Overview

Travel Expense reports should be used to expense both Pre-Trip and Post Trip Expenses, Out-of-Pocket and Purchasing Card (p-card) charges after a trip has been completed. 

If you purchased travel for individuals other than yourself on a departmental p-card, those charges can be expensed on a P-card Report. 

Process

Step One: Log into Concur

Log into concur.charlotte.edu.

Step Two: Start a New Report 

Select +Create and start a Report. 

Step Three: Create New Report 

Select Create From an Approved Request.

All Travel Requests must be fully approved in Concur prior to traveling. The Travel and Expense Report must be created from that Travel Request. Once all required fields have been completed, select Create Report. 

Step Four: Review and Edit Expenses

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.  

Step Five: Add Additional Expenses

To add additional expenses, select Add Expense.

For p-card expenses and other out-of-pocket expenses created by an uploaded receipt:

1. Select from Available Expenses.

2. Select the expenses to be added to the Report.

3. Select Move, Add to Report.

4. Select anywhere on an expense line to edit that expense and add the required information marked by a Red Asterisk.

5. Add or upload receipts or required documentation.

6. Select Save Expense 

For other out-of-pocket expenses not previously added to the Travel Request

1. Select +Add Expense.

2. Select the relevant expense type from the list.

3. Complete the required fields noted by the red asterisk, including selecting the appropriate Payment Type.

4. Add or upload receipts or required documentation.

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

For other expenses paid by Direct Bill, a Sponsor or Departmental p-card not previously added to the Travel Request

1. Select +Add Expense.

2. Select the relevant expense type from the list.

3. Complete the required fields noted by the red asterisk, including selecting the appropriate Payment Type.

4. For expenses paid by a departmental p-card, add the Expense Report Number in the Comments field.
   

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

Step Six: Combine Expenses

For a p-card charge added to the report for which an expense from the Travel Request already was added, place a checkmark by both expenses and select Combine Expenses.

Step Seven: Change Fund Allocation  

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

Step Eight: Complete All Expenses

Repeat Step Five for all expenses until they are all completed. If any alerts remain at the top of the screen, select the banner to view the specific errors.  

Notes:

•  Alerts (orange triangle with white exclamation point) are there to make you aware of a possible issue and encourage you to double-check your work. They will not disappear even after your work has been reviewed. 

• Exceptions (red stop sign with white x) are errors that must be resolved before submission.  Once the issue is resolved, the exception will disappear.

Step Nine: Submit Report

1. Select Submit Report.

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

   1. The traveler will receive an email notification and can review and then Submit Report.

Additional Support

If you have questions or need further assistance, please refer to the Concur FAQs and Guidance or submit this request form.