Expense FAQs

EXPENSE FAQs

Concur Expense is Penn's on-line automated expense management system, used by all Schools and Centers .  All expense reports for faculty, staff and students are to be submitted using Concur.

For assistance contact our Expense Help Desk:

  • All non-affiliate reimbursements will continue to use the PDA-NA form (previously known as C-1 from), and be processed through Accounts Payable.
  • To determine if a Concur is appropriate for a Student Reimbursement, click Student Reimbursements - Use Concur or Not.
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    MY EXPENSE REPORT

    How do I log into Concur Expense to do my expense report?
    How do I submit my expense report electronically?

    How do I create an expense report for someone else (act as a Delegate)?

    How do I assign someone as my delegate to prepare expense reports and to approve?
    Are there training materials for Concur Expense?
    Do I put my airfare on a Concur Expense Report if I didn't pay for it using my own personal credit card, the Penn Travel Card or cash?
    How do I itemize an expense?
    How do I itemize a hotel expense?

    How do I split the tax and tip when an expense is itemized?
    How do I claim per diem on an expense report?

    How do I claim a reduced per diem amount on an expense report?
    Where can I find current Per Diem rates for Domestic and International cities?
    What are the current mileage reimbursement rates?
    How can I accurately calculate my mileage rates?
    How do I charge another funding source or multiple funding sources for an expense?
    How does my airfare get charged to the correct funding source if I booked through Concur on-line booking tool or a World Travel agent?
    How do get reimbursed for airfare when I have chosen to add another stop of a personal nature to my business trip?
    My expense report was rejected.  How can I fix it without redoing it all?

    What is the object code associated with an expense type in Concur?

    As an individual traveler, am I eligible for tax exemption on purchases made while traveling in the United States for Penn?


    RECEIPTS and PRINTING

    What receipts are required?
    I lost my receipt.  What do I do to get reimbursed?
    How do I print my expense report if needed?
    Do the receipts associated with an expense report print out automatically if I print the expense report?

    TRAVEL ADVANCE

    I have a cash advance from before Concur Expense.  Do I apply it in Concur or do I use a C-form?
    How do I request a Travel Advance?
    How do I apply a Travel Advance to a Concur expense report?

    EXPENSE REIMBURSEMENT

    How long does it take to get my reimbursement?
    Where can I see the status of my expense reimbursement?
    Will my expense reimbursement show in "My Reimbursements" on the Penn Faculty & Staff page?

    APPROVING AN EXPENSE REPORT

    How do I know if there is an expense report needing my approval?
    Is there a way to see who else is approving a specific expense report?
    Can I add another approver to the approval flow?

    BANKING INFORMATION

    Why did I receive an email about my banking information changing in Concur?  Why does it not match my bank account?

    CONCUR MOBILE APPLICATION

    How do I set up the Concur Mobile app for creating expense reports or approving expense reports?

    HELP

    Is there a help phone or desk where I can get help with questions about Concur Expense?
    What type of training materials are available?

     

    MY EXPENSE REPORT

    How do I log into Concur Expense to do my expense report?

    Click here to log into Concur with your Penn Key. Concur Travel and Expense

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    How do I submit my expense report electronically?

    Sign in to Concur Travel and Expense, using your Penn Key. Select "+ New" on the Home Page and then "Start a Report" or select the Expense tab and "+ Create a New Report". Proceed to fill in the required fields.  Click HERE to log into Concur.

    Create an Expense Report - Detailed Guide (pdf)

    Create an Expense Report - Video

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    How do I create an expense report for someone else (act as a Delegate)?

    A person can be assigned as the Delegate for another, giving them access to create expense reports on their behalf.

    Log into Concur, as yourself, and follow these instructions: Prepare an Expense Report as a Delegate

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    How do I assign someone as my delegate to prepare expense reports and to approve?

    A person must designate another as their Delegate, and give them certain permissions.

    • Permissions involved in creating an expense report include report creation, receipt viewing, and receiving emails regarding the expense reports.
    • There are separate permissions to be granted if you are an approver, and would like to give another person access to approve reports on your behalf.

    Click Assign a Delegate for a pdf with detailed instructions.

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    Are there training materials for Concur Expense?

    Yes. There is a full suite of instructional materials including a Detailed Guide, a Quick Reference Guide, numerous Special Topics and a large selection of videos with clear step by step instructions for Concur Expense. Click to access the full suite: Concur Expense Training Materials 

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    Do I put my airfare on a Concur Expense Report if I didn't pay for it using my own personal credit card, the Penn Travel Card or cash?

    The only time airfare should be put on a Concur Expense Report is when it is paid for by a personal credit card, cash or the Penn Travel Card (BOA Visa or AMEX)

    Best practice is to book airfare on the Concur on-line booking tool or by calling World Travel directly. The airfare should be direct billed to the Penn airfare card unless you request it be put on a personal credit card.  At the end of each month, those charges will be allocated by Purchasing based on the 26 digit code provided by the person in your department who approved the travel request.  These airfare charges do not belong on an expense report, because there is no reimbursement or payment needed.  Note:  the other TMCs providing support to Penn travel also have this card.  Verify this by asking them directly if the airfare will be charged to the Penn BTA card.

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    How do I itemize an expense?

    Itemizing expenses is explained in 3 simple steps.  Click Itemize an Expense.

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    How do I itemize a hotel expense?

    Itemizing a hotel expense is explained in 3 simple steps. Click HERE for the downloadable PDF or HERE for the instructional video

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    How do I split the tax and tip when an expense is itemized?

    Click HERE to access a form that easily calculates both of these for you.  (The form may require you to hit "Enable" at the top once it opens.)

    How do I claim per diem on an expense report? How do I claim a reduced per diem amount on an expense report?

    Click HERE for a 2-step instruction sheet on how to" Create an Itinerary for Per Diem." Click HERE for the video.

    Click HERE for a 2-step instruction sheet on how to "Enter Per Diem for Meals & Adjusting Per Diem Rates" Click HERE for the video.

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    Where can I find current Per Diem rates for Domestic and International cities?

     

    Concur Expense has a built-in tool that figures your Per Diem rates for locations throughout the world.  By using the Travel Allowances section located under the Details button of an open Expense Report, the user creates an itinerary which then is used b the system to calculate Per Diem rates.

    Alternately, you may visit the GSA website for HERE for domestic rates and HERE for International rates.

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    What are the current mileage reimbursement rates?

    Effective Date

    Effective To

    Standard Mileage

    Moving Expenses Only

    January 1, 2015

    December 31, 2015

    57.5 cents per mile

    23.0 cents per mile

    January 1, 2016

    December 31, 2016

    54.0 cents per mile

    19.0 cents per mile

    January 1, 2017 December 31, 2017 53.5 cents per mile 17.0 cents per mile

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    How can I accurately calculate my mileage rates?

    Concur makes mileage calculation quick and easy. Just enter the From and To locations, click the Mileage Calculator and your mileage is automatically and accurately calculated!

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    How do I charge another funding source or multiple funding sources for an expense?

    Click HERE for a 3-step instruction sheet on how to "Allocate Funds" to multiple funding sources. Click HERE for the video.

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    How does my airfare get charged to the correct funding source if I booked through Concur on-line booking tool or a World Travel agent?

    The person approving your flight, at the time of booking, fills out a form with the proper 26 digit funding code and emails it back to World Travel.  At that time, the code becomes part of your airfare record.  We use that information to allocate the charges each month to the correct School/Center.

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    How do get reimbursed for airfare when I have chosen to add another stop of a personal nature to my business trip?

    There is a “formula” –

    On the day of booking the airfare:

    1.       Print out itinerary with cost for LEAST logical airfare round trip

    2.       Print out airline itinerary booked, that includes the personal part of the trip with cost

    3.      The University will reimburse the lowest of the two costs.

    Both documents will be required as part of the expense report submittal, along with a comment describing the situation and the reimbursement request.

    Least logical is based on the business portion of the trip.  If an individual is going to a conference and needs to be there by noon and home two days later, you would search for flights that meet that criteria.  The lowest cost flight that would meet the criteria might involve two stops, but in this case, it is the least expensive.  Even if the individual normally only travels direct flights, that would not be taken into consideration.  It is the least expensive flight that meets the criteria.

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    My expense report was rejected.  How can I fix it without redoing it all?

    Log into Concur and select the Expense Tab

    • On the screen you should see a the rejected report with a top red banner.  Note: If the specific report is not visible, select Report Library on the top right side, and then select the report from the listing.
    • In the Status column, look for the one saying “Sent Back to Requestor”
    • The reason for rejection will appear in the box or in the comment field.  If the explanation is long, open the report, click Details and select Comments.  The entire explanation will be visible there.
    • Read the comment from the approver and fix the expense report accordingly.
    • Re-Submit the Report

    Fix a Rejected Expense Report - downloadable pdf

    How to fix a rejected Expense Report - Video


    What is the object code associated with an expense type in Concur?

    A matrix is available on the Office of the Comptrollers Accounting webpage under Concur Expense Type/Object Code Matrix.  Click HERE for access to the matrix.

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    As an individual traveler, am I eligible for tax exemption on purchases made while traveling in the United States for Penn?

    Generally, no.  Penn's sales tax exempiton is not transferrable to individuals.  In some cases where group travel is paid direction by Penn using a Purchase Order or Purchasing Card, Penn may be exempt from paying sales tax in certain states.  If you are organizing group travel and have questions about sales tax exemptions please contact Penn's Corporate Tax Office, www.finance.upenn.edu/comptroller/contacts/#Tax.

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    RECEIPTS and PRINTING

    What receipts are required?

    The University requires that travelers retain and submit any receipts that are $25 or more for reimbursement purposes.  Your specific school/center or grant may have stricter expense requirements.  Please contact your BA with questions on necessary receipts.

    An acceptable receipt is a document that contains:

    • transaction date
    • name of merchant
    • transaction details (what was purchased)
    • form of payment used
    • amount of purchase
    • indication that the amount was paid

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    I lost my receipt.  What do I do to get reimbursed?

     

    While in your expense report, select the Receipts button at the top of the screen.  Choose Missing Receipts Affidavit - it will appear near the bottom of the drop down.  Select the expense item by putting a check in the box.  SAVE.  A red X will appear on the line item expense.  This indicates that you must put a full explanation of the expense in the Comment box of the entry.  Once you have done that, the red exclamation point will disappear.  Note:  the Missing Receipts Affidavit is only available for transactions $25 or higher.  Also, only the individual requesting the reimbursement can access the Missing Receipts Affidavit for their expense report.  It is not visible to a delegate.  If you need a Missing Receipts Affidavit for an item less than $25 or if the item is part of an itemization, such as a meal listed as part of a hotel bill, you can use this link - Missing Receipts Affidavit - to obtain an electronic form.  Once it is filled out completely, signed and scanned, upload it to the receipts button located at the top of the expense report.

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    How do I print my expense report if needed?

    Most needs for printing an expense report have been eliminated.  However, if you do need a hard copy follow these steps:

    • Open the expense report in Concur
    • Click the Print button in the Concur tool bar (next to Receipts button)
    • Print Report

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    Do the receipts associated with an expense report print out automatically if I print the expense report?

    No, they do not print out with a copy of the expense report.

    To print your receipts that have been attached to an expense report do the following steps:

    • Open the expense report in Concur
    • Click the receipts tab in the top tool bar
    • Open the receipts in a new window
    • Right click on the receipts document and select print

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    TRAVEL ADVANCE

    I have a cash advance from before Concur Expense.  Do I apply it in Concur or do I submit a hard copy form?

    Any advances requested and dispensed through Concur Expense should be applied to a new expense report accompanied by all appropriate receipts following the trip in which the advance was used.

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    How do I request a Travel Advance?

    Travel Advances are requested and fulfilled through Concur Expense.  Click HERE to access the Instructional Guide.

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    How do I apply a Travel Advance to a Concur expense report?

    Click HERE for a 2-step instruction sheet on Applying an Advance to an Expense Report.

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    EXPENSE REIMBURSEMENT

    How long does it take to get my reimbursement?

    Once an expense report has moved through the approval process, it is released for payment on a nightly basis.  If you are Faculty/Staff/Post-Doc or are on Payroll in any capacity, deposit is made electronically into the same bank account in which you receive your payroll. If you are a Student (and not on Payroll), deposit is made electronically into the bank account in which you have entered on Penn InTouch.

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    Where can I see the status of my expense reimbursement?

    Log into Concur

    • Click the Expense tab. Click Report Library on the far right side.
    • Your reports and the status of each will be displayed
    • After the report has been approved, to determine the payment date, open the specific report, click Details, select Report Payments.

    See the status of an expense reimbursement - Video

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    Will my expense reimbursement show in "My Reimbursements" on the Penn Faculty & Staff page?

    No.  To determine the status of your expense reimbursement, log into Concur, click on the Expense tab.  Select Report Library on the far right side. Locate the Expense Report in question.  Look at the columns "Status" and "Payment Status".

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    APPROVING AN EXPENSE REPORT

    How do I know if there is an expense report needing my approval?

    There are two ways:

    • Outside Concur - You will receive an email notification that an expense report is waiting for your approval in Concur
    • Inside Concur
      • Anytime you log into Concur, on the My Concur page, there is an Approval Box on the home page that will list reports waiting for your approval.
      • You can select Approvals in the top tool bar.  A list will appear if any are needing your attention.

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    Is there a way to see who else is approving a specific expense report?

    While reviewing the expense report needing your approval, click on the Details tab in the tool bar. Select Approval Flow to see those that approved before you and any people that have been assigned to approve after you.  It should be noted that if you are the default reviewer, you will not be able to see the cost object approvers until after you approve and it enters that workflow.


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    Can I add another approver to the approval flow?

    Any approver can add another approver.  Select the Details tab, Approval Flow, and click the down arrow to the right of your name.  In the new "user-added approver" box, begin typing the name of the additional approver.  As they appear in the drop down, select them.  When you approve the expense report it will route to the additional approver.

    Note:  The person requesting the reimbursement cannot determine the approvers or approval flow.


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    BANKING INFORMATION

    Why did I receive an email about my banking information changing in Concur?  Why does it not match my bank account?

    Any time you make a change with payroll regarding your direct deposit account you will receive an email from Concur reflecting that change.  However, if you switch accounts there is a process payroll follows in verifying the new account in which two notifications may go to the user:

    • A paycard will be issued for the short lag time that occurs for a test transaction to flow between Penn payroll and your banking institution.
    • Email One:  This paycard number is sent to Concur in a nightly feed, and will cause an email notification to go to the user stating that their banking information has changed.  (This will not match your new direct deposit account number.)
    • Once the test transaction has been confirmed, your direct deposit change is activated, and Concur is updated again in a new nightly feed.
    • Email Two:  This change will also cause an email notification to go to the user stating that their banking information has changed.

    To verify your direct deposit account is correct, when you receive the second email, go into Concur, select your Profile, and look at Banking Information.

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    CONCUR MOBILE APP

    How do I set up the Concur Mobile app for creating expense reports or approving expense reports?

    The Concur Mobile App provides the flexibility of creating expense reports, approving expense reports and booking travel on your smart phone or mobile device.  Click HERE for the instructional guide on downloading and setting up the mobile application.

     

    HELP

    Is there a help phone or desk where I can get help with questions about Concur Expense?

    Yes.  A Help Desk is available to address problems or answer questions regarding the Concur Expense Reporting system.

    Contact our Expense team for help:

    • Phone Assistance:  Call 6-HELP or 215-746-4357 (press 3 for Concur Travel and Expense)
    • Email Assistance:  This e-mail address is being protected from spambots. You need JavaScript enabled to view it


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    What type of training materials are available?

    All of the training materials are easily accessed from the front page of Concur  under "Need Help With Your Expense Report?" and on the Training Manuals link. Instructional guides are available in two formats - downloadable pdfs with screen shots and step by step instructions and How-To Videos.

     

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