1. CSC Expense Concur Application User Guide Netherlands March 2013
hjhgjghjgjhhj 1

2. 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
address
Approving Manager
Car Registration
Delegates

3. 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

4. 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

5. 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

6. 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

7. 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.

8. 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.

9. 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)

10. 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:

11. 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

12. 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’.

13. 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.

14. 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 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.

15. 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:
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.

16. 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 notification They will be able to view and verify your expense claim alongside electronic images of your receipts.

17. 11) Tracking your expenses
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’.