Create a New Expense Report

Create a new expense report to submit your business travel or non-travel expenses for reimbursement.

How to Create a New Expense Report

1. Create a New Expense Report

  • Log in to Concur.
  • Before starting the expense report, upload all receipt and supporting documentation images to the system.
  • On the home page, there are two ways to start a new expense report (Figure 1):
  1. In the top menu bar, click Expense, then click Create New Report.
  2. In the Quick Task bar click New, then click Start a Report.
Zoom image: Figure 1 To create a new expense report, on the home page click Expense in the top menu bar, or click New then click Start a Report.

Figure 1

2. Complete the Expense Report Header

  • Complete the required fields in red.
  • For more information, refer to the tip sheet Complete the Expense Report Header
  • When finished, click Next.
  • In the pop-up window asking Is this a travel reimbursement?:
    • Click No for non-travel reimbursements.
    • Click Yes for travel or mileage reimbursements.

3. For Travel Reimbursements, Create New Itinerary

If the report is a travel reimbursement, on the Create New Itinerary screen complete the required fields in red (Figure 2):

Zoom image: Figure 2 If the report is a travel reimbursement, on the Create New Itinerary screen complete the required fields in red.

Figure 2

  • Itinerary Name — this is the same as the Report Name, but you can change it for your itinerary.
  • Selection — choose Per Diem or Actuals depending on the meals you’re requesting for reimbursement.
  • New Itinerary Stop — enter your travel itinerary.
    • First, enter the departing leg of your trip. 
      • Enter the Departure CityDate and Time, and the Arrival CityDate and Time on the same day. Click Save.
    • Next, enter the returning leg of your trip. 
      • Enter the Departure CityDate and Time, and the Arrival CityDate and Time on the same day. Click Save.
  • Repeat as needed to record all legs of your trip.
  • When finished, click Next.
  • On the Available Itineraries screen, review the itinerary you created, then click Next (Figure 3).
Zoom image: Figure 3 On the Available Itineraries screen, review the itinerary you created, then click Next.

Figure 3

  • On the Expenses and Adjustments screen, if you chose Per Diem as the meal selection, review the meals you wish to submit for reimbursement (Figure 4).
Zoom image: Figure 4 On the Expenses and Adjustments screen, if you chose Per Diem as the meal selection, review the meals you wish to submit for reimbursement and click the checkboxes to exclude meals.

Figure 4

  • Click the checkboxes to exclude meals from reimbursement following the 7:00 a.m. to 7:00 p.m. travel guideline, and to exclude meals that were provided.
  • The Allowance will recalculate based on the meals you excluded.
  • When finished, click Create Expenses.
  • If you chose Per Diem as the meal selection, the meals you claimed will appear on your report as Daily Meal Allowances.

4. Add Expenses to Report

  • For both travel and non-travel reimbursements, add your expenses to the report.
    • Click New Expense. Search and select the appropriate expense types (Figure 5).
Zoom image: Figure 5 For both travel and non-travel expense reimbursements, click New Expense to add your expenses to the report.

Figure 5

  • For each expense, complete the required fields in red and attach the required receipts. Also be sure to attach supporting documentation.
  • After entering all expenses, view any exceptions that indicate errors on the report and correct them.
  • When finished, at the top of the report click Submit Report.