CSC Expense Concur Application User Guide Netherlands March 2013 hjhgjghjgjhhj 1

CSC Expenses- Concur Application Global Application Available via CSC Intranet All employees automatically set up on Concur with a HR live feed Logon via Global Pass Personalise information from the ‘Profile’ tab System settings Email address Approving Manager Car Registration Delegates

CSC Expense requirements All claims must comply with the Global Travel & Expense Policy Copy available on the Global Travel Site & Corporate Shared Services site Appendix for international per diem rates Electronic images of receipts are required Auditable workflow to track changes to claims Claim to include authorised eTAR number where required Employees must attach electronic imaged receipts Claim approved online by Manager All claims audited by Expenses team

2) My Concur: The System Layout This view shows the home page where you can: Help desk info Profile navigation tab-where you can change personal info, password, settings and add Company cars, private cars and expense delegates. Expense tab- view/create claims

3) Personal settings Concur should automatically take you to your profile page where you can set up your personal settings. * If it does not do this then you should visit the profile tab immediately. Key Action Checklist: Set up your approving Manager. System settings- edit visual configuration and time/date settings. Add any company or personal cars you use Set up any expense delegates that you require

4) Setting up your Approving Manager: An employee will be able to approve expenses if they are listed as an eTES approver. To set up your approver: Select ‘Expense Approvers’ in the profile tab This will bring up a new screen where you can search for and save your approving manager

5) Creating an Expense Report Under the expense tab you can: -view diners card charges -View active claims -Create a New expense Report When you select ‘New expense Report’ it will take you to the screen above. Here you will be asked to create a Report header. All fields marked with a red line on the left of the input box are mandatory.

Once an expense line has been created it will appear in the left hand panel Expense types can be selected in the right-hand panel. Selecting an expense will start the line creation process.

Expense example- Hotel accomodation Once you select the expense type for ‘Hotel/Accomodation’ the window will re-populate with the details required for that expense Most fields are typical of every expense type such as – WBS, Receipt status, Receipt attached?, Billable?, Transaction date. Unique fields for Hotel Accomodation - Hotel booking reference (usually provided by CWT upon confirmation of booking)

Expense example- Hotel/ Accommodation Hotel expense type has many similar fields however the only differences is you must enter the full invoiced amount on the initial page (detailed below): Next you must itemize the expense. Specify the dates of your stay and the per nightly room rate. Any additional expenses on the invoice Must be itemized separately using the ‘Itemize’ button:

Corporate Card Charges Corporate card - Amex Pre-population of transactions into your Concur workspace Select transactions for inclusion in a Concur expense claim Payment process remains unchanged – Employees settles directly with Amex by Direct Debit

7) Adding Amex charges To add Amex card charges select the ‘Expense’ tab and select ‘View Charges. This will take you to the following screen where you will see a list of card charges: To add a charge to a report select the corresponding tick box to the left of the line of expense Once a charges is selected you may choose to add the expense to a ‘New expense claim (as above) or select an existing report from the dropdown. To import the claim into an expense report click ‘Add selected’.

8) Attaching Receipts and Submitting your Claim Once you have created and completed your expense claim electronic receipts must now be added to your report before it can be submitted (if the expense type requires a receipt). This can be done in one of three ways: Electronic receipts If the receipt is an electronic-receipt . First, save the receipt to your computer hard drive. Next, in the top right of your window click on >Receipts >Attach Receipt Images A new window will now open where you can browse your documents and attach the receipt. You should now be able to view the receipt in your report under >Check Receipts.

If you have paper receipts: You have two options: Scan Receipts: Scan your receipts and save the image to your hard drive (pdf, jpeg). On some sites scanners may email the image to your address other scanners may send images to a central web site from here images can be downloaded and saved. Next, in the top right of your window click on >Receipts >Attach Receipt Images A new window will now open where you can browse your documents and attach. You should now be able to view the receipt in your report under >Check Receipts.

2. Faxing receipts. Firstly, make a photocopy your receipts. Now you must print off the ‘Fax Receipt cover page’ The fax cover page is found by >Print >Fax Receipt Cover Page Now fax the cover sheet and photocopies of the receipts to: 00-800-2662-8778 Further faxing instructions are printed on the cover page. The image of the faxed receipts should now automatically attach itself to your report and can be viewed under >Receipts >Check Receipts.

9) Submit the Report Once the report is complete and receipts are attached correctly you may now submit the expense claim. If your report has any exceptions they will be flagged and you will not be able to submit the claim until these are rectified. Submit the report by selecting the icon at the top right of the screen: The report will now be sent to your approving manager who will receive email notification They will be able to view and verify your expense claim alongside electronic images of your receipts.

11) Tracking your expenses Email notifications and status updates will be provided in a similar way to the old system. Reports both historic and current can be viewed under the ‘Expense’ tab option ‘View reports’ This page displays the status messages for every report created. Only current reports will be visible initially but historic reports can be found under the circled tab ‘view’.