P-Card Goods & Services Expense Report (UI Upgrade)
A P-Card Goods/Services Expense Report will be required for any good and/or service purchases made on your P-Card. This Expense Report will serve the same purpose as the P-Card Reconciliation Packet.
These instructions will cover the full process of creating and submitting a P-Card Expense Report in the New User Interface.
To determine what is considered goods & services, please refer to the link below for more information.
Click on any of the links below to skip ahead to that section.
Table of Contents:
If you need assistance with logging into Concur, please go to Logging into Concur.
Creating P-Card Expense Report
Step 1: On the Concur Dashboard, click on Expense tab at the top.
Step 2: The screen will refresh to the Manage Expenses page, where you have the option to either Create New Report or Edit Expense Report.
Click on Create New Report.
Step 3: Select the policy.
Note: The Policy field defaults to State Travel.
Step 4: For P-Card Expense Report, click on the drop-down to select State P-Card as the policy.
Step 5a: The fields will update upon the policy selection.
Fill out the required fields (marked with the red asterisks *) and appropriate fields.
Step 5b: In the Report Name field, make sure to follow the appropriate naming convention as followed.
Example: [Month] [Year] P-Card
JUL 2018 P-Card
Step 5c: Leave Report Date as the date that you are creating the report.
Step 5d: In the Billing Period Start Date and Billing Period End Date, click on the calendar to select the appropriate dates of the Billing Cycle .
For a list of the Billing Period Start and End Date, go to the Billing Cycle Dates Handout.
Step 5e: Your Division field and Department ID field will auto-populate, based on CMS.
Note: If your Division or Department ID field is incorrect, please contact Payroll to make the corrections at email@example.com or 657-278-2521.
Step 5f: Select the Fund field that is appropriate with your department.
Note: You can either type in the name of the fund, or the code of the fund.
If you are not sure of the Fund code, ask your budget coordinator of the department.
Step 6: Class, Program, and Projects are optional fields that can be specified.
Step 7: After you fill out the required and appropriate fields, click on the Create Report button in the bottom-right corner.
Step 8: Your Expense Report has been successfully created.
You may add any expenses for the specified billing cycle into the report, or you may exit the report by clicking on the SAP Concur logo.
Adding Expenses to P-Card Expense Report
Step 1: On the Concur Dashboard, click on the Expense tab at the top.
Step 2: Next, click on View Transactions.
Step 3: The screen will refresh to show Company Card Charges.
Step 4a: If you have multiple P-Cards, verify you have the correct P-Card selected under Card Activity.
- Do not mix two different P-Cards in one Expense Report.
- Each P-Card will require an individual Expense Report.
Step 4b: Click on the Time Period drop-down to select your preferred search option.
Step 4c: Once you have filtered the transactions, select the appropriate expenses for P-Card Expense Report.
Note: A P-Card Expense Report should only include goods and services.
Any travel-related expenses will go on a Travel Expense Report.
Step 4d: In the Add Charges To drop-down, select the appropriate Expense Report.
You have the option to select the Expense Report you have already created, or you can select New Expense Report.
Step 5: After you've selected the expenses and the appropriate report, click on Add Selected button.
Step 6: The expenses you've checked have been moved to the Expense Report you've selected.
Edit/Review Expense Report
Step 1: On your Concur Dashboard, select the Expense tab.
Step 2: Select the Expense Report you would like to review or edit.
Note: You can still review an Expense Report that has been submitted.
Step 3: If you selected a Submitted Expense Report, you will be able to review the Report Summary.
To make any edits you will be required to select the Recall Report button.
Step 4: A confirmation message will pop up.
Select the Yes button.
Step 5: You will receive a message indicating the Expense Report has been recalled, i.e. Returned.
You can now edit the Expense Report as needed.
If you would like to use a checklist, please click on P-Card Goods and Services Expense Report Checklist.
Need more help?
Contact Concur Support at firstname.lastname@example.org or at 657-278-3600.