Enter Group Meals

You can submit reimbursement for group meals with less than or more than 10 attendees.

How to Enter Group Meals

First, you must create a new expense report. For detailed instructions, refer to the tip sheets Create a New Expense Report and Complete the Expense Report Header.

How to Enter a Group Meal With Less Than 10 Attendees

To submit reimbursement for a group meal with less than 10 attendees, select the expense type Group Meals/Entertainment <10 Attendees and complete the required fields in red (Figure 1).

Screenshot of Concur showing how to enter a group meal with less than 10 attendees.

Figure 1

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting for reimbursement.
  • For Attendees, you will see your name listed.
  • Click New Attendee to add the other meal attendees. You may also click Advanced Search or Favorites to select your recently used or favorite attendees.
  • In the Add Attendee window, complete the required fields in red (Figure 2):
Screenshot of Concur adding an attendee to a group meal with less than 10 attendees.

Figure 2

  • For Attendee Type, select from the dropdown menu.
  • For Last Name, enter the attendee’s last name.
  • For First Name, enter the attendee’s first name.
  • For Attendee Title, enter the attendee’s title.
  • When finished, click Save & Add Another to continue adding attendees, or click Save if all attendees have been added.
  • In the Attendees section, you will see the total meal Amount divided among all attendees (Figure 1).
    • This is a system calculation. Since you are entering the expense report, you are submitting the total meal amount for reimbursement.
  • Click the Attach Receipt button to attach your meal receipt and supporting documentation.
  • When finished, click Save.

How to Enter a Group Meal With More Than 10 Attendees

To submit reimbursement for a group meal with more than 10 attendees, select the expense type Group Meals/Entertainment +10 Attendees and complete the required fields in red (Figure 3):

Note: For group meals with more than 10 attendees, it is required to attach a list of all meal attendees as supporting documentation to your expense report.

Screenshot of Concur entering a group meal with more than 10 attendees.

Figure 3

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu.
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting for reimbursement.
  • For Attendees, click New Attendee. You may also click Advanced Search or Favorites to select your recently used or favorite attendee groups.
  • In the Add Attendee window, complete the required fields in red to enter a group or event name (Figure 4):
Screenshot of Concur adding a group name to a group meal with more than 10 attendees.

Figure 4

  • For Group/Event Name, enter a group or event name for the meal.
  • Click Save & Add Another to enter an additional group name, or click Save if all groups have been added.
  • In the Attendees section, you will see the group name added to the expense.
  • In the Attendee Count, enter the total number of meal attendees (Figure 3).
  • Click the Attach Receipt button to attach your receipt. It is also required to attach a list of all meal attendees when more than 10 people attended the meal.
  • When finished, click Save.