Travel Expense Reports should be used to expense both Pre-Trip and Post Trip Expenses, Out of Pocket, and Purchasing Card (P-card) charges.
Ensure timely report sign-offs: Report reviews and sign-offs should be completed within 30 days of the transaction date or the first business day following a weekend or holiday (Purchasing Card Manual, pg. 6).
Note: If P-card transactions occur close to the trip start date and will be less than 30 days old when the trip Expense Report is submitted, they may be included on the Post Trip Expense Report instead of the Pre-Trip Expense Report.
- Log in to concur.charlotte.edu.
- Select Authorization Requests.
(Image is for Illustration purposes only.)
- Select the Approved Travel Request.
(Image is for Illustration purposes only.)
- On the Approved Travel Request, select Create Expense Report.
(Image is for Illustration purposes only.)
- The Expense Report is created and linked to the Travel Request.
(Image is for Illustration purposes only.)
- Select the Travel Allowance menu and select Delete Travel Allowance. 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.
(Image is for Illustration purposes only.)
- Select and Delete any other expenses that are not being submitted on the pre-trip Expense Report, such as mileage.
(Image is for Illustration purposes only.)
- Select +Add Expense > Select from Available Expenses, and select all expenses that belong to this Expense Report. Select Add to Report to move them to the selected Expense Report.
(Image is for Illustration purposes only.)
- The moved expense(s) appear on the Pre-Trip Expense Report. Select matching items and select Combine Expenses.
(Image is for Illustration purposes only.)
- Once complete, Submit Report. If a delegate completes the report, select Ready for Review.
- The traveler will receive an email notification to review and then select Submit Report.
(Image is for illustration purposes only.)
