Importing Attendees to an Expense Report

Overview

Certain expenses, such as business meals and entertainment, require you to add attendees to the expense. An Attendees link will appear on the details tab if attendees are required. 

Faculty and staff can not be imported via the template, as they are already in the system. They must be added individually. Once added, you can select them and create a group for future use.

Process

Step One: Log into Concur

  1. Access Concur at concur.charlotte.edu.

Step Two: Select the Expense

  1. Select the expense that requires attendees to be added.

Step Three: Select and Add Attendees 

  1. Select Attendees.

  2. Select Add.

Step Four: Import Attendees

  1. Select the Import Attendees tab.

Step Five: Download the Import Template

  1. Select Download the Template (an Excel file).

You do not need to download the template each time if you already have it saved.   

Step Six: Enter Attendees in the Template

  1. Open the downloaded template from your web browser.

  2. Complete the required fields: 

    1. Attendee Type

    2. Last Name

    3. First Name

Optional fields: Affiliation Title, Institution/Practice and Company are optional.    

Step Seven: Save the Template

  1. Save the completed spreadsheet to your computer.

Step Eight: Upload the Template

  1. In the Import Attendees tab, select Upload template.  

  2. Navigate to the file locations and upload the saved template.

Step Nine: Review the Attendees

  1. Review the list of attendees that will be uploaded.  

Step Ten: Confirm Attendees Upload

  1. Select Next. A green check mark is displayed to confirm the attendees were successfully added.

If “No Attendees Found” appears, check that the Attendee Type field is completed correctly and try again. If issues persist, submit a request form (access form link under additional support at the bottom of this guide).

Step Eleven: Save Attendees

  1. Select Close to close the Attendee window. The attendees will now be listed for this expense, and the amount will be distributed equally among them. 

Step Twelve: Save the Expense

  1. Select Save. The new and recently used attendees will be added to the expense. 

 Newly created attendees are only visible within your user profile and are not accessible to anyone else to use.

Additional Support

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

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