Administrative Systems (AFIT)Concur Travel Expense ReportP-Card Paid for/by Others Expense Report

P-Card Paid for/by Others Expense Report

These instructions will cover how to reconcile P-Card Transactions made by you for another traveler. A P-Card Travel Expense Report will be required if travel expenses are paid on your P-Card for other travelers.

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

Adding P-Card Transaction to a New Expense Report

Step 1: Click on the Expense tab to see your available expense reports.

Click on the Expense tab to view your p-card transactions.

Step 2: Click on View Transactions.

Click on View Transactions to view your expenses.

Step 3: From there, select each transaction you would like to add to your expense report by clicking in the checkbox(es).

Select the checkbox next to the expense you want to move to your report.

Step 4: After you have selected the expenses, change the Add Charges To drop-down and select New Expense Report.  

To create a new report, select New Expense Report from the Add Charges to drop-down list.

Step 5: Next, click on the Add Selected button. This will create the Report Header.

Click on the Add Selected button to create your report.

Filling out the Report Header

Step 1: In the Report Header in the Policy field, select State Travel.

Note: Fill in all required and appropriate fields in the expense report.

The policy in the Report Header should be State Travel.

Step 2: For the Report/Trip Name follow the naming convention listed below:

Example:

P-Card Travel [Month] [Year]

P-Card Travel JUL 2018

The report/trip name should be P-Card Travel Month and Year.

Step 3: In the Report/Trip Start Date and Report/Trip End Date fields, be sure to enter the billing cycle dates for the month of the transactions.

Refer to the Billing Cycle Dates for more information.

The report trip start date and end date need to match the billing cycle dates.

Step 4: For Start and End Time, put 8:00 AM to 5:00 PM.

The Start Time and End Time can be from eight AM to five PM.

Step 5: For Trip Type select based on type of travel that the traveler had.  

Select the appropriate option for trip type.

Step 6: For Main Destination City, list Fullerton, California.

List Fullerton, California as the main destination city.

Step 7: For Additional Cities Traveled To, list the cities and state that the traveler’s traveled to.

For additional cities traveled to, list the additional information.

Step 8: Next, click on the drop down for Report/Trip Purpose and select P-Card Paid Travel by/for Other(s).

Select P-Card Paid Travel by/for Others as the Report/Trip Purpose.

Step 9: In the Event Name/ Business Purpose, enter the following verbiage:

Reconciling P-Card expenses paid for other employee’s travel

Provide information in the Event Name/Business Purpose Field.

Step 10: At the bottom of the Report Header, you can select the Division, Department, Fund, Class or Programs.

The division, department, fund, class or programs will need to be filled out as appropriate.

Step 11: Once you have filled out all the required and appropriate fields in the Report header, click on the Create Report button.

Click on Create Report button when you are done.

Designating Each Expense to an Employee's Transaction

Step 1: From there, your Expense Report will be created listing each expense as line items.

Click on the expense you would like to designate to another person’s travel.

Your expense report will be listed and you can start editing the expense.

Step 2: On the left-hand side for each expense, enter the traveler’s Request ID in the Request ID field, and enter the traveler’s name in the Comment field.

If you have an approved Paper Travel Request, enter the Travel Document Number into the Comments field as well.

After you select the expense, enter in the Traveler's Request ID number.

Step 3: To upload your receipt, select the Attach Receipt Image to search for the traveler’s receipt.

Note: P-card transactions are required to have a receipt regardless of the dollar amount.  

Select Attach Receipt Image to attach your receipt.

Step 4: Click on the appropriate receipt for the expense.

From the Attach Receipt window, select the appropriate receipt.

Step 5: Next, click on the Attach button to attach the receipt.

Click on the Attach button once you found the receipt.

Step 6: Once you have filled in the all the required and appropriate fields, select the Save Expense button.

Select Save Expense button when you are done.

Step 7: Lastly, to submit the report, click on Submit Report button located in the top right corner.

Select Submit Report button when you are done adding your p-card transactions.

P-Card Travel Expense Report Checklist

If you would like to use a checklist, click on the P-Card Travel By/For Others Expense Report Checklist.

Need more help?

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