Frequently Asked Questions
Provided you have set up your Concur profile, you can flag your travel as business travel when booking the trip. The information will interface directly to Concur if it is one of the preferred vendors. Otherwise, you can email the receipts to receipts@expenseit.com(link sends e-mail) with your Duke email address in the subject line.
What happens if I take a picture of the receipt and an E-receipt comes through for the same receipt?
You can delete the receipt for which you took the picture. E-receipts cannot be deleted.
Ask the traveler/cardholder to place the itemized receipt beside of the credit card receipt with the tip and take a picture using the Concur App and upload the receipts. The Concur Expense module consolidates the information and extracts the highest dollar amount which includes the receipt. If the traveler/cardholder does not have the Concur App, he/she can take a photo and email the receipts to the receipts@expenseit.com with the cardholder email address in the subject line. If preferred the traveler/cardholder can email the receipts to initiator/expense delegate.
No, receipts can be sent from any email account as long as that email address has been verified in your Concur profile. Concur uses the sent from address to link receipts to the appropriate cardholder account. You may add and verify multiple email addresses to your profile.
**Please note, if you have more than one Duke email address (ie; due to a name change); the email address that has to be verified in Concur is the email address showing in the 'From' header of your email.**
The dinner receipt should be linked to the transaction for the applicable cardholdeer. The list of attendees is included when recording the business purpose.
Yes, you can name the PDF when it is saved to your computer. The name of the PDF will display in Concur when the receipt is uploaded.
You can log into Concur through the Duke@work portal. You may also login via the link in the top right hand corner of this website.
No, Concur is a travel and expense management tool used to book travel and clear corporate card and out of pocket expenses. There is no change to how AP Check Requests and Buy@duke carts are processed.
Yes, the report will be distributed to the Business managers.
No, you are set up by default. No travel arranger is needed in this case.
No, you can scan the receipts and email the scanned documents to the receipts@expenseit.com with the cardholder email address in the subject line in order to leverage the Optical Character Recognition (OCR) to minimize data entry in the tool.
Yes, all email addresses that may be used to email receipts to receipts@expenseit.com(link sends e-mail) should be added and verified in your Concur profile. Concur uses the sent from email address to link receipts to the appropriate cardholder account.
The following browers and associated operating systems are supported by Concur
| Browser | Desktop Operating System |
|---|---|
| Firefox 72.0** 71.0** 70.0** |
Windows 10, Windows 8.1, Mac OS X 10.4 or later |
| Google Chrome 80.0** 79.0** 78.0** | Windows 10, Windows 8.1, Mac OS X 10.x or later |
| Microsoft Edge 44** 42** | Windows 10 |
| Internet Explorer 11.0*** | Windows 10, Windows 8.1, Windows 8 |
| Safari 13** 12.0** 11.0** | Mac OS X version 10.14 or later |
* Other browser and operating system combinations may work with Concur Travel & Expense service - Concur Technologies is able to provide support only for the combinations listed above.
** These browsers are not supported under Cognos (Cognos is the underlying application for Analysis/Inelligence, which is not available to Travel-only clients).
*** Business Intelligence (IBM Cognos 10.2.1) is supported for Internet Explorer 10 and 11 in Compatiablility Mode.
Yes, someone could be both an Expense Delegate and a Travel Arranger.
A traveler’s Global Entry Number should be populated in the TSA PreCheck box on the traveler’s profile. Global Entry travelers are automatically qualified for TSA PreCheck (the reverse is not true), therefore, the Global Entry Number should be populated if the traveler has both a TSA PreCheck number and a Global Entry Number.
The Primary Approver must grant their Approver Delegate access to email notifications. Access is granted in Profile Settings, under the Expense Delegates Tab, by checking the box “Receives Approval Emails” for the Approver Delegate.
No, personal travel should be booked outside of the Concur tool. This is important to ensure that E-receipts for your personal travel are not interfaced to the Duke Concur tool.
The preferred method is a phone call. Recording comments in the travel agent field of the booking tool results in a higher fee.
No, you are set up by default. No travel arranger is needed in this case.
Since E-receipt functionality links travel booked in Concur with corporate card charges, travel for someone who does not have a corporate card should be booked outside of Concur Travel. Once travel is arranged, receipts should be submitted to the expense delegate to clear in the Concur Expense tool.
Yes, you can enable trips to autopopulate to an Outlook Calendar. The setting must be enabled in the web version of Outlook. See instructions for Autopopulating Trips to Outlook Calendar.
You can use the begin and end dates of the mileage period. Departments that have employees with extensive mileage logs may elect to submit expense reports two times per month.
After the Expense Delegate creates the expense report and clicks the Notify button, the employee who they are acting as a delegate for will receive an email notification. The expense report will also appear in the Expense Module in Concur and under Expense It if the employee is using the mobile app.
Any expenses currently in the SAP module must be cleared using the same SAP module. A cutover date will be provided to your department so that you are aware when Concur is implemented for your area.
Yes, receipts will be available through the FI line item text in SAP.
If you receive an Invalid Value message for a cost object that you know is valid, click on the drop down menu in the Cost Cener/WBSE/IO field to verify the "Search By" criteria. If you are entering a numberic value for the cost object, the radio button "Code" should be selected. If you are entering the name of the cost object, then select "Text".
Lodging tax will automatically be itemized when expenses related to lodging enter Concur (using optical character recognition-OCR) via an e-receipt or Expense It in the Concur mobile app . When this occurs, users are encouraged to review the itemization, but no additional action is necessary – it can stay itemized. Additionally, the itemization for lodging tax should not be changed to NC sales tax. (The only type of tax that should be itemized is NC state sales tax using the appropriate GL account. Room taxes and other city/state taxes are not required to be itemized and can be included with the lodging expense type.)
Approvers will receive an email notification and will need to log in to Concur to approve the expense report. Approvers also have the option of using the Concur mobile app to approve expense reports. Please see the Approving An Expense Report Quick Reference Guide (QRG) for details.
Users with access to financial reports in Duke@Work can run the Workflow Status Report to determine where the workflow is currently. The report can be found by logging in to Duke@Work, selecting the Finance tab and then selecting the Financial Reports tab.
The Approval Flow can also be located within an expense report by following the path Details/Approval Flow. More details here
Yes, the report will be distributed to the Business managers.
This is for anyone using Concur for creating expense reports, whether they’re corporate cards or reimbursements. Business managers may also want to be aware of changes.
Concur approvals will remain in Concur.
Guides, FAQ’s, and other resources are being updated to reflect the new interface where relevant. Visit the Concur website at concur.duke.edu.
Yes. There will be no loss of historical information or data when the update occurs.
The process around receipts and what is required is not changing.
Yes, they can do that. If employees need to add the receipt, they can do so. If this expense delegate usually does it for the employee, we want to make sure the employees knows they will be responsible for adding the receipt to the report.
Please reach out to ET&R to discuss what type of report you are looking to view in Concur.
Nothing has changed with receipt requirements. Please view the Submitting Receipts QRG on the Concur website.
If you could send an example for us to review that would be helpful. There could be something different about the receipt that did not pair that caused the system to not recognize and match to the corporate card charge.
This is standard in Concur and not configurable.
Yes. Nothing has changed with this section.
I am not aware of a way to mass upload a group of receipts.
Yes, the allocate and itemization functionality is still available in the new user interface.
The electronic Missing Receipt Affidavit (now called Missing Receipt Declaration in new UI) is available in Concur and should be used when a receipt is lost or cannot be obtained from the vendor. Users should no longer use the paper missing receipt form.
Itemization is available for certain expense types and can be used when available.
There is no Duke requirement to itemize the lodging cost per night.
Yes, you can still allocate by percentage and amount.
A charge can be allocated and itemized. Please view the How to Allocate an Expense and the How to Itemize an Expense Quick Reference Guides located on the Concur website at concur.duke.edu.
Duke policy states that you have to provide individual names if the group is less than 10 people. You can either add attendees individually or you can create a group and make that group a favorite. You would then be able to add that favorite group, which would include the individual names, each time you created a report.
Yes, and you have to attach it and confirm it otherwise there is a hard stop.
Employees receive an email when changes are made to their expense report. When the expense report is recalled, the action generates a change in status and the employee receives an email.
No. Concur does not consider “not ready for review” a change in status; therefore, the employee does not receive an email.
In the audit trail is where you can forward the expense report to an additional approver.
Cardholders will not be able to change their workflow approvers when submitting reports. Workflow approvers will continue to be maintained centrally by department business managers/administrators.
Yes, you can include receipts for multiple trips in one travel report. Information specific to each trip can be included for each expense.
Concur recommends limiting expense reports to less than 100 individual expenses per report. Expense reports that exceed this limit can cause problems during workflow routing as audit rules are applied to reports. Additionally, large reports may become challenging for approvers to thoroughly review. The system does not allow you to import more than 60 expenses from the Available Expenses list at a time.
We are working with Concur to introduce email reminders for approvers. Communication will be sent from ET&R in advance of any roll out.
Training resources are available under the Training tab on the Concur website at concur.duke.edu.
When expenses are split coded, all funding approvers receive workflow to approve charges on their cost objects. The amount each approver is responsible to approve will be noted in the report.
Reconciliation is based on your management center. The School of Medicine/Nursing uses FAM as its reconciliation methodology. In FAM, WBSEs must be reconciled monthly and cost centers must be reconciled at least quarterly (business units may require a more frequency reconciliation). CAMC, PAMC and the Health system require monthly reconciliation. Clearing expense reports should happen in conjunction with completing travel for a trip expense or at least on a monthly basis for non-travel expense reports. Corporate card transactions are considered untimely if they are not processed in alignment with the Untimely Posting Schedule.