Concur Quick Reference Guide
Section 1: Accessing Concur
/1 / Log in to the CHW Intranet at https://www.mychw.org/portal/chw/.
2 / Go to the Travel & Expenses Department page.
3 / Select the Manage My Travel & Expenses link located on the right side of the page.
Your Concur User Name is your Dignity Health Employee ID Number followed by @dignity health (e.g., 123456@dignityhealth). Your initial Password is welcome. You will be prompted to change your password the first time you Log in to Concur. Passwords are case sensitive.
Section 2: Review My Concur Section
/All of the sections on your My Concur page can be rearranged to suit your individual needs. To move these sections, click your mouse on the section you want to move, then “drag and drop it” in the new location on the page.
1 / Locate the Alerts section. Select the Sign up here link to enable E-Receipts.
E-Receipts are electronic receipts provided by select vendors directly into Concur. These electronic receipts will help simplify your expense reporting process. Please note: This is a one-time sign-up process.
2 / Explore the Trip Search, Travel Info, Trip List, and Expense Info sections.
3 / Locate the Active Reports section.
4 / View the Approval Queue section.
This section appears only if you are designated as an expense report approver.
5 / Locate the Available Company Card Charges section.
If you are a Dignity Health Credit Cardholder, your available credit card transactions will appear in this section.
Section 3: Updating Your Concur User Profile
Change your password.
1 / Select Profile from the toolbar at the top of the page.2 / Click Change Password link.
3 / Enter your new password, and then click Submit.
Update your personal information.
1 / Select Profile from the toolbar at the top of the page.2 / Click Personal Information link.
3 / Update the appropriate information, and then click Save.
Update your travel preference information.
1 / Select Profile from the toolbar at the top of the page.2 / Click Travel Preferences link.
3 / Update the appropriate information, and then click Save.
Section 4: Make a Travel Reservation
Make a flight reservation.
1 / From the Flight tab, select one of these options:· Round Trip
· One Way
· Multi-Segment
2 / In the Departure City and Arrival City fields, enter the cities for your travel.
3 / In the Departure and Return fields, select the appropriate dates and times.
4 / If you need a car rental, select the Pick-up/Drop-off car at airport check box.
5 / If you need a hotel, select the Find a Hotel check box. (Select hotel search options from available fields.)
6 / Select Refundable Only (only if applicable).
7 / In the Search Flights By field, select either Price or Schedule.
8 / Click Search.
9 / After you choose your flight, click View Seatmap next to the flight, if applicable.
10 / Click any green (unoccupied) seat (move the mouse pointer over a seat to see the number). Click Select Seat, and then Close.
11 / Click Next, and then Reserve.
Select a car rental.
If you indicated that you needed a car rental on the Flight tab, you will see car rental search results.1 / Select the appropriate car rental, and then click Reserve.
Select a hotel.
If you indicated that you needed a hotel on the Flight tab, you will see hotel search results after you choose your car rental.1 / To filter by hotel chain, click Hotel Chain, and then select the chains you want to view.
2 / To filter by hotel amenities, click Hotel Amenities, and then select the appropriate amenity options.
3 / Click Info to view more detailed information for the hotel.
4 / Three rates appear by default. To see more, click View more hotel rates.
5 / When ready to reserve your room, click Reserve for the appropriate rate and hotel.
6 / Click Next.
7 / Enter your trip information in the Trip Name and Trip Description fields.
The Trip Name field will be the Report Name of your expense report when you use the One-Click feature.
8 / Click Next to finalize your reservation.
Section 5: Cancel or Change an Airline, Car Rental, or Hotel Reservation
If the status of the trip is Ticketed, you cannot cancel your flight in Concur. You must contact an American Express Travel Agent at 1-800-713-1275.1 / In the Trip List section of My Concur, click the name of the trip.
2 / Click Change Trip.
3 / On the itinerary, click the appropriate link to:
· Change your seat assignment.
· Change your day or time for travel – you cannot change the airline.
· Add, change, or cancel car rental.
· Add, change, or cancel hotel.
4 / To cancel your entire trip, click Cancel.
Section 6: Create an Expense Report from an Travel Itinerary (One-Click)
/When your trip has been completed (past the trip end date), the One-Click icon appears in the Exp Report? column of the Trip List section of My Concur. /
1 / Click the One-Click icon. Concur creates an expense report for you and attaches the applicable travel reservations and available Dignity Health Credit Card transactions (if you are a Dignity Health Credit Cardholder) to the expense report.
2 / Make appropriate updates.
3 / Attach required receipts and submit.
Section 7: Create a New Expense Report
1 / In the Active Reports section of My Concur, click New Expense Report.2 / Complete all required and optional fields.
3 / Click Next.
Section 7.1: Add an Out-of-Pocket Expense to an Expense Report
1 / From the New Expense tab, select the appropriate expense type.2 / Complete all required and optional fields.
3 / Click Save.
Section 7.2: Add a Trip or Unassigned Company Credit Card Transaction to an Expense Report
Dignity Health Credit Card transactions (charges) are automatically uploaded into Concur.1 / In the Import menu, select Trips & Card Charges.
2 / Select the trip or credit card charge to be added to the expense report.
3 / In the Import menu, select To Current Report.
Section 7.3: Itemize a Nightly Lodging Expense
Itemize nightly (recurring) lodging expenses.1 / From the New Expense tab, select the Room Rate expense type.
2 / Complete all required and optional fields.
3 / Click Save & Itemize.
4 / Use the calendar to select the check-in date.
5 / Enter the room rate, tax, and other nightly (recurring) charges.
6 / Complete all required and optional fields.
7 / Click Save.
Add any remaining lodging itemizations.
1 / If the amount remaining is more than zero, select the appropriate expense type in the Itemization Details window.2 / Complete all required and optional fields.
3 / Click Save.
Section 7.4: Allocate an Expense
To select multiple expenses to allocate, click Allocate in the right-side pane, and then continue with Step 3.1 / Complete the expense as usual.
2 / In the lower right-hand corner of the window, click Allocate.
3 / From the Allocate By dropdown menu, select either Percentage or Amount.
4 / In the Allocate By field, enter the Percentage or Amount.
5 / Click in the field under the Department column heading, and then select the department.
6 / Click Add New Allocation, and then repeat steps 4-5 for each new allocation.
7 / Click Save, and then click OK.
8 / In the Allocate Report window, click Done.
Use the Allocate feature when: (1) you need to charge one or more expenses on your expense report to a different Company, Accounting Unit, Activity or Account Category than is designated on the Report Header; or (2) when you need to charge one or more expenses on your expense report to more than one Company, Accounting Unit, Activity or Account Category.
For assistance in appropriately coding your expense report, please review the Coding Help Guide located in the Expense Info section of the My Concur page or the Travel & Expenses Department intranet page.
Section 7.5: Itemize an Expense
/1 / Complete the expense as usual.
2 / In the lower right-hand corner of the window, click Itemize.
3 / Select Create Itemization button.
4 / In the Itemization Details window, select the appropriate expense type.
5 / Complete all required and optional fields.
6 / Click Save.
7 / Repeat these steps until the remaining amount is zero.
Use the Itemize feature to account for receipts that include both business and personal expenses.
Section 7.6: Add an Attendee
1 / To select an existing attendee, in the Favorites field of the Add/Delete Attendees section, begin typing the last name of an existing attendee. (Type the asterisk (*) and press Enter to see the entire list). Select the appropriate attendee from the list.2 / To add a new attendee, click New Attendee. Complete the required fields, and then click Save.
Section 7.7: Calculate Personal Car Mileage
1 / From the New Expense tab, select the Personal Care Mileage expense type.2 / Type the date or use the calendar.
3 / Type the number of miles traveled in the Total Business Miles field.
Total Business Miles should not include your normal commute miles.
4 / Type the number of miles traveled in the Distance field.
The system will automatically calculate the reimbursement amount.
5 / Complete additional required fields.
6 / Click Save.
Section 8: Review or Edit an Expense Report
1 / In the Active Reports section of My Concur, click the name of the report that you want to review.2 / Review expense report and make any appropriate updates.
Section 9: Print, Submit or Resubmit an Expense Report
Print your expense report.
1 / Select the Print button.2 / From the Print menu, select Catholic Healthcare West Detailed Report.
3 / After reviewing the document, click Print, and then click Close Window.
You do not need to print a hard copy of your expense report. The electronic copy of your expense report will remain available to you in Concur.
Submit your expense report.
1 / From the Expense Report page, click Submit Report.
2 / From the Final Review screen, verify that required receipts are attached. If not attach them here.
3 / Click Submit.
Correct and resubmit an expense report sent back by your approver.
1 / In the Active Reports section of My Concur, read the approver’s comment in the Status column.2 / Click the report name.
3 / Make the appropriate changes.
4 / Click Save.
5 / Click Submit Report.
Section 12: Fax or Attach Receipts
Receipts are not required for travel related expenses (i.e., airfare, car rental, travel meals, taxi, etc.) that are charged to your Dignity Health Credit Card, except for hotel receipts. Hotel receipts are required regardless of payment method.Receipts are required for all expenses that are paid for by personal funds (i.e., personal credit card or cash); except for travel expenses less than $25.00. Receipts are not required for out-of-pocket travel expenses $25.00 or less.
Fax your receipts.
1 / Select Print button.2 / Click Catholic Healthcare West Cover Page.
3 / Click Print.
4 / Fax the cover page and the receipts to the fax number listed the cover page.
5 / To view the faxed receipts, click the Receipts button, and then click View Receipts.
Attach scanned images of your receipts.
Concur only accepts the following file formats for receipt image uploads: JPG, TIFF, PDF.1 / Select Receipts button.
2 / Click Attach Receipt Images.
3 / Click Browse.
4 / Locate the file you want to attach.
5 / Click the file, and click Open.
6 / To attach another image, click Browse, and then repeat the process.
7 / Click Attach.
8 / Click Done when finished.
9 / To view the attached receipts, click Receipts button, and then click View Receipts.
Section 13: Review and Approve an Expense Report
Review and approve an expense report.
The Approval Queue section will only appear if you are a designated expense report approver.1 / In the Approval Queue section of My Concur, click the name of the report that you want to review.
2 / From the Expense Report page, click the expense you want to view.
3 / To view the attached receipts, click Receipts button, and then click View Receipts.
4 / Click Approve.
To send an expense report back to an employee.
1 / Click Send Back to Employee.2 / From the Send Back Report page, add comments in the Comment box.
3 / Click OK.
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