P-Card Expense Report

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1 P-Card Expense Report These instructions will cover the full process on creating and submitting a P Card Expense Report. Requirements: A P Card Goods/Services Expense Report will be required for any good and / or service purchases made on your P Card. This Expense Report will serve the same purpose as the P Card Reconciliation Packet. To determine what is considered goods & services, please refer to the link below for more information. CardReconciliationChecklist.pdf At the end of the instructions, there are reminders on what to check on your Expense Report. Table of Contents How to Create an Expense Report... 2 How to Add Expenses to P Card Expense Report... 8 How to Define Expense Type How to Itemize Expenses How to Submit Expense Report How to Edit/Review Expense Report P Card Expense Report (Goods & Services) Checklist V. 1 Page 1 of 25

2 How to Create an Expense Report Step 1: Log into Concur using the CSUF Portal. On your Concur Dashboard, click on Expense tab at the top. Step 2: The screen will refresh to the Manage Expenses page, where you have the option to either Create New Report or Edit Expense Report. Click on Create New Report. V. 1 Page 2 of 25

3 Step 3: Select the policy. The Policy field defaults to State Travel. For P Card Expense Report, the Policy field must be State P Card. Click on the drop down to change the policy. V. 1 Page 3 of 25

4 Step 4: The fields will update upon policy selection. Fill out the required fields, as marked with the red lines on the side of the fields. Step 4a: In the Report Name, make sure to follow the appropriate naming convention as followed. For this example (P Card Expense Report), the naming convention are as follow: [Month] [Year] P Card Example: JUL 2017 P Card Note: By default, your Report Date will be listed as today s date. V. 1 Page 4 of 25

5 Step 4b: In the Billing Period Start Date and Billing Period End Date, click on the calendar to select the appropriate dates of the Billing Cycle. Note: The Billing Cycle Dates can be found in Company Notes on Concur Dashboard, under Procurement Card Billing Cycle Dates. V. 1 Page 5 of 25

6 Step 4c: Your Division field and Department ID field will auto populate, based on CMS. Note: If your Division or Department ID field is incorrect, please contact Payroll to make the corrections at or Step 4d: Make sure to select the Fund field that is appropriate with your department. Note: You can either type in the name of the fund, or the code of the fund. If you are not sure of the Fund code, ask your budget coordinator of the department. V. 1 Page 6 of 25

7 Step 5: After you fill out the required fields, click Next on the bottom right corner. Step 6: Your Expense Report has been successfully started. You may add any expenses for the specified billing cycle into the report, or you may exit the report by clicking on the SAP Concur logo. Note: See How to Add Expenses to P Card Expense Report for detailed instructions on how to add expenses to your Expense Report. See How to Edit/Review Expense Report for detailed instructions on how to return back to the Expense Report to make edits or review. V. 1 Page 7 of 25

8 How to Add Expenses to P Card Expense Report Step 7: On your Concur Dashboard, click on Expense tab at the top. Step 8: Next, click on View Transactions. Step 9: The screen will refresh to show Company Card Charges. V. 1 Page 8 of 25

9 Step 9a: If you have multiple P Cards, verify you have the correct P Card selected under Card Activity. Note: Do not mix two different P Cards in one Expense Report. Each P Card will require an individual Expense Report. Step 9b: Under Time Period field, click on the drop down to select your preferred search option. V. 1 Page 9 of 25

10 Step 9c: If Date Range is selected, a calendar will open to select date range. Tip #1: It is recommended to type in Billing Cycle Dates, as this will include all transactions within those dates, and make it easier for you to work on P Card Reconciliation of that month. V. 1 Page 10 of 25

11 Tip #2: Check Unused Only to help you filter transactions that have not been used in an Expense Report. Step 9d: Once you filtered the transactions, check on the boxes to select the appropriate expenses for P Card Expense Report. Note: On a P Card Expense Report, it should only include goods and services. Any travel related expenses will go on a Travel Expense Report. V. 1 Page 11 of 25

12 Step 9e: In the Add Charges To field, select the appropriate Expense Report. You have the option to select the Expense Report you have already created, or you can select New Expense Report. Select the appropriate report that matches your transactions. Example: JUL 2017 P Card was selected since the P Card transactions that were filtered were within the date range of 6/27/2017 7/25/2017. Step 10: After you ve selected the expenses and the appropriate report, click on Add Selected. V. 1 Page 12 of 25

13 Step 11: The expenses you ve checked have been moved to the Expense Report you ve selected. V. 1 Page 13 of 25

14 How to Define Expense Type Step 12: Under Exceptions, all exceptions will be listed. You will see a note that one or more expenses have an Undefined Expense Type. Every expense must have a defined Expense Type. Click on each line item to correct. Step 13: Click on the drop down in the Expense Type field. V. 1 Page 14 of 25

15 Step 14: Select the appropriate expense category for that expense. Note: Make sure to scroll down to see all expense categories. For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at for more assistance. Step 15: Once you ve selected your Expense Type, click on Itemize. Note: Please see How to Itemize Expenses to complete the process. V. 1 Page 15 of 25

16 How to Itemize Expenses Step 16: All P Card transactions in a P Card Expense Report are required to be itemized. Select Itemize in your selected expense. Note: Make sure to define your Expense Type first. See How to Define Expense Type for detailed instructions. Step 17: The screen will refresh. You will see the tab New Itemization. In the Expense Type field, select the drop down. V. 1 Page 16 of 25

17 Step 18: Select the appropriate Expense Type category for that expense. Note: Make sure to scroll down to see all expense categories. For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at for more assistance. Step 19: After you ve selected the Expense Type, new fields will appear. Fill out the required fields, as designated by the red bars. Step 19a: Your Transaction Date field will be automatically filled in, based on the date of your transaction. V. 1 Page 17 of 25

18 Step 19b: Depending on what Expense Type is selected, there may be different required fields, such as Q#, IT Authorization #, etc. Fill in as appropriate. If you have any questions regarding the Q# or IT Authorization #, contact Contracts and Procurement at for more information. Step 19c: If there are more than one itemization, repeat itemization process until the balance matches. Step 19d: After you fill out all required fields, select Save on the bottom right corner. Note: If you need to allocate an expense, refer to the Allocating Expenses Travel Expense Instructions for more information. V. 1 Page 18 of 25

19 Step 20: After you Save, your itemized expenses will show under Expenses. Note: If you have more than one expense that requires itemization, repeat Steps 1 4. Itemize other expenses until the red exception icon disappears. V. 1 Page 19 of 25

20 How to Submit Expense Report Step 21: Before submitting your Expense Report, ensure all yellow exception icons (indicating a receipt needs to be attached) are resolved. Make sure all of your expenses have no red or yellow exceptions for each icon. See Concur Attachments Quick Guide for detailed instructions. V. 1 Page 20 of 25

21 Step 22: Once you reviewed the entire Expense Report and attached all receipts, click Submit Report. Note: Your Expense Report will be submitted to your Approver. Step 23: A pop up screen will appear to ask you for Final Review. Select Accept & Submit. Step 24: Once your Expense Report is submitted, you will receive another pop up with a review summary of your Expense Report, as well as a Concur survey. Note: The survey is optional. Select Close when you are ready. V. 1 Page 21 of 25

22 Step 25: The screen will refresh to the Manage Expenses page. The status will be indicated on your Expense Report tile. V. 1 Page 22 of 25

23 How to Edit/Review Expense Report Step 26: On your Concur Dashboard, select Expense. Step 27: Select the Expense Report you would like to review or edit. Note: You can still review an Expense Report that has been submitted. If you need to make edits on a Submitted Expense Report, proceed to Step 28. If you need to make edits on a Not Submitted Expense Report, refer to the following guides to make edits: How to Add Expenses to P Card Expense Report How to Define Expense Type How to Itemize Expenses V. 1 Page 23 of 25

24 Step 28: If you selected a Submitted Expense Report, you will be able to review the Report Summary. Any edits you need to make will require you to select the Recall button. If you would like to edit a submitted report, continue to Step 29. Step 29: A confirmation message will come up. Select Yes. Step 30: You will receive a message indicating the Expense Report has been recalled. You can now edit the Expense Report as needed. V. 1 Page 24 of 25

25 P Card Expense Report (Goods & Services) Reminders: A monthly P Card Goods/Services Expense Report will be required for any good and / or service purchases made on your P Card. This Expense Report will serve the same purpose as the P Card Reconciliation Packet. Checklist Reviewed Report Header Correct billing cycle dates Appropriate options were selected on the following fields: Policy selected State P Card Report Name correct naming convention Format: [Month] [Year] Pcard Example: Sep 2017 Pcard Billing Period Start Date Billing Period End Date Division Department ID Fund Attached receipts for each expense required receipts attached Reviewed Expenses P Card expense amount was selected appropriately P Card expense amount is within department s budget Expense(s) have been itemized and match with the amount spent Receipts are attached to every expense Check for any expense requiring the following attachments: IT Authorization # / Confirmation Directive 11 (D11) Q# / Confirmation Membership Justification Form Lost/Missing Receipt Form Receipts V. 1 Page 25 of 25