Concur FAQs

What do I do if the “Account” (expense type) is not listed in Concur?
Please choose the most appropriate Account from those listed.  If this is a regular reoccurring expense that must be designated separately, contact your budget manager with this information.  If they feel it warrants an addition to the listing then it will be forwarded to Purchase Card Services.

Why don’t the expenses under $25 show up on my fax coversheet?
USF’s policy requires all itemized receipts for purchases of $25 and greater.  However, we would encourage you to send all the receipts.

Can I receive e-mail reminders from the Concur Expense Service?
Yes, you choose which e-mails you want to receive by selecting “My Info” then “Expense Preferences.”

What if I have expenses for a grant (Funds starting with “4”)?

1. Get trained in the Concur Expense Service.
2. Work with the Grants Accountant in Business and Finance to talk about specific grant requirements
3. Once Purchase Card Services receives approval from the Grants Accountant this budget number can be added to your Concur account for any new reports from then forward.  Please do not create an expense report for a grant charge if you have not completed the steps above and received confirmation the grant has been added to Concur.

How long does it take to get reimbursed for an out of pocket expense?
It takes 3-5 business days to process a complete expense report (longer if information is missing) AND if you have direct deposit with the Disbursements Department it can take 3-5 business days (depending on your bank) to post the funds in your bank account.  Alternatively, a physical check will be mailed to your home address after at least ten business days.

Can Cash Advances be direct deposited into my bank account? 
Yes, if you sign up with the Disbursements Department. 

How do I get cash?
If you request a cash advance, you indicate the dates and business purpose for the advance along with a note: “Cash Pick Up Required.”  The Cashier will phone you within three to five business days of the cash advance being approved for you to come to LMN 3rd floor to pick up the cash.  NOTE: If you have specific denominations required, please specify in the cash advance request.

What does “Extracted for Payment” mean?
This means the expense report has been approved by Accounting and the payment record is with the Disbursements Department (if reimbursement is appropriate).  Payment will be made by direct deposit or by physical check.

What do I do if I accidentally made a personal purchase on my University purchase card?
Remembering it is against purchase card policy to do so and after vowing to not do it again… you click the box “personal (do not reimburse)”, then cut a check to USF and deliver it to Dennis Miller LMN 3rd floor with a comment about the personal purchase.

What are some of the advance features of Concur?

I. Break out (itemize) a charge into parts (e.g. deem a part as personal) You must break out all hotel expenses other than room and taxes.

1. On the Expense List page, click Itemize for the expense you want to itemize. The Add Itemization page appears.
   Note: To itemize an expense while adding or editing the expense, click Itemize at the bottom of the Add Expense or Edit Expense page.
2. Select the expense type and click Continue.
3. Complete the required and optional fields as usual.
4. For each expense that is personal and should not be reimbursed by your company, select the Personal Expense (do not reimburse) check box.
5. When done, click Add Another Itemization.
6. Follow these steps until the expense is fully itemized. The amount in the Amount Remaining field will be zero when all expenses are itemized.
7. When done, click Save & Go to Itemization List. The Itemization List page appears.
8. On the Itemization List page, review the information for accuracy and click Done. The Expense List page appears.

II. Charge (allocate) an item to multiple organizations

1. When you add or edit an expense that requires allocations, click the Allocations link.
2.   In the Allocation Code area of the page, make sure the Organization listed is accurate.

• If correct, use the helper search box to type in the program.  Select the correct program.  To search for all available, type enter * in the helper search box. 
• If you want to change the Organization, click in the charging organization box and use the helper search box to type in the organization.
  To search for all available, type * in the helper search box. 

3. When done with the first allocation, click Add to Allocation List. The allocation information appears in the Allocation List area of the page. In the Allocation List area, select either Percent or Amount. The allocations will now appear as percentages or amounts.

4. Complete the remaining allocations the same way.
5. Click OK.

III. Scan Receipts (upload the images)

1. On the Expense List for report page, click Attach Receipt Images. The Attach Files dialog box appears.
2. Click Browse and navigate to the folder with your image and select the file.
3. Select file and Click Attach.
4. Repeat steps 2 and 3 until all files you want to upload are listed - the limit is 10 then click Done.

You may view your receipt images after a short period of time by clicking the View Receipts link associated with your expense report.  NOTE: If you do not view receipts you may get a warning message that you must fax/scan receipts before submitting report.

IV. Associate my cash advance to my expense report

1. From the Expense List page in your expense report, click Cash Advances on the top of the page.
2. Click Associate Available Cash Advances. The Select Cash Advances page appears. Any outstanding approved and issued cash advances appear on this page.
3. Select the check box beside the cash advance you want to use, and then click OK. The Cash Advances Used page appears.
4. Click Done. The amount will be deducted from the report.

Please note: If your cash advance is greater than the expenses you incurred you will be required to return the remainder to USF and do the following:

• You will need to select the expense type add a cash advance return from the expense type helper so it accounts for all cash advances given.
• To reimburse the University, you can provide a check and send it to Business and Finance Concur Cash Advance Return
• LMN 3rd Floor