Allocating Expenses Expense Report

Transcription

1 Allocating Expenses Expense Report These instructions cover how to allocate expenses to a different Division, Department, Fund, Class, Program, or Project and how to split funds between multiple parties on an expense report. For information on how to fill out an expense report, refer to the following guides. Travel Expense Reports Travel Expense Report Guide P Card Paid for/by Others Guide P Card (Goods & Services) Expense Report P Card Expense Report Guide If a different Division, Department, Fund, Class, Program, or Project will pay for all of the expenses, please refer to Report Header Allocations. If a different Division, Department, Fund, Class, Program, or Project will pay for majority of the expenses, please refer to Allocating Multiple Expenses. If a different Division, Department, Fund, Class, Program, or Project will pay for some of the expenses, please refer to Allocating Individual Expenses. Table of Contents Report Header Allocations... 2 Allocating Multiple Expenses... 5 Allocating Individual Expenses... 9 Additional Approvers V. 1 Page 1 of 14

2 Report Header Allocations If a different Division, Department, Fund, Class, or Program will be paying for all of the expenses, you can make the designation in the Report Header. Step 1: From the Concur dashboard, click on Expense. Step 2: Click on the Expense Report that needs to be allocated to a different Division, Department, Fund, Class, or Program. V. 1 Page 2 of 14

3 Step 3: If a different Division, Department, Fund, Class, or Program will pay for all of the expenses on the expense report, you can make the designation in the Report Header or select the fund being used for majority of the expenses. Go to the Details dropdown and select Report Header. Step 4: At the bottom of the Report Header, you can select the different Division, Department, Fund, Class, or Programs that you prefer. V. 1 Page 3 of 14

4 Step 5: Click the dropdown list and select the appropriate Division, Department, Fund, Class, or Programs. Step 6: Once you have finished making the changes, select Save to have your expense report updated. Note: If you need to add additional approvers, please refer to page 13 of this document. V. 1 Page 4 of 14

5 Allocating Multiple Expenses These steps will show how to allocate multiple expenses at the same time. Step 1: From the expense report, go to the Details dropdown and select Allocations. Step 2: The window will refresh and show the Allocations for Report. V. 1 Page 5 of 14

6 Step 3: Click on the checkbox next to the expenses that you want to allocate at the same time. Step 4: Once you have selected the expenses, select the Allocate Selected Expenses button. From there you will be able to change Division, Department, Fund, Class, Program, or Project. V. 1 Page 6 of 14

7 Step 5: Click on the dropdown list and select the appropriate Division, Department, Fund, Class, Program, or Project. Step 6: If an expense is going to be split between two or more Division, Department, Fund, Class, Program, or Project click on the Add New Allocation button. V. 1 Page 7 of 14

8 Step 7: Click on Allocate By to select percentage or amount. Step 8: From there, you can edit the Amount, Division, Department, Fund, Class, Programs, or Project by clicking in the field text box. Step 9: Once you have finished making the changes, select Save to have your expense report updated. Repeat Steps 1 8 to allocate other expenses. Note: If you need to add additional approvers, please refer to page 13 of this document. V. 1 Page 8 of 14

9 Allocating Individual Expenses If a different Division, Department, Fund, Class, Program, or Project will partially cover the expenses, you can allocate those expenses to a different division, department, or fund. Step 1: From the Expense Report, select the expense that will be allocated. Step 2: On the right hand side, select the Allocate button. V. 1 Page 9 of 14

10 Step 3: The window will refresh and show the Allocations for Report. From there you will be able to change Division, Department, Fund, Class, Program, or Project. Step 4: Click on the dropdown list and select the appropriate Division, Department, Fund, Class, Program, or Project. V. 1 Page 10 of 14

11 Step 5: If an expense is going to be split between two or more Division, Department, Fund, Class, Program, or Project click on the Add New Allocation button. Step 6: Click on Allocate By to select percentage or amount. Step 7: From there, you can edit the Amount, Division, Department, Fund, Class, Programs, or Project by clicking in the field text box. V. 1 Page 11 of 14

12 Step 8: Once you have finished making the changes, select Save to have your expense report updated. Repeat Steps 1 8 to allocate other expenses. Note: If you need to add additional approvers, please refer to page 13 of this document. V. 1 Page 12 of 14

13 Additional Approvers If additional approvers need to be added to the workflow, please follow these instructions. Step 1: Once you have finished allocating expenses, go to Details, select the Approval Flow to add additional approvers. Step 2: From the Approval Flow window, you can add additional approvers who be paying for the trip or individual expenses. Refer to Adding Additional Approvers Guide for more information. V. 1 Page 13 of 14

14 Step 3: When you have finished adding additional approvers, select Save Workflow. Step 4: When you are done filling out your expense report, select Submit Report. V. 1 Page 14 of 14