Travel Expense Report Guidance

• 1. Create a Travel Expense Report

  In Concur, navigate to the Expense and click Create Report. Complete all required fields in the report header and click Create Expense Report to continue.

• 2. Open the Travel Allowance Section

  Below the report header, click Travel Allowance and select Manage Travel Allowance to begin adding your itinerary.

• 3. Enter Your Travel Itinerary

  Click Create New Itinerary and begin entering your itinerary details:

  • Departure City, Date, and Time
  • Arrival City, Date, and Time

  Example: Departed Atlanta, GA on 5/15 at 9:00 a.m. → Arrived in Los Angeles, CA on 5/15 at 2:00 p.m.

• 4. Complete Itinerary Details

  Enter the departure and arrival information for your first and last days of travel. Concur will automatically fill in the in-between dates.

  For multi-city trips, continue adding each leg of your journey.

  Example: Atlanta → Los Angeles (5/15), Los Angeles → Anaheim (5/17), Anaheim → Atlanta (5/20)

• 5. Finalize Itinerary Assignment

  After adding all itinerary stops, click Next to review your entries. Then, click Next again to assign the itinerary to your report.

• 6. Review Meals and Create Expenses

  Review each travel day with its corresponding travel allowance amount.

  Check the boxes for any meals provided during travel—your daily allowance will automatically adjust. If no meals were provided, leave the checkboxes blank.

  When complete, click Create Expenses, and Concur will generate the expense lines.

  Helpful Tip: Travelers receive 75% of the maximum allowance on the first and last travel days. Meals should still be deducted if provided on those days.

• 1. Access Authorization Requests

  In Concur, click Authorization Requests to view your requests.

• 2. Select an Approved Request

  On the Manage Requests screen, locate and select the approved request you want to convert to an expense report.

• 3. Create an Expense Report from the Request

  With the approved request selected, click Create Expense Report in the upper right-hand corner.

• 4. Add Expenses to the Report (if needed)
  • If no expenses need to be added, click Submit Report.
  • If expenses need to be added, click Add Expense to continue.

  From here, you can either:

  • Select an Available Expense: Check the box next to the appropriate charge(s) and click Add to Report.
  • Or Create a New Expense: Click Create New Expense, choose the expense type, complete the required details, and click Save Expense.

  Note: If your new expense requires Itemizations, complete those after saving the expense.

  Once finished, click Submit Report to complete the process.

When is a Travel Expense Report used?

• 1. Start a Travel Report

  Log in to Concur using the SSO login.

  Click Expense in the top menu or click +New in the Quick Taskbar and select Start a Report.

  Then, click Create New Report to begin.

• 2. Choose Report Type & Complete Header

  Select Travel Report as the Report Type.

  If you have an approved request in Concur → Click Create From an Approved Request.

  If you do not have an approved request → Fill out all the required fields manually.

  Once complete, click Create Report.

  Note: All travel occurring after 7/1/2023 requires an approved Concur request before traveling.

  Travel arranged before that date may use manual entry.

• 3. Add Expenses to Your Report

  Click Add Expense to start adding expenses. You can:

  Select Available Expenses (e.g., CUP-card charges) → click Add to Report.

  Or Create New Expense → choose the expense type and begin filling out the required details.

  Helpful Link: Need help with per diem rates? [Click here for GSA per diem guidance.]

• 4. Complete Expense Details & Upload Receipts

  Click on any expense line to edit. Complete all required fields (marked with a red asterisk).

  For out-of-pocket expenses → Make sure the Payment Type is set to Employee Paid.

  To upload receipts → Click Upload Receipt to choose a file or complete a Missing Receipt Declaration if applicable.

  Note: For faster receipt management, reference the Working with Available Receipts training aid.

• 5. Handle Allocations (If Needed)

  If the expense needs to be split between multiple accounts, use the Allocate feature to distribute costs across different chart fields.

  Click Save Expense once all required fields, receipts, and allocations are complete.

• 6. Review Alerts & Submit the Report

  If alerts appear at the top of the screen, review and resolve them:

  Yellow Alerts → Suggestions or reminders (can be ignored if correct).

  Red Alerts → Must be resolved before submission.

  Even after fixing issues, alerts may remain visible—try to resubmit once you’ve corrected errors.

  When all expenses are complete and alerts addressed, click Submit Report.

  Need help? Contact your Business Office or visit our Travel and Expense Website for more resources.

• 1. Upload Receipts from Your Computer

  From the Concur homepage, click Expense in the top menu.

  Scroll down and click Upload Receipt Image. Choose the files you want to upload from your computer.

  Note: Uploaded receipts will appear in your Available Expenses as Pending Card Transactions until matched with a P-card charge.

  A Pending Card Transaction means Concur found a receipt without an associated Bank of America corporate card charge.

• 2. Email Receipts to Your Profile

  You can email or forward receipts to receipts@expenseit.com. Attach receipts or forward emails that include embedded receipts.

  Note: Before using this method, verify your email address with Concur to ensure proper receipt processing.

• 3. Upload Receipts Using the Concur Mobile App

  Download the SAP Concur Mobile App (iOS and Android).

  1. Open the app and click Sign In.
  2. Enter Clemson’s email domain and click Sign In.
  3. Select Sign in with Clemson University and authenticate with your Clemson credentials and Duo.

  On the app homepage, click ExpenseIt at the bottom center to open the camera. Take a picture of the receipt—it will automatically upload to your Available Receipts area in both the app and web browser.

Attaching Images to Individual Expenses Using Your Available Receipt Area

• 1. Attach Receipts to Individual Expenses

  After creating or opening your expense report, click on any expense line item to open its details.

  On the right-hand side, click Upload Receipt Image.

  You can:

  • Choose from the Available Receipts already uploaded to Concur
  • Upload a new receipt from your computer
  • Select Missing Receipt Declaration if you don’t have a receipt

  From this screen, you can also view or attach the receipt to the expense.

• 2. Detach Receipts from Individual Expenses

  To detach a receipt, open the expense report and click Manage Receipts > Manage Attachments below the report header.

  Click Delete to remove the receipt from the individual expense.

Deleting Images from Your Available Receipts Area

• 1. Access Available Expenses

  From the Concur homepage, click the Expense tab in the top menu bar.

  Scroll down to view your Available Expenses list.

• 2. Select Receipts to Delete

  You can only delete receipts marked as Pending Card Transaction.

  Check the box next to the receipt(s) you wish to delete.

• 3. Confirm Deletion

  Click Delete.

  When the confirmation message appears, click Yes to permanently delete the selected receipt(s).

Verifying Your Email Address

Adding Credit Card Transactions to a Report

• 1. Access Available Credit Card Transactions

  Click the Available Expenses quick task on the Concur homepage for fast access to unassigned credit card charges.

  On the Manage Expenses page, scroll down to view your Available Expenses.

• 2. Search for Specific Card Transactions

  Click View Transactions to open the Credit Card Charges page.

  Use the Card Activity dropdown to select a specific card and the Time Period dropdown to filter charges by date.

• 3. Add Transactions to a Report

  Select the expense(s) you want to add.

  Use the Add Charges To dropdown to select the appropriate report.

  Click Add Selected to move the charges into your expense report.

• 4. Review Expenses and Alerts

  Check for any alerts on the report before submission:

  • Yellow Alerts = Possible issue; submission allowed
  • Red Alerts = Must be resolved before submission

  Add any out-of-pocket expenses by clicking Add Expense, if needed.

• 5. Submit Your Report

  After reviewing and resolving alerts, click Submit Report to complete the process.

Entering Personal Car Mileage

• 1. Select Personal Car Mileage Expense

  After creating your expense report, click Add.

  Scroll through or search for Personal Car Mileage from the list of expense types.

• 2. Enter Trip Details in Mileage Calculator

  The mileage calculator will open automatically.

  Enter your departure address in Point A and your arrival address in Point B.

  Click Calculate Route to proceed.

• 3. Review and Adjust Mileage Route

  Concur will calculate the most economical route and mileage.

  • To return to your starting point, click Make Round Trip.
  • Add additional stops, if necessary.

  When finished, click Add Mileage to Expense.

• 4. Confirm Mileage Expense Creation

  Concur will automatically generate expense lines for your mileage reimbursement based on the calculated route.