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Concur Expense and Travel Services

Approver Guidance

Approving a Request 

As a request approver, you can review and approve a travel request before an employee incurs travel expenses. 

  • 1. Access Authorization Requests.

    From the SAP Concur homepage, click Authorization Requests in the Required Approvals pane.

  • 2. Open a Request.

    Click the Request Name for the request you want to view.

  • 3. Review Request Details. 

    Review the details of the Expected Expenses and any attached documents before approving the request.

  • 4. View Additional Request Information.

    Click the Request Details dropdown menu to review the Request Header and Timeline, Audit Trail and Allocation Summary.

  • 5. Send Request Back (If Needed).

    To send the request back to the employee, click the More Actions dropdown menu and select Send Back to Employee. You can select this option if the request does not follow company policy.

    When sending a request back to an employee, you must enter a comment explaining why the request is being returned.

  • 6. Approve the Request.

    If everything looks correct, click Approve to finalize.

Budget Approval Process

What is an Approver’s role?

  • 1. Login. 

    Log in to Concur using the SSO login.

  • 2. Access Required Approvals.

    The role of an Approver is to look at the expense lines that belong to them and approve only those lines. You are no longer responsible for checking if each line is an allowable charge; Concur is designed to read compliance charges.

    On the home screen, navigate to the Approvals tab on the top menu bar or click Required Approvals from the Quick Task section.

  • 3. Review Reports Needing Approval. 

    Reports that require your approval will be shown here. To view a report, click the Report Name.

  • 4. Review Report Totals and Icons. 

    Notice the totals at the bottom of the report and the three different categories. Cost Object Approved Amount shows the amount you are approving. The line items corresponding to this amount are marked by the icon next to the total; look for this icon to see the specific charges that need approval. If an expense was itemized, click the arrow next to the line item to expand the expense and view the icons.

    Note: This amount may or may not match the Total Amount of the entire report. If you do not see any cost object approver icons, click the divider between date and expense type and drag it to the right. This will allow all icons to be shown.

    You can click on any line item to open more details about the report, or hover over any icons to see more details. To see details about the Report Header, click the report’s title to open that screen.

  • 5. Approve or Add Final Approver. 

    You can click Approve to finish if you approve the charges that belong to your budget. You also have the option to add an extra approver to the workflow if needed.

    Note: This extra approver will be the final approver in the workflow.

Adding an Additional Review Step

  • 1. Open Required Approvals. 

    On the SAP Concur homepage, click Required Approvals.

  • 2. Open an Expense Report.

    From the Approvals pane, you can approve expense reports. However, we recommend opening the report to view the expense details before approving them. To open an expense report for review, click the Report Name.

  • 3. Review Expenses and Exceptions. 

    All your report expenses appear in the Expenses list. If the report contains any exceptions, they will be displayed in the Exceptions section.

  • 4. Click Approve and Forward. 

    After you have reviewed the report and are ready to approve it, click Approve and Forward.

  • 5. Add an Additional Approver. 

    On the Approve and Forward page, you search for and select an additional approver by entering their name in the User Added Approver field.

  • 6. Forward the Report. 

    After you select the additional approver, click Approve and Forward. The expense report has been forwarded to the additional Approver and will no longer appear on your list of reports to approve.

 

Note:

Adding an additional review step as an approver is the process to add additional review steps to an expense report.  

For example, you might need to forward the report to additional approvers if the expense report amount exceeds your approval limit or if the report contains allocations to a cost center that is not within your approval authorization.   

Before forwarding your report, please review it to ensure all the expenses are correct. 

Approving an Expense Report

  • 1. Open Required Approvals.

    On the SAP Concur homepage, click Required Approvals.

  • 2. Open an Expense Report.

    From the Approvals pane, you can approve expense reports. However, we recommend opening the report to view the expense details before approving them. To open an expense report for review, click the Report Name.

  • 3. Review Expenses and Exceptions.

    All your report expenses appear in the Expenses list. If the report contains any exceptions, they will be displayed in the Exceptions section.

  • 4. Approve the Expense Report.

    After reviewing expenses, receipts, and exceptions, click Approve to approve the expense report. After reviewing and approving an expense report, the report will no longer appear in your Reports Pending Your Approval list.

 

Note:

As an approver, you must review submitted expense reports and approve them for reimbursement. You can view reports or requests awaiting your approval on the SAP Concur homepage in the My Tasks section or from the Approvals tab.

Optional Workflow Addition (adds an extra approver to the workflow): 

Step 1. Click Details under the Report Header and then Approval Flow .

Step 2. The approval flow box opens, showing the current workflow approvers.  

To add an extra approver, click the blue plus sign and begin typing either the user’s name, email address, or employee ID. Once your desired choice pops up, click the name to apply that selection. 

Step 3. Once you’ve selected the name of the approver you want to add, click Approve.  

An electronic agreement will pop up; click Accept. 

How to Access Reports Approved in the Past 

Step 1. From the Approvals tab, click Reports. 

Step 2. Click View and select the time frame for the approvals you want to see. 

For questions regarding your role as Approver, contact your Business Office for more information. Questions regarding Concur can be directed to clemsontravel@clemson.edu, and helpful resources are located on our Travel & Expense Website. 

Rejecting an Expense Report

As an approver, you will review submitted expense reports, approve them for reimbursement, or send them back for corrections. All the report’s expenses appear in the Expenses list. If the report contains any exceptions, they will be displayed in the Exceptions section.

  • 1. Open Required Approvals.

    On the SAP Concur homepage, click Required Approvals.

  • 2. Open an Expense Report. 

    From the Approvals pane, you can approve expense reports. However, we recommend opening the report to view the expense details before approving them. To open an expense report for review, click the Report Name.

  • 3. Review Expenses and Exceptions.

    All your report expenses appear in the Expenses list. If the report contains any exceptions, they will be displayed in the Exceptions section.

  • 4. Send Report Back to Employee. 

    After reviewing expenses, to send back to an employee for corrections, click Send Back to User/Employee.

  • 5. Enter Comment and Confirm.

    Enter a comment explaining why you are returning the expense report, and then click OK. Once you return a report, it will no longer appear in your approvals list.