This software is used in the UK for individuals to capture and approve expense claims. The software is managed by the Finance team based at Bar Hill. We provide help here, to keep you working effectively.
Registration
If you need to create expenses or to approve expenses for others, then you will need an account. The Finance team can create this for you and you will then receive a message indicating that your account is ready.
Logging into Concur
Making a Claim
Click Start A Claim and name the claim (e.g. France Trip)
The click next which will take you into the new claim screen
Select the expense type you want from the right-hand side of the screen (e.g. train)
Enter the details required on the right-hand side these are marked with a red marker.
When selecting receipt status Tax Receipt = UK VAT Receipt, No Receipt = No Receipt and you should leave a comment and Receipt = A receipt which does not have UK VAT on it (E.g. Food when abroad)
Once you are happy with the fields click the blue save button on the bottom right of the screen.
As shown below, the yellow icon (circled in blue) shows that the expense does not have a receipt attached to it. In order to attach the receipt we need to click on the yellow icon and then click attach receipt which appears in the bottom right of the screen.
Once you click Attach Receipt the following screen is shown:
This gives the option to select from 2 locations. Clicking ‘Browse…’ will enable you to attach a photo in a similar way that you attach a file to an email. Alternatively if you have taken photos using the SAP Concur App they will appear in the Available Receipt section from which you select the correct receipt and then click attach.
The line in the claim will now have a receipt attached to it and turn blue like shown below
If you are making a cash claim you now move onto the next item by clicking ‘New Expense’.
Hotels
Hotels create a slightly different challenge in Concur so this little section explains how to input them
Select Hotel (3 different types dependent on locations either Hotel London, Hotel Non-London or Hotel Overseas)
Once selected entered the total amount of the hotel bill (you may need to change the currency in the right hand window) and then in the bottom right click the ‘Save and Itemise’ button
This will take you into the next screen:
In this screen enter a check in date and a check out date (SAP Concur will calculate the number of nights for you)
Next enter the Room Rate. As Domino cannot claim foreign taxes it is best to enter the full room rate including taxes.
If the Room rate varies from night to night add the total cost of accommodation and divide it by number of nights stayed (e.g. Mon cost €100, Tues Cost €115.01 then enter (100+115.01/2)=€107.50.
Note that you always round down!
Then click save itemisations. SAP Concur will then tell you that you have not allocated the full amount of the bill and let you choose category(ies) to enter for the remainder of the bill. In the above example we have allocated €215 of the €230 bill so we need to allocate the remaining €15.
You now simply choose the categories from the Expense type drop down and enter the amount spent. If as in the above example you have a rounder (€0.01) just put it to Miscellaneous
If you have any issues or require access to the Travel Wizard feature in Concur, please contact Rachel Johnson (Accounts Payable) for further assistance. She will be able to update your Concur permissions so that you have access to the travel module.