Defining P-card Expenses

These instructions cover how to define your expenses and itemize them on your P-Card Expense Report.

Click on any of the links below to skip ahead to that section.

Table of Contents:

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Defining Expense Types

Step 1: Under Alerts, all exceptions will be listed.

Every expense must have a defined Expense Type.

All expenses will have alerts associated with them.

Step 2: Click on each line item to define the expense type.

To define your expense type, you will need to select the expense.

Step 3: Your page will refresh and you will see the details of your expense.

The page will refresh and you will see the expense details.

Step 4: Select the appropriate expense category for that expense.

Note: Make sure to scroll down to see all expense categories.

The drop-down list will provide a list of expense categories.

For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at ebusiness@fullerton.edu.

Step 5: Once you have selected your Expense Type, fill in the other fields, as appropriate.

Click on the Save Expense button when you are finished.

After you selected your expense type, fill out the appropriate information.

Step 6: To itemize your expense click on the Itemizations tab.

Click on the itemizations tab to itemize your expense.

Itemizing Expenses

All P-Card transactions in a P-Card Expense Report are required to be itemized.

Step 1: Select the Create Itemization button in your selected expense.

Select the Create Itemization button to itemize your expense.

Step 2: The screen will refresh. You will see the tab New Itemization.

In the Expense Type field, select the drop-down.

Under New Itemization, select the drop-down to find your expense type.

Step 3: Select the appropriate Expense Type category for that expense.

Note: Make sure to scroll down to see all expense categories.

You will see a list of the expense categories.

For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at ebusiness@fullerton.edu.

Step 4: After you have selected the Expense Type, new fields will appear.

Fill out the required fields (designated by the red asterisks *) and the appropriate fields.

Fill out the appropriate information in the itemization.

Step 5a: Your Transaction Date field will be automatically filled in, based on the date of your transaction.

The transaction date field will be automatically filled in.

Step 5b: The Business Purpose is an optional field to fill in for notes or comments that you want to upload into OBIEE.

Note: There is a 64 character limit for adding text to the field.

If you want information to be listed in OBIEE, fill out the Business Purpose.

Step 5c: Depending on what Expense Type is selected, there may be different required fields, such as Q#, IT Authorization #, etc. Fill in as appropriate.

Depending on your expense, you may be required to fill out the Q number or IT Authorization number.

If you have any questions regarding the Q# or IT Authorization #, contact Contracts and Procurement at ebusiness@fullerton.edu.

Step 5d: Confirm the amount by typing the dollar amount in the Transaction Amount field.

In the Transaction Amount field, confirm the amount.

Step 5e: After you fill out all required and appropriate fields, select the Save Itemization button.

Note: If you need to allocate an expense, refer to the Allocating Expenses Expense Instructions for more information.

Select Save Itemization button when you are finished filling out the fields.

Step 6: After you Save, your itemized expenses will show under the expense.

Your itemized expenses will be listed after you save your itemization.

Step 7: To upload your receipt, select the Attach Receipt Image to search for your receipt.

Select Attach Receipt Image to upload your receipt.

Step 8: If you need to add additional receipts or documentation, select the Append button in the bottom right-hand corner.

Select the Append button if you need to attach additional documentation.

Step 9: Once you have finished clearing your alerts, select the Save Expense button to return to your expense report to itemize your other expenses.

Note: If you have more than one expense that requires itemization, repeat Itemizing Expenses.

Itemize other expenses until the red exception icon disappears.

Select the Save Expense button when you are finished clearing your alerts.

For information regarding allocating expenses, please refer to the Allocating Expenses for more information.

Need more help?

Contact Concur Support at concur@fullerton.edu or at 657-278-3600.