The SAP Concur Travel and Expense Reimbursement system has been live for a year. The Financial Information Systems team would like to share some of the common errors we鈥檝e seen and the questions we鈥檝e been asked.
Documentation is required to support your report or request.听 If documentation is missing or not legible, approvers will either contact you to discuss or return your report or request.听 This type of back and forth will add to the time it takes to process your report or request.听 To help you avoid unnecessary delays, read the following answers to some common document related questions and tips.
What type of documentation do I need to attach?
- You MUST ATTACH a legible, itemized receipt to each expense line in your report.
- TIP: In request, you attach all documentation at the report level instead of the expense line.
- IF you are claiming an expense in a foreign currency WHERE the exchange rate applied by your credit card company is HIGER than what SAP Concur allocated, you can claim the higher exchange rate. You must attach a copy of the related credit card statement as proof. TIP: You should black out sensitive information (e.g. account number, credit limit, address).
- IF you are claiming travel-related expenses, you may be required to attach additional documentation (i.e. in addition to a legible, itemized receipt). For example, a conference registration document that outlines which meals come with the conference.听 POLICY: You can鈥檛 claim a travel allowance for meals that a conference already provides.
- If you are an infrequent traveller, you must attach evidence of pre-approval (i.e. an email from your direct supervisor approving travel).
What counts as a receipt?
For online purchases, companies send MANY emails related to a single purchase.听 Which to use as 鈥榯he鈥� receipt may not always be clear. 听Here are a few tips:
- The receipt will be itemized (i.e. show each item purchased) and show the taxes applied
- Proof of payment is also required. For example, if you purchase lunch from a corner store they might give you an itemized hand-written receipt (e.g. itemized, but no proof of payment) AND a credit card receipt (i.e. shows that you paid, but not itemized).听 In this example you must provide BOTH receipts.
- It must be legible. TIP: Do not use highlighter if you are scanning receipts.
- TIP: SAP CONCUR will only allow you to attach image files with a max file size of 5 megabytes.
What if I鈥檝e forgotten to attach a document to a report or request that I鈥檝e already submitted?
You can attach documentation to a report or request that you鈥檝e already submitted!听 Here鈥檚 how 鈥�
- On the SAP Concur home page, click on 鈥極pen Reports鈥� and choose the report from your report library.
- In 鈥楳anage Receipts鈥� choose 鈥楳anage Attachments鈥� and click 鈥楢ppend鈥� to attach your new file.
听After I鈥檝e submitted a report or request, how long do I have to keep the related receipts?
- For reports, hold onto your paper and digital copies of receipts until you have received payment from 杏吧原创.
- For requests, hold onto your paper and digital copies of your receipts until you have returned from your trip, submitted the related report, and received payment from 杏吧原创.
How do I attach 2 documents the same expense line?
You may have to attach multiple documents to an expense line or add extra documents to the report.
There鈥檚 a how-to sheet that will walk you through how to do this on /facts/travel/ called 鈥楢dding Multiple Documents to an Expense Report鈥�.
Questions?
- Visit /facts/travel/ or contact systems@carleton.ca.
- Point to policies