Expense Reports
How to prepare expense reports in Concordia's Concur system
Last updated
How to prepare expense reports in Concordia's Concur system
Last updated
There are 2 types of expense reports: Concordia employee expense reports, completed in the Concur system which anyone with a Concordia employee ID should be able to access through , and non-employee expense reports, completed as an Excel document obtained under the "Accounts Payable" dropdown.
There are 3 versions of employee expense reports you will have to do for Krista: PCard (procurement card) expense reports, TCard (travel card) expense reports, and out-of-pocket expense reports. For other lab members, expense reports will always be the out-of-pocket kind.
Any Concordia employee who incurs expenses that the lab will reimburse for will have to complete their own expense report by with their Concordia employee email address (and then their netname/password). Postdoctoral researchers, paid RAs, and the lab coordinator will have employee IDs. Some PhD students (mainly those who have been employed by Concordia as instructors or elsewhere) may also have employee IDs. Other lab members will probably only have student IDs, and will have to complete the Excel non-employee expense form.
Krista has 2 lab credit cards. The PCard, or procurement card, is used for ongoing research-related costs, like ordering research supplies, items needed in the lab, and participant gift cards. This is the credit card connected to our Amazon account. The TCard, or travel card, is used for expenses related to travel, like conference expenses. This card is also usually used for hospitality meals.
The lab manager and Krista will be the only ones with the credit card information. Every month that a card is used to make one or more purchases, we have to submit an expense report through the Concur system. Krista in Concur before the lab manager can prepare the reports.
Whenever one of the lab credit cards gets charged, the lab manager (once delegated) and Krista will receive an automated email from autonotification@concursolutions.com indicating there was a transaction. At the end of every month, usually around the 27th, the lab manager will also get an email from BMO Administration with the subject line "BMO Spend Dynamics Statement Ready". As soon as this email is received, the lab manager can start preparing the expense report related to that credit card.
To prepare an expense report, the lab manger must first log into the with their staff netname and password (not the kbhcoor account). Then, there should be a clickable module called "My Expense Reports" that will open the Concur expense reporting system in a new tab and ask for a Concordia email address to log in. Use the staff email, then choose "SSO sign in" and once again log in with your staff netname and password and 2FA. Once logged in, you must switch contexts so that you are viewing Krista's account, instead of your own. To do this, click on the downward arrow next to "Profile" in the upper right-hand corner and start typing Krista's name in the field under "Acting as another user." Once her information pops up, click on her name and choose "Start Session". The page will reload with the lab credit card transactions visisble.
Click on the plus (+) button near the top middle of the page, where it says "Start a report"
Choose which card the report is for from the "Policy" drop-down (if it is for the TCard, then choose "Travel Card" from the "Report type" drop-down that appears)
Give the report a name, usually something like "2022 January PCard Expense Report"
Describe the business purpose of the report, based off of the types of expenses incurred (for example, "ICIS Conference" or "Participant gift cards and lab supplies")
Choose "Internal Order" for the "Cost Object Type"
Enter a default grant code for the report in the "Cost Object ID" section. It doesn't matter too much what goes here, since all items will have to be allocated, but you should pick a general purpose grant. If in doubt, ask Krista.
Choose the "Travel Category". For the PCard reports, this is always "Non-travel." For TCard reports that are just hospitality meals at Concordia, if there was a visitor you can choose "Visiting Academic" or if not, "General Travel". Conferences should be "External Event".
For reports where Krista wants to claim travel allowances, you will have to make a separate "out-of-pocket" expense report with an itinerary. Do not add these to the TCard report, as then the expense total will not match the credit card statement total and the report will be rejected. So for card-related reports, leave the "add itinerary" radio button on "no".
Click "Create Report"
Click the "Add Expenses" button. From the list of available expenses (these are auto-generated because the system is connected to both lab credit cards), click the check boxes next to the appropriate expenses for that card. You can sort by "Payment Type" (the first column) and check off all the ones related to the applicable card. Once you have selected them all, click "Add to Report"
Check amounts match
Assign expenses to appropriate reports
Collect all receipts
For every expense, attach receipt, allocate to a grant code, itemize if applicable
Also provide a reason for the expense. For expenses incurred during conferences, the conference program should be attached. For food expenses, you will have to list all invitees and attach the invite that was sent out to your guests.
Print allocations for Krista's review if unsure
Submit
Follow the steps for creating a new expense report above until step 6
Choose the radio button for "yes" to add an itinerary
Add the information for the itinerary stop on the right-hand side of the page (departure location, date and time, and arrival location, date and time). Press save, and then click the "add stop" button to add more days. You will at least need to include both the outgoing trip and the return trip, so there will be a minimum of 2 stops
Once you have added all stops, click "Next" at the bottom right
Make sure the itinerary you just entered is at the top under "Assigned Itineraries". Click "Next" again
For any days where meals were provided (and therefore, not expensible), click the relevant check boxes. Click "Create Expenses"