Common Alerts and How to Clear Them
- Nehal Gupta
- Alyssa Wojcik
Often Concur will show a number of alerts on an Expense Report. Certain alerts may appear more than once depending on the expense type. By doing the below tasks, you can clear a majority of the alerts.
Linking a Request to the Expense Report
Upon returning from your trip, open the request and click the orange Create Expense Report button in the upper right hand corner. If you have created the expense report already, click the Report Details drop down, Manage Requests, and click the blue Add button. This will allow you to link the request to the expense report.
After linking the request, you will still have to fill out a few required fields on the report header in case some details have changed
Creating the Travel Allowance Itinerary
To create your Travel Allowance Itinerary, please click the Travel Allowance drop down, Manage Travel Allowance, and it will take you to the allowances page. It will then display fields for you to input your outbound trip information as well as your return trip information. Within the Travel Allowance section is also the Expenses and Adjustments tab. Clicking into that section will allow you to check off if any meals were provided as well as check off the Use Percent Rule column for each day going down. This will allow the system to calculate the 150% of GSA.
If you are not claiming per diem you still need to check Use Percent Rule boxes, but also click Exclude All check box in the upper left hand corner.
Hotel Itemizations
Any hotel lodging expense is required to be itemized. To itemize the hotel receipt, you will open the hotel lodging expense, upload the receipt, go to the Itemizations tab, and create itemizations to match each line of the receipt.
If there are multiple taxes per night, you can add them up as one hotel tax itemization.
Adding Receipts and Expense Types
Most expenses will feed into Concur with an undefined expense type and no receipt. Each expense will need a corresponding expense type to match what was charged. Travelers submit receipts for expenses greater than $50 that are paid for using the University Travel Card, and expenses greater than $25 that are paid for by means other than the University Travel Card.
Edit Traveler Type to Match Concur if Needed
Occasionally travelers will change traveler types in Concur. If what you entered on the Expense report header differs from Core CT, you will get an alert that states “Cash/Out of Pocket expenses are not allowed on expense reports for others. Please correct the traveler type in the report header, the expense payment type, or remove Cash/OOP expenses from the report.” Please create a new Request to see what traveler type feeds in. Please then close out of that and use that traveler type on the Expense report. This works because on the Request side, traveler types feeds in from Core CT.