Concur Travel – Part 4
Mileage Expense Reports
September 2016
Mileage Expense Reports
Table of Contents
Concur Log In and Log Out ........................................................................4
Logging into Concur .......................................................................................... 4
Forgot Your Password? ..................................................................................... 4
Logging Out ................................................................................................... 5
To Log Out.............................................................................................................. 5
Concur Home Page ..................................................................................6
Concur Profile .........................................................................................8
Accessing the Profile ......................................................................................... 8
Profile Example Page ................................................................................................. 9
Updating Profile (Personal Information) ......................................................................... 10
Saving Changes ..................................................................................................... 10
Expense Reports ...................................................................................11
Mileage Expense Report ...................................................................................11
Creating a Mileage Expense Report ............................................................................. 11
Adding Personal Car Mileage ..................................................................................... 13
Using Allocations ............................................................................................17
Allocating an Expense Item ........................................................................................ 17
Adding Parking Expense ...................................................................................19
Other Expense Types .......................................................................................20
Train (Dart Rail) ...................................................................................................... 20
Toll Roads ............................................................................................................ 21
Submitting the Report .......................................................................................22
Submit Report for Approval ........................................................................................ 22
Printing a Mileage Expense Report ............................................................24
To Print an Expense Report ...............................................................................24
Recalling an Expense Report....................................................................25
To Recall an Expense Report .............................................................................25
Approval Workflow.................................................................................27
Appendix .............................................................................................28
In-Area Travel Report .......................................................................................28
DCCCD Travel Business Procedure Manual and Policy ..................................29
DCCCD Forms and Other Information .........................................................29
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Concur Log In and Log Out
All DCCCD TRAVELERS, DELEGATES and APPROVERS will be issued a Concur Login and
Password. NEW Employees will be issued a Concur Login/Password upon hire and
request by the Business Office.
Logging into Concur
To Log into the Concur Travel System:
1. Go to https://www.concursolutions.com/
2. Enter your User Name: [email protected]
3. Enter your Password:
4. Click the Sign In button.
NOTE: You will be asked to reset your password the first time you login.
Forgot Your Password?
Your Password can be reset from the Concur sign in page.



To Reset your Password, click the Forgot your password? link.
Enter your User Name: [email protected]
Select one of the options as to how you would like to reset your password:
o Send me an email with my password hint.
o Send me an email with a link to reset my password.
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Logging Out
Concur will time out due to inactivity, therefore it is recommended that you log out of
the system.
To Log Out
1. From the Concur toolbar, Click the Profile menu.
2. Select Sign Out.
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Concur Home Page
The Concur home page contains quick access to tools and information that can be
used to book a trip and manage expenses.
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The Concur Tool bar – contains links to other pages and areas within Concur.

Concur logo – can be used to quickly return back to the home page from
anywhere.

Requests – used to create and manage travel requests.

Travel – used to search for estimates for airfare, car and non-conference
hotels. DO NOT use this menu to book/purchase your air, car or hotel.

Expense – used to create and manage expense reports.

App Center – contains mobile apps that can be connected to your Concur
Account.
The Quick Task Bar – used to quickly view and act on tasks, for example:

New – to create a new request or report.

Authorization Requests – to view all of your active requests.

Available Expenses – to view all of your available expense items.

Open Reports – to view all of your active reports, available expenses, and
available receipts.

Cash Advances – to view all of your active cash advances.
Company Notes – contains notes and links specific to DCCCD information. Click the
“Read more” button to expand the company notes text box.
My Tasks – used to create new expense reports or view open requests, reports, or
approvals that require attention.
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Concur Profile
Before you begin to create a mileage expense report it is recommended that you
review and update your DCCCD Concur profile. Updating your profile will allow
frequently used information to pre-populate as well as updating other settings such
as email addresses, your home address or work address.
Accessing the Profile
To Access your Concur Profile:
1. From the Concur home page, Click the Profile menu.
2. Select Profile Settings.
3. The Profile Options page displays.
4. Click the Personal Information link to review your personal information.
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Profile Example Page
When Updating Your Profile:

Complete all Fields marked as REQUIRED.

Review your name. It SHOULD MATCH your driver’s license and/or legal
identification.

A work phone number should be a number where you can be reached at or
away from the office. A cell phone number is the suggested number to use.

More than one email address can be used.

Click the SAVE button when all changes have been made.
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Updating Profile (Personal Information)
Review and Update the following fields: (Required fields must be completed).
a. First, Middle and Last Name – make sure this matches your driver’s license
and/or legal ID.
b. Company Information – this is greyed out and cannot be modified. Contact
your location Concur Administrator if changes are needed.
c. Work Address – enter your work address so it can pre-populate when
creating a mileage expense report.
d. Home Address – enter your home address so it can pre-populate when
creating a mileage expense report.
e. Contact Information – You must specify either a home phone or a work
phone. A cell phone number is the suggested number to use for work phone.
f. Email Addresses – Verify your work email address and make any
corrections.

Click on “Verify”. An email verification will be sent.

Copy the verification number from the email and paste it in the “Enter
Code” box.

When you verify your address, Concur can associate the information
(receipts) forwarded from that email address to your Concur account. With
your verified email address, you can forward receipt images to
[email protected].
g. TSA Secure Flight – select your gender and enter your date of birth.
Saving Changes
1.
Click the Save button to save and update your profile.
2.
Click the Concur logo to return to the home page.
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Mileage Expense Reports
Expense Reports
Concur can be used to create an expense report without an approved travel request.
Mileage Expense Report
Employees that travel to different DCCCD locations can use Concur to submit a
mileage expense report for reimbursement. Use the Expense menu to create a
mileage expense report.
Creating a Mileage Expense Report
1. Click the Expense menu.
2. Click the + Create New Report
link in red.
3. The Report Header displays.
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4. Complete the following fields: (REQUIRED fields have a RED bar)

Report Name – name the report by using the current month name,
current year and any remaing text as shown in the example below.
For example: May 2016 Mileage

Report/Trip Start Date – enter the first day of the month.

Report/Trip End Date – enter the last day of the month.
Note: Mileage expense reports must be for full months; no parital months.

Report/Trip Purpose – Click the drop down arrow and select “In
Area/Personal Car Mileage”.

Trip Type – Click the drop down arrow and select “Day”.

Comments – enter any necessary comments required by your location,
department, grant, etc.

Select the Fund, Location and Division by clicking the drop down
arrows.
5. Click the blue Next button located at the bottom right of the window.
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6. The Expense window displays. It may include any available expenses
such as, (open air/car/hotel reservations). None of these available
expenses should apply.
7. Now begin to add expense items such as, Personal Car Mileage, Parking or
Tolls.
Adding Personal Car Mileage
8.
From the right side of the window and under the 2.0 Transportation
section, Select the
“Personal Car Mileage”
expense type.
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9.
The Google Mileage Calculator displays.

Enter the “from address” in the Waypoint A
field.
Note: All DCCCD location addresses have
been added within Concur.

Enter the “to address” in the Waypoint B
field.

Click the blue “Calculate Route” link to add
more Waypoints fields if applicable.
10. Several suggested routes will be listed below
the waypoints. Select the correct route by
highlighting it.
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11. Deduct any personal miles by:

Clicking the check box for Deduct
Commute located on the lower left corner
of the screen.

Enter your “home and office addresses”

Click the check box for Deduct Round
Trip.
NOTE: Reimbursement is based on miles
that exceed an employee’s normal daily
driving distance between home and regular
work location. The employee will only be
reimbursed for the excess miles.
12. Once all waypoints have been added, add the miles
to your expense report by clicking the blue Add
Mileage to Expense button.
13. Concur will automatically calculate the reimbursement amount based on
the miles (waypoints locations) entered in the Google mileage calculator.
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14. From the New Expense form, Complete the remaining required
fields:

Transaction Date – enter the date of the day trip

Comments – enter the reason or purpose of the trip (training,
meeting, etc.)
15. Click the SAVE button to save the expense item.
16.
The expense item will be added and displayed on the left side of the
window.
Continue to add your expense type items (personal car mileage, parking, train, or
tolls) until all your trips for the month have been added.
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Mileage Expense Reports
Using Allocations
If a different or more than one General Ledger (GL) account number is
needed, you can use the Allocate button to change or add the GL account number.
When using more than one GL account number, the expense line item can be
allocated by percentage or amount. For example, if two GL account numbers
are used, Concur will divide the expense amounts by 2. If three GL account
numbers are used, Concur will divide the expense amounts by 3, and so on.
Allocating an Expense Item
This form is an example of how to use the “Allocate” button when a different GL
number needs to be changed or charged to one or more day trips within the same
monthly report.
1. From the New Expense form, Click the Allocate button.
2. Click the Allocate by button.
3. Select how to allocate the expense item by:

Percentage or

Amount
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4. To change or charged a different GL account number, Click in one of
the following fields:

Fund

Location

Division
5. Click the Save button.
6. Click the OK button.
7. Click the Done button to complete the allocation.
8. The allocated expense item will be added and displayed on the left
side of the window with an allocation pie icon.
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Adding Parking Expense
Most DCCCD locations have free parking, however, the El Centro main campus does
not have free parking. You must pay to park. DCCCD will reimburse you the amount
that was paid for parking. Remember, a receipt must be submitted.
This form is an example of how to submit a “Parking” expense type item.
Remember to:

Complete all REQUIRED fields with a red bar

Select the correct Payment Type – Advance/Cash/Personal Card

Enter the Amount Paid for Parking

Enter Comments explaining the parking location

Attach a Parking Receipt

Click Save – to save and add the expense item to your report
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Other Expense Types
Other expense types that can be submitted for reimbursement are:

Train (Dart Rail)

Tolls (Tollways within the DFW area)
Train (Dart Rail)
This form is an example of how to submit a “Train” expense type item.
Remember to:

Complete all REQUIRED fields with a red bar

Select the correct Payment Type – Advance/Cash/Personal Card

Enter the Amount Paid for riding the Train

Enter Comments explaining the purpose of the trip (training, meeting, etc.)

Attach a Train Receipt

Click Save – to save and add the expense item to your report
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Mileage Expense Reports
Toll Roads
This form is an example of how to submit a “Toll” expense type item.
Remember to:

Complete all REQUIRED fields with a red bar

Select the correct Payment Type – Advance/Cash/Personal Card

Enter the Amount Paid when driving on the Toll road

Enter Comments explaining the purpose of the trip (training, meeting, etc.)

Attach a Toll Receipt – from your toll tag account

Click Save – to save and add the expense item to the report
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Submitting the Report
All monthly mileage expense reports must be submitted to your supervisor for
approval. Submit the mileage report when all day trips have been added for the
month.
Submit Report for Approval
To Submit the Mileage Report:
1. Click the Submit Report button.
2. The Final Review User Electronic Agreement dialog box will display.
Click the “Accept & Submit” button.
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3. If the report cannot be successfully submitted, the “Report Submit
Status” dialog box will display describing the report error.

Correct the errors
OR

If help is required to complete the task, contact your location Concur
Administrator (Business Office).
Important Note:
All exception flags or error messages must be cleared before
submitting the Expense Report.
4. If the report was submitted successfully, the “Report Successfully
Submitted” dialog box will display showing the Expense Report Name
and Report Totals including:

amount claimed

amount due to employee

total paid by company
5. Click the Close button.
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6. The Mileage Expense Report is now in your list of Active Reports and has
been submitted to your default supervisor/manager for approval.
Printing a Mileage Expense Report
A Mileage Expense Report can be printed when it has been submitted or when it
has not been submitted.
To Print an Expense Report
1. Select the Expense Report to be printed from your Active or Library queue.
2. From the Expense Report page, Click the Print/Email button, and then select

HE – Report – Detailed Report with Summary Data
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3. Review the report,
and then Select:

PDF

Email

Print

Close
Recalling an Expense Report
A Mileage Expense Report can be Recalled.
To Recall an Expense Report
1. Select the Expense Report that needs to be recalled from within your Active
Expense Reports queue.
2. Click the Recall button located on the top right of the report.
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3. The Recall/Please Confirm
dialog box displays.
4. Select Yes or No.

The expense report is returned back to you and opens in the “Manage
Expenses” window.

An auto notification email has been sent to your supervisor informing them
the report has been recalled.

At this point, you can continue to add expense items to the report.

The Expense Report has to be re-submitted again and it will follow the
approval work flow again, even if the supervisor/manager has already
approved the previously submitted report.
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Approval Workflow
I.
REQUEST: Request is OPTIONAL for Executives; however, cash advances must be
submitted on requests.


II.
Divisional and Executive Travelers
o
Default supervisor
o
Able to book travel
o
Cash advance admin
o
Cash advance voucher processing (after booking travel)
Grant Travelers
o
Default supervisor
o
Location grant manager
o
Able to book travel
o
Cash advance admin
o
Cash advance voucher processing (after booking travel)
EXPENSE REPORTS:


Divisional and Executive Travelers
o
Default supervisor
o
Location business office
o
Processor review if expense report is over $5,000 for Division and Grant travelers
or over $10,000 for Executives
o
Payment/Voucher Processing
Grant Travelers
o
Default supervisor
o
Location grant compliance manager
o
Location business office
o
Processor review if expense report is over $5,000 for Division and Grant travelers
or $10,000 for Executives
o
Payment/Voucher Processor
NOTE: Delegates CANNOT approve request or expense reports for their
supervisor/manager if they are the requestor or do not have
approval rights in their Concur employee profile.
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Appendix
In-Area Travel Report
This is an example of the In-Area form that is currently used within DCCCD to
submit day trips/travels for the month.
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DCCCD Travel Business Procedure Manual and Policy
Link to Business Procedure Manual (BPM)
http://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc.htm
DCCCD Forms and Other Information
Link to obtain the following information for a DCCCD traveler.
https://www.dcccd.edu/Emp/Departments/BusinessAffairs/Auxiliary%20Services/Pag
es/AuxServicesBusTravel.aspx

Concur Frequently Asked Questions

State of Texas Hotel Tax Exemption Form

Grant Business Travel Justification Form

Concur Training manuals (Part 1, Part 2, Part 3, Part 4)

Per Diem Calculator – (there are two worksheet tabs: Division and
Executive)

Concur User Profile Form – used for new or existing users to add or
update the Concur profile

DCCCD QuickGuide for Approvals – shows how to approve a request or an
expense report

DCCCD QuickGuide for Delegates – shows how to assign a delegate
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