Creating a Travel Expense Report

Travel Expense Reports must be used to submit all travel-related expenses, including Pre-Trip and Post Trip Expenses, out-of-pocket expenditures, and charges made using a Purchasing Card (P-card). 

Purchasing card (P-card) Expense Reports should be used to expense non-travel P-card charges or travel-related charges for anyone other than the holder of that P-card (often referred to as a Departmental P-Card). 

1. Log into Concur at concur.charlotte.edu

2. Select Authorization Requests.
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3. From the view dropdown menu select Approved. 
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4. Select the Approved Travel Request. 
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5. On the Approved Travel Request, select Create Expense Report. 
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6. The Expense Report is created and linked to the Travel Request. 
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7. Review and Edit Expenses
   Note: Expenses listed on the Travel Request will populate on the Expense Report and can then be revised, merged with a P-card transaction, or deleted. 

8. Add Additional Expenses 

   • To add additional expenses, select Add Expense. 

     For P-card expenses and out-of-pocket expenses
      
     • Select the Add Expense dropdown menu and select Available Expenses or select Create New Expense. 

     • Check the boxes for the expenses to be added to the Report.

     • Select Add to Report to move to the Expense Report. 

     • To select an expense, click on the Expense Type to edit that expense and add the required information noted by a Red Asterisk. 

     • Add or upload receipts or required documentation.

     • For expenses paid by Departmental P-Card, add that PCard Expense Report Number in the Comments field.

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     • Select Save Expense or if additional expenses are needed, select Save and Add Another. 

9. Combine Expenses 

   • For a P-card charge added to the report for which an expense from the Travel Request was already included, click the box for both expenses and select Combine Expenses. 
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10. Change the Fund Allocation 

    • To change or edit the funding allocation for any expense, refer to the How to Allocate Expenses guide. 
      

11. Complete all Expenses

    If any alerts remain at the top of the screen, select the dropdown arrow on the banner to view the specific errors. 
    
    Notes:

    •  Warnings are items to consider and review before Submitting. Some warnings may not disappear even after updating the report.  

    •  Errors something is incorrect and must be fixed before Submitting. Once the issue is resolved, the exception should disappear.

12. Select Submit Report. 

13. If a Delegate completes the report, select Ready for Review. 

    • The traveler will receive an email notification to review and then select Submit Report.