{"id":6854,"date":"2021-07-14T10:38:47","date_gmt":"2021-07-14T14:38:47","guid":{"rendered":"https:\/\/carleton.ca\/facts\/?p=6854"},"modified":"2021-07-14T10:44:46","modified_gmt":"2021-07-14T14:44:46","slug":"sap-concur-tip-4-documentation","status":"publish","type":"post","link":"https:\/\/carleton.ca\/facts\/2021\/sap-concur-tip-4-documentation\/","title":{"rendered":"SAP Concur Travel and Expense Tip #4: Documentation"},"content":{"rendered":"<p>The SAP Concur Travel and Expense Reimbursement system has been live for a year. The Financial Information Systems team would like to share some of the common errors we\u2019ve seen and the questions we\u2019ve been asked.<\/p>\n<p>Documentation is required to support your report or request.\u00a0 If documentation is missing or not legible, approvers will either contact you to discuss or return your report or request.\u00a0 This type of back and forth will add to the time it takes to process your report or request.\u00a0 To help you avoid unnecessary delays, read the following answers to some common document related questions and tips.<\/p>\n<h3>What type of documentation do I need to attach?<\/h3>\n<ul>\n<li>You MUST ATTACH a legible, itemized receipt to each expense line in your report.<\/li>\n<li><strong>TIP:<\/strong> In request, you attach all documentation at the report level instead of the expense line.<\/li>\n<li>IF you are claiming an expense in a foreign currency WHERE the exchange rate applied by your credit card company is HIGER than what SAP Concur allocated, you can claim the higher exchange rate. You must attach a copy of the related credit card statement as proof. <strong>TIP:<\/strong> You should black out sensitive information (e.g. account number, credit limit, address).<\/li>\n<li>IF you are claiming travel-related expenses, you may be required to attach additional documentation (i.e. in addition to a legible, itemized receipt). For example, a conference registration document that outlines which meals come with the conference.\u00a0 <strong>POLICY<\/strong>: You can\u2019t claim a travel allowance for meals that a conference already provides.<\/li>\n<li>If you are an infrequent traveller, you must attach evidence of pre-approval (i.e. an email from your direct supervisor approving travel).<\/li>\n<\/ul>\n<h3>What counts as a receipt?<\/h3>\n<p>For online purchases, companies send MANY emails related to a single purchase.\u00a0 Which to use as \u2018the\u2019 receipt may not always be clear. \u00a0Here are a few tips:<\/p>\n<ul>\n<li>The receipt will be itemized (i.e. show each item purchased) and show the taxes applied<\/li>\n<li>Proof of payment is also required. For example, if you purchase lunch from a corner store they might give you an itemized hand-written receipt (e.g. itemized, but no proof of payment) AND a credit card receipt (i.e. shows that you paid, but not itemized).\u00a0 In this example you must provide BOTH receipts.<\/li>\n<li>It must be legible. <strong>TIP:<\/strong> Do not use highlighter if you are scanning receipts.<\/li>\n<li><strong>TIP:<\/strong> SAP CONCUR will only allow you to attach image files with a max file size of 5 megabytes.<\/li>\n<\/ul>\n<h3>What if I\u2019ve forgotten to attach a document to a report or request that I\u2019ve already submitted?<\/h3>\n<p>You can attach documentation to a report or request that you\u2019ve already submitted!\u00a0 Here\u2019s how \u2026<\/p>\n<ul>\n<li>On the SAP Concur home page, click on \u2018Open Reports\u2019 and choose the report from your report library.<\/li>\n<li>In \u2018Manage Receipts\u2019 choose \u2018Manage Attachments\u2019 and click \u2018Append\u2019 to attach your new file.<\/li>\n<\/ul>\n<p><strong>\u00a0<\/strong>After I\u2019ve submitted a report or request, how long do I have to keep the related receipts?<\/p>\n<ul>\n<li><strong>For reports<\/strong>, hold onto your paper and digital copies of receipts until you have received payment from Carleton.<\/li>\n<li><strong>For requests, <\/strong>hold onto your paper and digital copies of your receipts until you have returned from your trip, submitted the related report, and received payment from Carleton.<\/li>\n<\/ul>\n<h3>How do I attach 2 documents the same expense line?<\/h3>\n<p>You may have to attach multiple documents to an expense line or add extra documents to the report.<\/p>\n<p>There\u2019s a how-to sheet that will walk you through how to do this on <a href=\"https:\/\/carleton.ca\/facts\/travel\/\">https:\/\/carleton.ca\/facts\/travel\/<\/a> called \u2018Adding Multiple Documents to an Expense Report\u2019.<\/p>\n<h3>Questions?<\/h3>\n<ul>\n<li>Visit <a href=\"https:\/\/carleton.ca\/facts\/travel\/\">https:\/\/carleton.ca\/facts\/travel\/<\/a> or contact <a href=\"&#109;&#x61;&#x69;&#108;&#x74;&#x6f;&#58;&#x66;&#x69;&#110;&#x61;&#x6e;&#99;&#x69;&#x61;&#108;&#x2e;&#x73;&#121;&#x73;&#x74;&#101;&#x6d;&#x73;&#64;&#x63;&#x61;r&#x6c;&#x65;t&#x6f;&#x6e;&#46;&#99;&#x61;\">&#115;&#x79;&#115;&#x74;&#101;&#x6d;&#115;&#x40;&#99;&#x61;&#114;&#x6c;&#101;&#x74;&#111;&#x6e;&#46;&#x63;&#97;<\/a>.<\/li>\n<li>Point to policies<\/li>\n<\/ul>\n<h3>RELATED TIPS<\/h3>\n<ul>\n<li><a href=\"https:\/\/carleton.ca\/facts\/2021\/sap-concur-tip-1-report-or-request-a-critical-first-step\/\" target=\"_blank\" rel=\"noopener noreferrer\">Tip #1: Report or Request?\u00a0 A critical first step!<\/a><\/li>\n<li><a href=\"https:\/\/carleton.ca\/facts\/2021\/sap-concur-tip-2-default-index\/\" target=\"_blank\" rel=\"noopener noreferrer\">Tip #2: Default Index<\/a><\/li>\n<li><a href=\"https:\/\/carleton.ca\/facts\/2021\/sap-concur-tip-3-posting-access-not-required\/\" target=\"_blank\" rel=\"noopener noreferrer\">Tip #3: Posting Access is Not Required<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>The SAP Concur Travel and Expense Reimbursement system has been live for a year. The Financial Information Systems team would like to share some of the common errors we\u2019ve seen and the questions we\u2019ve been asked. Documentation is required to support your report or request.\u00a0 If documentation is missing or not legible, approvers will either [&hellip;]<\/p>\n","protected":false},"author":12,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","_mi_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[1],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>SAP Concur Travel and Expense Tip #4: Documentation - Financial Administration Community Training &amp; Solutions<\/title>\n<meta name=\"description\" content=\"The SAP Concur Travel and Expense Reimbursement system has been live for a year. 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