Convert an Approved Request to an Expense Report

Once your request for estimated expenses has been approved and you are ready to submit the actual expenses for reimbursement, you can convert the approved request to an expense report.

How to Convert an Approved Request to an Expense Report

1. Go to Manage Requests

  • Log in to Concur.
  • On the home page in Concur, click Requests in the top menu bar.
  • View the Reqeust Library to locate the approved request.

2. Convert Approved Request to an Expense Report

  • Once you locate your approved request, click on the approved request.
  • At the top right corner of the screen, click Create Expense Report to convert it to an expense report (Figure 1).
Zoom image: Figure 1 Once you locate your approved request, in the Action column click Expense to convert it to an expense report.

Figure 1

3. Complete Expense Report Header

  • You will be redirected to Manage Expenses screen.
  • An alert box will appear to let you know some fields are missing on the Report Header. (Not all fields are required in the Request Report Header, which is why you need to finish completing the Report Header now.)
  • Click on the arrow on the far right, then click the blue View button to take you to the Report Header (Figure 2).
Zoom image: Figure 2 You will be redirected to the Create a New Expense Report screen. Some fields on the report header will be prepopulated with information from your approved request. Complete all fields in red and make any updates for the actual expenses.

Figure 2

  • Complete the Report Header.  For more information, refer to the tip sheet Complete the Expense Report Header.
  • At the bottom of the Report Header, there is a question – Is this a Travel Reimbursement.  (Figure 3).
Zoom image: Figure 3 In the pop-up window asking Is this a travel reimbursement? , click Yes or No.

Figure 3

  • Click No for non-travel reimbursements.
    • Select “NO” if you are submitting a non-travel expense report, using receipts for your meal reimbursements, or if this is a one day trip and no lodging is involved.
  • Click Yes for travel reimbursements.
    • Select “Yes” if you are planning on asking for meal per diems. You will need to create a travel itinerary in order for Concur to calculate the meal per diem for the location you are lodging. You need to enter the date you departed along with the date that you returned.

4. Continue Creating Expense Report

  • Continue creating a travel or non-travel expense report.
    • You will need to add your expenses and attach your receipts and supporting documentation.
    • For more information, refer to the tip sheet Create a New Expense Report.