Creating Non-Travel Expense Report

If you have incurred business expenses unrelated to Travel such as business meals or you are pending reimbursement from the university, you will need to create a non-travel expense report in Concur. This page includes instruction for creating a non-travel expense report, specifically detailing business meal expenses.

Table of Contents

Logging In

1. Navigate to any web browser.

2. Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”

Creating a Non-Travel Expense Reports

Business travel that does NOT include Air, Car Rental, and/or Hotel, does NOT require a pre-approved Concur request would be started from the Expense Module.

1. From the Concur homepage, click Start a Report. A new expense report displays.

2. Click the drop-down list under Policy and select *UCONN Non-Travel Expense.

3. Complete the Justification for Purchase not through HuskyBuy/PCard field.

4. Complete the required report header fields, identified with a red asterisk above each field.

5. If this Expense Report is being created in an Employee’s profile for charges incurred on behalf of the Guest such as Virtual Conference or Business Meals to the Employee’s Travel Card select the Traveler Type of Guest and answer the question to state whether the preapproval was obtained through a Concur Travel request or if Pre-approval is maintained by the Department or is attached. Supporting documents can be attached to the expense report via the Manage Receipts dropdown menu.

6. If this Expense report is being created in an Employee’s profile for a Student’s Non-Travel expenses such as Virtual Conference registration fee that has been charged to the Employee’s Travel Card, the employee is required to choose the appropriate Traveler type for the Student.

7. Update any optional fields, as necessary.

8. Scroll to the bottom of the Report Header. The Claim Travel Allowance menu displays.

9. Click No, since this is a Non-Travel expense report.

10. Click Create Report.

Adding Travel Expenses

1. From the open expense report, click Add Expense.

2. Click Available Expenses. A list of Travel Card Expenses display. Travel card expenses are identified by an orange credit card icon.

3. From the Available Expenses menu, click the check box(es) for the appropriate Non-Travel related expenses to be added to the current expense report.

4. Click Add to Report.

5. Click the checkbox beside the travel card transaction added to the expense report and click Edit to verify or update the Expense Type is correct. Click the Expense Type drop-down arrow to select a different expense type if necessary.

6. Complete all required fields marked with a red asterisk.

7. Complete optional fields, as necessary.

8. As necessary, click any of the following:

   1. Click Itemizations (to itemize the expense into multiple expense types).

   2. Click Allocate (to allocate the expense to one or more KFS accounts).

   3. Click Attach Receipt Image (to upload and attach receipt images).

   4. Attendees (to add the name of the individual who used the expense).

Adding Out-of-Pocket Expenses

Out of Pocket expenses must be added manually from within an open expense report.

1. From the open expense report, click Add Expense.

2. Click Create New Expense

3. Select the appropriate expense type from the options available or type the expense type in the search field.

4. Complete all required fields marked with a red asterisk.

5. Complete optional fields, as necessary.

6. As necessary, click any of the following: a.

   1. Click Itemizations (to itemize the expense into multiple expense types).

   2. Click Allocate (to allocate the expense to one or more KFS accounts).

   3. Click Attach Receipt Image (to upload and attach receipt images).

   4. Attendees (to add the name of the individual who used the expense).

Adding Attendees

For business meals, airfare, hotel and certain other expense types, all attendees associated with the expense must be identified and listed. Users can add attendees and attendee groups to Concur in the Expense Profile Settings.

When selecting the expense type Business Meals/Hospitality <10, all attendees must be listed.

1. With the report open, from the expense screen click Attendees from the line with the Business Meal expense.

2. In the Attendees window Click View Attendees.

3. The Add Attendees Window appears.

4. Click Add. Attendees can be added in several ways: e.

   1. Recent Attendees – Select the check box next to the appropriate attendee. f.

   2. Attendee – Search for the guest or Faculty/Staff/Student. If you need to create a new attendee, click Create New Attendee, complete the required fields, and then click Create Attendee.

   3. Attendee Groups – Select from your Favorites or My Team (these are configured in your Profile settings based on Core-CT).

5. Click Attach Receipt, select Receipt.

6. Click Save Expense.

If you are Selecting the Expense Type of Business Meals/Hospitality 10+ Attendees, you can Follow the Simplified Process Below

When selecting the expense type Business Meals/Hospitality 10+, the event functionality within the expense type should be used. Creating an event allows you to specify the number of attendees and attach the list of attendees via the receipt menu, rather than listing out the individual names.

1. With the report open, click the checkbox beside the Business Meal expense and click Edit.

2. Click Attendees.

3. The Add Attendees Window appears. Click Add.

4. Click the Attendees tab. From the drop-down list for Choose an Attendee Type, select Group Event 10+ Attendees and click More Search Options.

5. Enter the Event Name and Institution/Company then click Attendee at the bottom right.

6. Attendee has now been added. Click cancel to view.

7. Enter the number of attendees in the Attendee Count field and click Save at the bottom right.

8. Click Attendees to edit the Attendee Count field again if necessary and save.

9. Click Attach Receipt, select Receipt.

10. Click Save Expense.

Submitting your Report

1. On the expense report page, click Submit Report.

2. Scroll through and read to the end of the Attestation.

3. Click Accept & Submit. The Report Totals window displays.

4. Review the information for accuracy, and then click Submit Report. The Report Status window appears.

5. Click Close.

Additional Support

For help with Concur, contact travel@uconn.edu.

For additional reference material, refer to the Training and Resources page located on the Travel Services page.

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