A presentation by Queen’s University Financial Services 1

Alternative formats for this presentation can be found on the Financial Services website. Website: Financial Services Training pageFinancial Services Training Phone:

Table of Contents  Introduction to the ERS.  Logging on to the ERS.  First Time Users Set-up. Verification. Adding a Delegate. Adding a Default Approver. Setting a Mobile PIN.  Requesting a Cash Advance - Request Module.  Creating an Expense Report. 3

Introduction to the ERS The Expense Reimbursement System (ERS) is an integrated expense management solution that provides all of the tools users need to create and submit travel expenses and employee reimbursements (called expense reports in the ERS). Supervisors/Managers use the system to review and approve expense reports. Financial Services’ employees use the system to process payments, produce audit reports, ensure compliance, and deliver business intelligence. 4

Logging on to the ERS 5 Expense Reimbursement System (ERS)

Logging on to the ERS Accessing the ERS:  Desktop Link: Single sign-on (SSO) through the MyQueensU - SOLUS, MyHR and more link. MyQueensU - SOLUS, MyHR and more  Enter Employee NetID and Password.  Go to the Applications tab.  In the Expense Reimbursement System box, Click the “Login to ERS” link.  Accept the “Terms of Use”, only needed once (on first log in). 6

Logging on to the ERS (Cont’d.) 7

First Time Users Set-up 8 Expense Reimbursement System (ERS)

First Time Users Set-up 9 This section will include:  verification.  Adding a delegate.  Adding a default approver.  Adding a default ChartField for reports.  Setting a mobile PIN.

First Time Users Set-up Verification It is very important to verify in the ERS. When you verify your address, Concur can associate information forwarded from that address to your ERS account. With your verified address, you can forward your receipt images to to Your receipts uploaded into your Available Receipts (Receipts Store). 10

First Time Users Set-up Verification - How to 11  In Profile, Profile Settings, Personal Information, Addresses, click the "Verify" link.  Check your for a verification message from Concur.  Copy the code from the message into the "Enter Code" box next to the address.  Click "OK" to submit the code and complete verification.  If you would like to add another in addition to your NETID that was loaded, please click “Add an address”, enter the new address, click “yes” under contact for travel notification, and then click OK. Note: This also needs to be verified.

First Time Users Set-up Verification (Ex.) 12 Click on this “Verify” link

First Time Users Set-up Adding a Delegate 13 Your Expense Delegate will be able to act on your behalf to prepare and submit Expense Reports. A user may only assign the tasks that they are allowed to perform themselves (e.g. a user that does not have approval rights cannot assign the Approve task to their delegate). Note: The Expense and Request modules share delegates. By assigning permissions to a delegate, you are assigning permissions for both Expense and Request.

First Time Users Set-up Adding a Delegate - How to 14  In Profile, Profile Settings, Expense (or Request) Delegates, click on Add to add a delegate.  Enter the last name of the person you want to add and select the person from the drop-down list. Assign the permissions to the delegate by clicking in the box below the permissions you want to assign. Click Save.

First Time Users Set-up Adding a Delegate (Ex.) 15

First Time Users Set-up Adding a Default Approver 16 If you will ALWAYS send your expense reports or cash advance requests to the same Approver, you can set up a default approvers in the ERS.  In Profile, Profile Settings, Expense (or Request) Approvers, click on Add to add an Approver.  Enter the last name of the default approver and select the proper person.  Click Save.

First Time User Set-up Adding a Default Approver (Ex.) 17

First Time User Set-up Adding a Default ChartField for Reports 18 You can set up a default ChartField string for your expense reports if you will always use the same Fund, Department and Project coding. This will prevent you from having to enter this information into every new expense report that you create.  In Profile, Profile Settings, Expense Information.  Enter the information in the Fund, Department and Project fields (enter six zeros if you are not using a research-related fund code).  Click Save.

First Time User Set-up Adding a Default ChartField for Reports (Ex.) 19

First Time User Set-up Setting a Mobile PIN 20 Concur's mobile app allows users to complete, submit, review and approve claims anywhere, anytime, using their mobile device(s). ERS users with iPhone, iPad or Android devices can gain freedom and flexibility while on the go. Queen’s University is using Single Sign On (SSO) so you will need to log onto your mobile device with your NetID and a PIN.

First Time User Set-up Setting a Mobile PIN - How to To set PIN > In Profile, Profile Settings, Mobile Registrations, under your login details, Create PIN. You can also send the application links directly to your by clicking “send link” on this page. Information specific to setting up your mobile device type (e.g. iPhone, iPad or Android devices) can be found on the Concur website.Concur website 21

Requesting a Cash Advance - Request Module 22 Expense Reimbursement System (ERS)

Request - Cash Advance for Travel 23 Creating a Cash Advance for Travel: 1.In the ERS go to Request > New Request. 2.In the field “Request Name” enter the date (YYYYMMDD no dashes or spaces), location (for the trip), and CA (for cash advance). 3.Fill in the rest of the required fields (red line beside field) for the Request Header, and the “Cash Advance Amount” field, then click Save. If the “Cash Advance Amount” field is not filled out on the Request header tab, you will not receive any money.

Request - Cash Advance for Travel (Ex: #1) 24 If this field is not completed, you will not receive any money.

Request - Cash Advance for Travel (Cont’d.) 4.Enter estimated expenses information in the Segments tab. For other expense types not listed under the Segments tab, click on the Expenses tab and enter the estimated expenses using the expense types listed. 5.The segment totals (amount in top right corner) should equal the amount you requested on the Request Header tab. 6.Click the Submit Request button. 7.If your default approver has not been set up, select the Approver for the request and then click Submit Request again. 25

Request - Cash Advance for Travel (Ex: #2) 26

Entering a Claim for Reimbursement 27 Expense Reimbursement System (ERS)

Creating an Expense Report Once travel has been completed or expenses incurred, an expense report should be created in the ERS. Creating an Expense Report:  In the ERS go to Expense, and click on Create New Report.  Fill in the required fields (red line beside the field) for the Report Header.  If you are claiming for a Research project you must also fill in “For Research Related Travel/Expense Only- Traveler Affiliation” – fill in.  Project #- if not related to a Project, enter

Creating an Expense Report (Ex: # 1) 29

Creating an Expense Report (Ex: # 2) 30 Add button- for outstanding Requests Next button- for outstanding Cash Advances

Creating an Expense Report (Cont’d. 1) If you have a Request associated with the claim please click the Add button in the middle of the page. Select the request to attach to the expense and click “Add”. If you have an outstanding cash advance, a pop-up window will appear when you click “Next” in the bottom right hand corner, you can select the cash advance to attach to the expense report, then click “Assign Cash Advance to Report”. 31

Creating an Expense Report (Ex: #3) 32

Creating an Expense Report (Ex: #4) 33

Creating an Expense Report (Cont’d. 2) To add an expense to the report, click on the “+ New Expense” button on the top left of the screen. Then select the expense type (on the right side of the screen) that corresponds to that expense item. 34

Creating an Expense Report (Cont’d. 3) A new window will open, with required fields. For that expense type enter the information from the receipt for all required fields, then click “Save” on the bottom right of screen. (not shown) 35

Creating an Expense Report (Cont’d. 4) To attach an electronic copy of your receipt, click the Attach Receipt button at the bottom of the screen. Other methods for attaching receipts to expense line items can be found on the ERS page on the Financial Services site, titled “Receipts in the ERS”. A pop-up window will appear with your saved (uploaded) receipts. Click on the checkbox beside the receipt image and then click on the Attach button to attach it to your expense report. 36

Creating an Expense Report (Ex: #5) 37

Creating an Expense Report (Cont’d. 5) For some types of expenses; such as accommodation, you can itemize the expense before you save it – to do this, click on the Itemize button at the bottom of the screen and fill in the fields (NOTE: each amount must be the after tax amount when itemizing) – click the Save button when finished itemizing. Please Note: You are not required to itemize gratuities. Continue to select expense types until all receipts are entered on the expense report. Click the Submit Report button (at the top right of the screen). 38

Creating an Expense Report (Cont’d. 6) A window with the User Electronic Agreement (your electronic signature) appears, Click Accept and Submit. 39

Creating an Expense Report (Cont’d. 7) If you do not have a default approver setup, you will need to select an Approver for your expense report. After clicking “Accept and Submit” an “Approval Form for Report” box will appear. Enter the last name of the Approver and choose from the drop down list in the “Manager Approval” line. Click the “Submit Report” button. A final window will appear with the summary of your claim with the message Report Successfully Submitted. 40

Expense Report - Summary 41

Expense Report - Status When you close the window you will see the general Expense tab information and your newly submitted expense report will show with the current status. 42

Expense Report - Detail A one page summary of the expense report can be printed by opening the claim, and selecting Print / > Report - Detailed 43

Expense Report - Detail (Cont’d.) Please ensure both buttons, “Show Expenses” and “Show Itemizations” on the top left of the form are clicked. This will ensure expenses that are itemized for personal expense will show as not claimed making it easier to reconcile the report. An example of the detailed report that can be attached to the paper receipts for filing will look like this: 44

Expense Report - Detailed Report 45

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