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

P-Card Paid for/by Others Expense Report (New Process)

These instructions will cover how to reconcile a group registration P-Card transaction made by you for a group of travelers. A P-Card Travel Expense Report will be required if a group registration or recruitment expenses were paid on your P-Card for other travelers.

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

Adding Group Registration to a New Expense Report

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

Home page view. There is a green highlighted box around the Expense tab.

Step 2: Click on View Transactions.

There is a green highlighted box around the View Transactions tab.

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

The transactions are visible. There is a green highlighted box around the checkbox and details.
The transactions are visible. There is a green highlighted box around the checked checkbox.

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

The Add Charges To drop-down menu is selected. There is a green highlighted box around the option New Expense Report.

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

A green highlighted box around the Add Selected button. Green highlited arrow pointing towards the Add Selected button.

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 Report/Trip End Date should be inputted.

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

The Start Time should be 8:00 AM. The End Time should be 5:00 PM

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

The Trip Type selected should be Out-of-State.

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 travelers traveled to.

Add the cities that the travelers traveled to in the Add'l Cities/States or Cities/Countries Travele To

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 Other(s) for the Report/Trip Purpose. There is a green highlighted box around P-Card Paid Travel by/for Other(s)

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

Reconciling group registration expense for _________

In the Event Name/Business Purpose field input Reconciling group registration expense for and the event name.

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

Select the correct Division, Department, Fund, Class, or Program.

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

Click the Create Report button. There is a green highlighted box around the Create Report button.

Matching a Group Registration Expense to Each Traveler

Step 1: From there, your Expense Report will list the group registration as a line item.

Click on the group registration expense that you would like to match to the group of travelers involved.

The group registration line expense is displayed. There is a green highlighted box around the line item.

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

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

Note: All travel requests have to be approved before Travel Operations reviews the expense report.

In the Comment field, input the travelers name, Request ID's, and amount allocated per traveler.

Step 3: To upload your receipt, select the Attach Receipt Image to search for the group registration receipt.

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

Attach corresponding receipt. There is a green highlighted box around the Attach Receipt field.

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

Select and attach the appropriate receipt.
From the Attach Receipt window, select the appropriate receipt.

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

Select Attach under the appropriate reciept. There is a green highlighted box around the Attach button.

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

The Report Header view is displayed. There is a green highlighted box and arrow indicating to select the Save Expense button.

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

There is a green highlighted box and arrow indicating to click on the Submit Report button.

Helpful Checklists

If you would like to use a checklist please, click on the following (as applicable):

Group Registration Expense Report Checklist

Recruitment Expense Report Checklist

Need more help?

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