ACICS Expense Reimbursement Submission – Using Concur
LOGIN
From our website, click the LOGIN
button at the top of the screen
Click YES
Evaluators, use your username and password sent via email or created
when you registered to become an evaluator.
Click on Link to Concur
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Effective: September, 2009
ACICS Expense Reimbursement Submission – Using Concur
New Expense Report
To begin a new expense report you
can CLICK on Expense tab, then
New Expense Report
Or
CLICK on NEW EXPENSE
REPORT
NOTE: The fields with a red left-margin outline,
are required.
REPORT NAME
ACICS suggests you populate this field
with the an abbreviated name of the
institution visited + the city + state
Example: SBC, St Peters, MO
POLICY
Keep at default
REPORT DATE: Keep at default
BUSINESS PURPOSE: ACICS suggests “Evaluator travel” or a similar comment.
PROJECT ID: Select the ID for the visit expenses being submitted. The ID is comprised of:
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User ACICS account ID
ACICS visit ID
ACICS member institution ID (the institution being visited)
Cycle
Visit days (Month + day)
NOTE: Some staff may add additional information in this field, but the elements above are standard.
SCHOOL ID – ACTIVITY: Once the Project ID is selected, the School ID and Activity should auto
populate. If they don’t, there will be only one choice to select in the drop down box.
TASK: Select either CHAIR or NON-CHAIR
COMMENT: This is not a required field. User has the ability to type any comment they may need to
identify this expense report.
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Effective: September, 2009
ACICS Expense Reimbursement Submission – Using Concur
Features
Concur is a standard industry tool used for expense reporting. As such, there are features that we are not
incorporating in our policies and some that will greatly improve our expense reporting process.

TRAVEL
Concur has a “Travel” tab which allows
users to book their travel as they would
using similar tools such as Expedia.com
or Orbitz.com.
Users will be charged a $6.00 booking
agent fee for each use.
This charge will appear on the credit
card used to purchase your tickets. In
order to receive reimbursement for this
expense, please remember to submit it
either when submitting your airfare
expense reimbursement or when
submitting your additional visit expenses and include a copy of your statement or similar confirmation to
substantiate the expense. In order to manage the number of expense checks per visit, PLEASE DO NOT
submit a separate expense for the $6.00.

E-RECEIPTS
Although Concur has the functionality to accept e-receipts, ACICS travel reimbursement policy does not
accept e-receipts as sufficient substantiation of expenses. Original receipts MUST be mailed to ACICS at
750 1st St NE, Suite 980 – Washington, DC 20002. The reimbursement procedure turn-around clock will
begin once the receipts are received in office, not at the date of the online submission.
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PROFILE
Concur allows users to setup their own
profile. The profile information is most
beneficial for those that use the
TRAVEL component as users can enter
in their flight seat preference, meal
preference, frequent flyer numbers, etc.
IMPORTANT: Information from ACICS
flows into Concur, however, no profile
information entered into Concur flows
into ACICS. Therefore if you enter a
preferred mailing address or email
addresses in Concur that are not the
same as those entered in your ACICS
account, they will not flow into ACICS and your reimbursement checks will be sent to the preferred
mailing address you have on record in our database. Please make all address changes in your ACICS
account record by logging on and going to MY ACCOUNT / MY ADDRESSES.
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Effective: September, 2009
ACICS Expense Reimbursement Submission – Using Concur
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HONORARIUM
The honorarium choices in Concur
are “Chair” or “Non-Chair”.
The Chair standard rate is $350 per
visit day.
The Non-chair standard rate is $250
per visit day.
In order to submit honorarium on an
expense report, the user must
calculate the standard rate x the
number of visit days and enter the
total amount – the tool will not auto
calculate.
NOTE: Effective September, 2009, ACICS does not pay an honorarium amount for additional reports.
This may remain as a selection on the Concur screen temporarily, please ignore.

EXPENSE INFORMATION
As stated earlier in the instructions, any field that is
outlined in red on the left side is a required field. Some
of the key fields will be described below:
TRANSACTION DATE: The transaction date is the
date on your receipt
VENDOR: ACICS requires the Vendor information.
Most often you will find the vendor in the drop-down
box selection items, if not, enter it for record keeping
purposes.
PAYMENT TYPE: Accept the default of “Out of Pocket”
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ALLOCATION
Users can use the ALLOCATE feature in Concur
when traveling to more than one visit under one
airflight. A user can allocate a single line item
(airfare only), multiple line items (airfare & hotel),
or the entire expense report.
When a user selects the ALLOCATE button, a
separate screen will appear.
Enter in the allocation percentage (50% for 2
visits, 33% for 3 visits, etc.)
Select the Project Id for each visit.
ACICS accepts entire expense report allocations when the airfare and hotel are the same, regardless if
the meal expenses are different.
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Effective: September, 2009
ACICS Expense Reimbursement Submission – Using Concur
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SAVE
After entering an expense type, click SAVE
and the expense type screen will appear. The
items entered will appear on the far left side of
your screen

SUBMIT REPORT
When complete, click Submit Report.
Tracking Reports & Additional
Concur Instructions
Users have the ability to view any expense
report submitted on their Concur home page
under EXPENSE REPORTS.
Users have the ability to change the look of
their home page and can move any panel on
the page to fit their preference. For
instructions on HOW TO change the look of
your home page, review the concur tools
found under COMPANY INFO panel.
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Effective: September, 2009