid out-of-pocket for airfare to a conference in Seattle and needs to report: 1) Airfare to Seattle purchased by P-Card (plus corresponding Trip Itinerary automatically created by Concur) 2) Taxi to conference site in Seattle paid Out-of-Pocket and3) Personal Car Expense for trip to Dulles Airport paid Out-of-Pocket.

How to Report Travel ExpensesAirfare with Trip Itinerary, Taxi and Personal Car Expenses

1. Log into iBuy Expense Reporting > Expense tab > Click + Create New Report.2. Complete the required Report Header information marked with a red bar, then click Next to go to the report processing page. 3. Click Import Expenses, select the P-Card airfare expense & Trip Itinerary and click Move – To Current Report.

Travel Sample Report – Step by Step Instructions

You must select the airfare charge and its Trip Itinerary and click Match to create a single expense line that includes the itinerary information.

This can be done after the two lines have been imported into your report or while they are still in your Available Expenses queue.

4. Enter Expense Type 53101-US AIRFARE EXPENSE and complete all required fields marked in red. 5. Attach the receipt and click Save.6. Click the +New Expense button. 7. Enter Expense Type 53103-US LOCAL TRANSPORTATION for Yellow Cab and complete the required

fields. Click Save. 8. Attach the receipt and click Save.9. Click the +New Expense button. 10. Enter Expense Type 53103-PERSONAL CAR MILEAGE for personal car trip from Dulles airport to

the GW Ashburn campus. 11. Complete the required fields and click the Mileage Calculator. 12. Check that the Waypoints entries are correct, then click the Add Mileage to Expense button. 13. Attach the receipt. 14. Check that 1) there are no Exception remarks which impact your report, and that 2) the Total Amount equals the Total Requested.

Travel Sample Report – Step by Step Instructions

This report is now complete and you can click the Submit Report button. If you have not chosen a Default Approver in your Concur profile, when you click Submit Report, a pop-up box will prompt you to enter an

Approver for the report.

1. Log into iBuy Expense Reporting > Expense tab > Click + Create New Report. 2. Complete the required Report Header information marked with a red bar, then click Next to go to the report processing page.

Sample Travel Report with Screenshots

3. Click the Import Expenses button and select both the P-Card airfare expense and its corresponding Trip Itinerary in your Available Expenses queue. Optionally, you can select both lines here before you create a new report and Match the Trip Itinerary to the P-Card travel expense.

This creates a single P-Card travel expense line for you to import.

4. Enter Expense Type 53101-US AIRFARE EXPENSE and complete all required fields marked in red. 5. Attach the receipt and click Save.

6. Click the +New Expense button. 7. Enter Expense Type 53103-US LOCAL TRANSPORTATION for Yellow Cab and complete the required fields. Click Save. 8. Attach the receipt and click Save.

9. Click the +New Expense button. 10. Enter Expense Type 53103-PERSONAL CAR MILEAGE for personal car trip from airport to the GW Ashburn campus. 11. Complete the required fields and click the Mileage Calculator.

12. Check that the Waypoints entries are correct, then click the Add Mileage to Expense button. 13. Attach the receipt if necessary. If under $35.00, no receipt is required by the university, though some departments may still request their employees to provide this information. 14. Check that 1) there are no Exception remarks which impact your report, and that 2) the Total Amount equals the Total Requested.

This report is now complete and you can click the Submit Report button. If you have not chosen a Default Approver in your Concur profile, when you click Submit Report, a pop-up box will prompt you to enter an Approver for the

report.