Administrative Systems (AFIT)Concur Travel Expense ReportAllocating Expenses within an Expense Report

Allocating Expenses within an Expense Report

These instructions cover how to allocate expenses to a different Division, Department, Fund, Class, Program, or Project and how to split funds between multiple parties on an expense report.

  • If a different Division, Department, Fund, Class, Program, or Project will pay for all of the expenses, please refer to Report Header Allocations. 
  • If a different Division, Department, Fund, Class, Program, or Project will pay for a majority of the expenses, please refer to Allocating Multiple Expenses
  • If a different Division, Department, Fund, Class, Program, or Project will pay for some of the expenses, please refer to Allocating Individual Expenses.

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

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Report Header Allocations

If a different Division, Department, Fund, Class, or Program will be paying for all of the expenses, you can make the designation in the Report Header.

Step 1: From the Concur dashboard, click on Expense.

Concur portal. On the top, there is an expense tab. This tab is highlighted, and there is a green arrow pointing towards it.

Step 2: Click on the Expense Report that needs to be allocated to a different Division, Department, Fund, Class, or Program.

Manage Expenses page has been opened. The JUL 2018 San Diego, CA report is selected, and there is a green arrow pointing towards it.

Step 3: If a different Division, Department, Fund, Class, or Program will pay for all of the expenses on the expense report, you can make the designation in the Report Header or select the fund being used for a majority of the expenses.

Go to the Report Details dropdown and select Report Header.

Report Details tab. When clicked on, it creates a drop-down that lists out the report header, totals, timeline, audit trail, and linked add-ons. The report header is selected, and there is a green arrow pointing towards it.

Step 4: At the bottom of the Report Header, you can select the different Division, Department, Fund, Class, or Programs that you prefer.

The report header has been opened. On the bottom, there are options to select the division, department id, fund, class, programs, and imported request id. This bottom area is focused, and there is a green arrow pointing towards it.

Step 5: Once you have finished making the changes, select Save to have your expense report updated. 

If you need to add additional approvers, please refer to Additional Approvers.

On the lower right-hand corner of the Report header, there is a "save" button. This button is highlighted, and there is a green arrow pointing towards it.

Allocating Multiple Expenses

These steps will show how to allocate multiple expenses at the same time.

Step 1:  In the expense report, click on the checkbox next to the expenses that you want to allocate at the same time.

Both the lodging and airfare expenses are selected, and there is a green arrow pointing towards them.

Step 2: Once you have selected the expenses, click on the Allocate button.

With the lodging and airfare expenses still selected, the allocate button on the top right-hand corner is selected, and there is a green arrow pointing towards it.

Step 3: Click on the Add button.

In the allocations window, the add button is selected on the lower left-hand corner. There is a green arrow pointing towards it.

Step 4: A new window opens, select the New Allocation tab.

From there you will be able to change Division, Department, Fund, Class, Program, or Project.   

Under Add Allocation, the New Allocation tab is selected, and there is a green arrow pointing towards it.

Step 5: Click on the dropdown list and select the appropriate Division, Department, Fund, Class, Program, or Project. 

Under add allocation, the division field is clicked on. When clicked on, a drop down emerges and VP Administration & Finance is selected. There is a green arrow pointing towards the Division field.

Step 6: Click on Add to List.

On the lower right-hand corner, the Add to List button is selected.

Step 7: You have the option to allocate by a percentage or by an amount.

Click on Amount.

Under Allocate, the Amount tab is selected, and there is a green arrow pointing towards it.

Step 8: From there, you can edit the Amount by clicking in the field text box.

Within Allocations, the Percent field is selected, and 100 has been inputted.

Step 9: Once you have finished making the changes, select the Save button to have your expense report updated.  

Repeat Steps 1-8 to allocate other expenses.

If you need to add additional approvers, please refer to Additional Approvers.

Allocations window. On the lower right-hand corner, there is a save button. This button is highlighted, and there is a green arrow pointing towards it.

Allocating Individual Expenses

If a different Division, Department, Fund, Class, Program, or Project will partially cover the expenses, you can allocate those expenses to a different division, department, or fund.

Step 1: From the Expense Report, select the expense that will be allocated.  

The Lodging expense has been selected, and there is a green arrow pointing towards it.

Step 2: Select the Allocate button.  

The lodging expense is still selected, and there is a green arrow pointing now towards the allocate button on the top left-hand corner.

Step 3: Click on the Add button.

Under Allocate, the Add button is selected, and there is a green arrow pointing towards it.

Step 4: A new window will open, click on the New Allocation tab.

From there you will be able to change Division, Department, Fund, Class, Program, or Project.  

Under Add Allocation, the New Allocation tab is selected, and there is a green arrow pointing towards it.

Step 5: Click on the dropdown lists and select the appropriate Division, Department, Fund, Class, Program, or Project.  

For example, Accounts Payable was selected for the Department.

Under Add Allocation, the Department field has been clicked on, which created a drop-down.  Accounts Payable has been selected.

Step 6: If an expense is going to be split between two or more Division, Department, Fund, Class, Program, or Project click on the Add button.

There is an add button on the top left hand corner that is selected, with a green arrow pointing towards it.

Step 7: Click on either Percent or Amount to edit.  

Under Allocate, both the percent and amount fields are highlighted, and there is a green arrow pointing towards them.

Step 8: From there, you can edit the Amount or Percent by clicking in the field text box.

Within the Allocation, the Percent field is selected, and there is an allocation that has been split by 60 and 40 percent.

Step 9: Once you have finished making the changes, select Save to have your expense report updated. 

Repeat Steps 1-8 to allocate other expenses.

If you need to add additional approvers, please refer to Additional Approvers.

Under the allocations window, there are two options. These options are to save or cancel. The save button is highlighted, and there is a green arrow pointing towards it.

Additional Approvers

If additional approvers need to be added to the workflow, please follow these instructions.  

Step 1: Once you have finished allocating expenses, go to Report Details, select the Report Timeline to add additional approvers.

Under report details, a drop-down is displayed that shows the options to click on the report header, totals, timeline. audit trail, allocation summary, and linked add-ons. The Report Timeline

Step 2: From the Report Timeline window, you can add additional approvers who will be paying for the trip or individual expenses by clicking on the Edit button.

Under Report Timeline, the approval flow is shown. The option to Edit is selected, and there is a green arrow pointing towards it.

Step 3: A window will pop up to Edit Approval flow. When you have finished adding additional approvers, select Save button.

Under Edit approval flow, an approver was edited. On the lower right hand corner, the save option is selected, and there is a green arrow pointing towards it.

Step 4: When you are done filling out your expense report, select the Submit Report button.  

The More actions tab and Submit report button are in the field of view. The Submit Report button is selected, and there is a green arrow pointing towards it.

Refer to Adding Additional Approvers (UI Upgrade) Guide for more information.  

Expense Reports

 For information on how to fill out an expense report, refer to the following guides below:

Need more help?

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