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Table of Contents

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Opening an Expense Report

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Once routed for approval, an expense report is available from the approver(s) Approvals tab in Concur.

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If you have assigned an Approver Delegate and/or a Previewer Delegate via your Concur Profile, the approval email(s) will be sent to both you and any delegate(s) with appropriate permission.

  1. Review the details in the email, including the Report Name and Purpose to identify the report requiring approval.

  2. Click the report link (within the email) to log into Concur.

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A reminder email is sent to an approver 5 days after the initial email, if the approver has not approved nor returned the report for correction.

Reviewing an Expense Report

As an approver, you will need to review submitted expense reports and approve them for reimbursement. A list of pending expense reports, waiting for approval, can be found on the Approvals tab | Expense Reports once you log into Concur.

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If you are serving as an approver delegate or previewer delegate (for expense reports), click Profile | Acting as other to select the individual for whom you want to act as.

  1. From the Concur homepage, click the Approvals tab.

  2. Click Expense Reports. The Reports Pending your Approval page lists the awaiting reports.

  3. Click the link in the Report Name column to open the report you want to approve. The individual expense item list displays to the left of the view. The linked request displays to the right of the view.

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From the expense report main page, Exceptions are listed across the top, individual expenses (with respective details) display to the left, and the linked approved Request (with respective details) display to the right.

  1. Review any exceptions that display at the top of the view, as applicable.

  2. Click each link in the Expenses list to review each expense details individually.

  3. Hover on expense icons for more information. Key icons are listed with a brief description below.

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  1. Click the Details dropdown.

  2. Click Comments.

  3. Review for any applicable comments.

  4. Add comments, as needed.

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Any comments pertaining to a specific expense line item will be listed, as non-modifiable text, at the top of the expense details.

Report Header

  1. Click the Details dropdown.

  2. Click Report Header.

  3. Review the contents of each field, as necessary including, but not limited to:

    1. Business Purpose: The Business Purpose to ensure it explains that the overall purpose for the expense report is necessary and how it appropriately benefits the University.

    2. Account Number: The account number listed on the report header is applied to all expense items, by default. A traveler may allocate to additional account numbers on an individual expense line items.

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  1. Click the Summary link. The linked request(s) displays to the right of the list of expenses.

  2. Click the Request Name link to view details of the request in a separate window.

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If the request was submitted after the travel start date the Fiscal Officer (FO) is responsible for inserting the Dean, Director or Department Head into the Approval workflow of the Expense Report for additional approval. If the traveler is a Dean, Director or Department Head the FO will insert the traveler’s Direct Supervisor into the approval workflow for the additional approval.

Approving an Expense Report

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Concur allows any approver to assign an additional approver in Concur, as desired.

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If the details of an expense report are substantially different (specifically regarding Airfare, Hotel, Car Rental details) than that which was approved with the linked travel request, the university recommends adding the traveler’s direct supervisor for additional approval.

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