Concur Expense FAQ / 1
Concur Expense - Frequently asked questions (faq)
General
1.How am I able to access the Concur environment?
2.Is the mobile application available for both smartphone and tablet?
3.Can one person use multiple devices for the Concur Expense Mobile Application?
4.Is there a fee for the mobile app?
5.Does Concur Expense have an offline functionality?
6.What is the Marriott Company code to access the Concur Expense Mobile Application?
7.Is the user able to access Concur Travel and Concur Expense from the same mobile application?
8.Who should someone contact if they have any questions related to the Concur Expense application?
9.What Reporting is available in Concur?
10.Who do I contact for any questions regarding my Corporate Travel Card?
11.How do I apply for a Corporate Travel Card?
12.I am not getting any Concur emails. Why not?
Expenses
1.Is it necessary to add attendees to all expenses?
2.When we add attendees for “Company” group meals we have to put the company name in the box for each attendee.
3.If the expense is in a foreign currency, can you manually enter an exchange rate for the conversion?
4.Will the delegate get a reminder as well to submit the expenses?
5.How do you itemize an Expense if the Card currency is in a different currency than what is billed in?
6.How is an Expense handled if there are also personal expenses on the receipt (ie. hotel expense that also includes a personal dinner)?
7.How do you handle an expense that was purchased prior to the date of use (ie. flight was charged prior to taking the flight)?
8.Are you able to charge expenses to multiple hotels?
9.Do I have to put the “Business Purpose” for each expense
10.When itemizing, sometimes the charges are the same - (ie Cuban hotel tickets, all were $898 per person) the system recognizes it as an error or “Duplicate” and flags the report.
This is just a system audit warning to assist you in not submitting a duplicate expense report. However, you can still submit the expense report.
11.How are delegates setup and what are the requirements for using delegates?
12.Can a delegate enter and approve their own expense report?
13.Are you able to charge an expense to multiple departments?
14.Are you able to enter multiple room rates for the same folio?
15.Is there a way to copy an expense report?
16.Which Telephone expense do I choose?
17.My DUD is wrong. What is the process to change it?
Receipts
1.What are the receipt requirements (electronic and original paper receipts)?
2.Are you able to take a picture with your phone and upload directly into the Concur mobile application?
3.Do users have to attach electronic receipts if they also have to send in original versions of the receipt?
4.Can a delegate attach receipts on the user’s behalf?
5.How do you handle if there is no Receipt for a purchase?
6.Do users need to scan each receipt separately?
7.What file formats are acceptable for Receipt images?
8.How large can the Receipt image files be?
9.What does a user do if they lose a Receipt?
Approvals
1.How is the Expense Approver determined?
2.If the Expense Report is above the Submitter’s Manager’s limit, how is the Expense Report approved?
3.If an additional Approver is added, do both Approvers need to approve the Expense Report before it is approved?
4.If the default Approver is incorrect, how is this updated?
5.If the approver is out (ie. PTO/sick leave), how does the system route the Expense Report for approval?
6.When I add an approver to my workflow, my authorized approver changes on the screen.
7.How do you know you are receiving a report for approval because you have been added as an additional approver?
8.Why is my manager not getting my expense reports?
General
1.How am I able to access the Concur environment?
The Concur environment is able to be accessed online through a browser or through the Concur Mobile Application. You can access the Concur Expense page through MGS via this link.
2.Is the mobile application available for both smartphone and tablet?
Yes
3.Can one person use multiple devices for the Concur Expense Mobile Application?
Yes
4.Is there a fee for the mobile app?
No, there is no additional fee to install or use the mobile application.
5.Does Concur Expense have an offline functionality?
No
6.What is the Marriott Company code to access the Concur Expense Mobile Application?
The first time you log into the mobile application, you will be prompted to enter CPY2Min the Company Code field and click ‘Next’. Then, enter your Marriott EID and Password, and click Sign In to access the mobile application.
7.Is the user able to access Concur Travel and Concur Expense from the same mobile application?
Yes, the user is able to use the same mobile application to access both Concur Travel and Concur Expense.
8.Who should someone contact if they have any questions related to the Concur Expense application?
For any questions or concerns regarding the expense reimbursement process and the use of the application, please contact your Help Desk.
Region / Country / Help Desk – Contact DetailsEmail Address / Phone Number
Americas /
- US
- Canada
- Aruba
- Cayman Islands
- Costa Rica
- Mexico
- Panama
- Puerto Rico
APAC /
- Australia
- Hong Kong
- Thailand
EU /
- Germany Above Property
- United Kingdom
MEA /
- United Arab Emirates
9.What Reporting is available in Concur?
The user is able to access the reporting through the PeopleSoft queries in the PeopleSoft Financials environment. Note: Users would need access to the PeopleSoft Financials environment to be able to access the queries. There are additional reporting capabilities to select business license users and those have been communicated directly to those users. A list of key reports can be found at the following link on MGS:
10.Who do I contact for any questions regarding my Corporate Travel Card?
Use the same Help Desk contact information as Concur Expense, with exception to UAE. UAE associates should contact the MBS Travel for Corporate Travel Card inquiries (see contact info above).
11.How do I apply for a Corporate Travel Card?
Access this site for more information on how to apply for a Corporate Travel Card:
12.I am not getting any Concur emails. Why not?
There are two primary reasons why are not receiving emails. First, your Concur Expense emails may be going to your junk folder. To correct this, go to your junk folder and see if your Concur Expense emails are there. If so, select the email and use Outlook to flag the email as not junk. That should fix it going forward. The other reason is that your Concur Expense profile may not be setup to send emails. To verify, select the profile option at the top of the home page. Once you get to the profile page, select the expense preferenes option and there you can select what email notifications you want to receive.
Expenses
1.Is it necessary to add attendees to all expenses?
Only specific Meal and Entertainment expense require Attendees.
2.When we add attendees for “Company” group meals we have to put the company name in the box for each attendee.
When entering attendees, Marriott Associates should always be entered using the Additional Associate Attendee Type. This Attendee Type does not require Company to be entered as part of the profile. If a meal is attended by only Marriott associates, Associate Relation Meals or Business Meals Associates should be used. If a meal was attended by non-Marriott associates, Owner/Client Relation meals should be used. The attendees for Owner/Client Relations meals should be classified as appropriate with the required information entered when storing the attendee.
3.If the expense is in a foreign currency, can you manually enter an exchange rate for the conversion?
Yes, you are able to manually override the exchange rate up to plus or minus 10% of the current exchange rate for out of pocket expenses.
4.Will the delegate get a reminder as well to submit the expenses?
Yes, when setting up the delegation in Profile Setting, the user needs to check “Receives Emails”, then thedelegate will be able to receive a notification if there are new transactions to load.
5.How do you itemize an Expense if theCard currency is in a different currency than what is billed in?
The user is able to itemize in any currency. It should match the receipt of the expense.
6.How is an Expense handled if there are also personal expenses on the receipt (ie. hotel expense that also includes a personal dinner)?
The user would itemize the receipt and for any charges that are personal, they would mark those as personal. The user would then be responsible for paying those charges to the credit card. A user cannot delete a personal expense from Concur Expense. It will need to be marked as non-reimburseable to remove it from Concur.
7.How do you handle an expense that was purchased prior to the date of use (ie. flight was charged prior to taking the flight)?
The user should be using the transaction date of when the charge was incurred rather than the use/travel date.
8.Are you able to charge expenses to multiple hotels?
You are allowed to charge expenses to multiple hotels in the US, Canada, UAE, Hong Kong, Australia and Thailand. For the US, Ritz-Carlton, Gaylord and Starwood Brands only allow cross charging within property. If your home unit is Ritz-Carlton, Gaylord or a Starwood Brand, you can cross charge to different departments within your Div/Operation unit,she’s but you cannot cross charge to another property. The property to property cross charging will still need to be handled outside of the expense system.Marrexpress may have allowed cross charging in the system, but it failed downstream when the voucher was created in Peoplesoft. It had to be corrected manually and posted back to the submitter’s home department. Concur has improved the process by not allowing invalid transactions.
9.Do I have to put the “Business Purpose” for each expense
Business Purpose does not cascade from the Header but once it is stored on the first expense, it then cascades to subsequence expenses
10.When itemizing, sometimes the charges are the same - (ie Cuban hotel tickets, all were $898 per person) the system recognizes it as an error or “Duplicate” and flags the report.
This is just a system audit warning to assist you in not submitting a duplicate expense report. However, you can still submit the expense report.
11.How are delegates setup and what are the requirements for using delegates?
- You will have the ability to set up delegates to create and approve expenses on your behalf.
- Your delegate can prepare your Expense Report with all applicable expenses and then click the Notifybutton once it is ready for review. You will be notified that your Expense Report is ready to be reviewed and submitted. You will have to go into the application, review the report and submit for approval. Your delegate cannot submit the expense report on your behalf.
- Approvers can delegate their approval authority to associates at the same level or higher threshold amount.In order to approve, the delegate must ‘act on behalf of another user’ for their manager and enter the manager’s workspace
12.Can a delegate enter and approve their own expense report?
No, If a delegate tries to approve their own report an error will generate saying you cannot approve your own report.
13.Are you able to charge an expense to multiple departments?
Yes, you are able to itemize an expense across departments for the following countries: US, Canada, UAE, Australia, Thailand, Hong Kong. Any other countries are unable to itemize an expense to multiple departments.
14.Are you able to enter multiple room rates for the same folio?
Yes, the user should itemize the expense usingone room rate. After creating the itemization,open the expense item with the different rate and change the rate to the desired amount.
15.Is there a way to copy an expense report?
Yes, you are able to copy an expense report that has been submitted and approved. Note: this is only beneficial for out of pocket expenses, as any credit card expenses would need to be loaded from the credit card. The user is unable to copy an expense report to another user.
16.Which Telephone expense do I choose?
If your Home Unit is a Property unit choose Telephone- Property Associates. If your Home Unit is HQ or a Regional office then choose Telephone – Above Property Associates.
17.My DUD is wrong. What is the process to change it?
Associates’ Home DUD is from PeopleSoft HR (PSHR). Any changes must be made in PSHR and fed into Concur. Changes from PSHR are imported each night.
Receipts
1.What are the receipt requirements (electronic and original paper receipts)?
Anelectronic imageof your receipt needs to be attached to each expense reported for reimbursement (i.e. through a scanned receipt or a photo taken by your smartphone). Additionally, see below for country specific rules regarding original receipts:
Region / Country / Original Receipt Requirement / Electronic ReceiptAmericas / US / Original Receipt required for any Foreign transactions over $25 / Electronic receipt required for out of pocket expenses above $25. All hotel stays require an image of the Folio to be attached (unless an eFolio has been provided by the hotel).
Canada / Original Receipts not required / Electronic receipt required for each expense item
Aruba / Original Receipt requiredto be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
Cayman Islands / Original Receipt required to be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
Costa Rica / Original Receipt required to be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
Mexico / Original Receipt required to be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
Panama / Original Receipt required to be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
Puerto Rico / Original Receipt required to be turned into the property finance office for any Foreign transactions / Electronic receipt required for each expense item
APAC / Australia / Due to legal requirements, all original receipts should continue to be sent to the Regional Finance Office / Electronic receipt required for each expense item
Hong Kong / Original Receipts not required / Electronic receipt required for each expense item
Thailand / Due to legal requirements, all original receipts should continue to be sent to the Regional Finance Office / Electronic receipt required for each expense item
EU / Germany Above Property / Due to legal requirements, all original receipts should continue to be sent to the Regional Finance Office / Electronic receipt required for each expense item
United Kingdom / Due to legal requirements, all original receipts should continue to be sent to the Regional Finance Office / Electronic receipt required for each expense item
MEA / United Arab Emirates / Original Receipts not required / Electronic receipt required for each expense item
2.Are you able to take a picture with your phone and upload directly into the Concur mobile application?
Yes
3.Do users have to attach electronic receipts if they also have to send in original versions of the receipt?
Yes
4.Can a delegate attach receipts on the user’s behalf?
Yes
5.How do you handle if there is no Receipt for a purchase?
The user should fill in a “Missing Receipt Affidavit” by navigating to Receipts and then Missing Receipt Affidavit on the Expense Report.
6.Do users need to scan each receipt separately?
Yes, as a best practice, the user should be scanning and attaching each receipt individually.
7.What file formats are acceptable for Receipt images?
The acceptable formats are png, .jpg, .jpeg, .pdf, .html, .tif or .tiff.
8.How large can the Receipt image files be?
The limit is 5MB per file
9.What does a user do if they lose a Receipt?
The user should fill in a “Missing Receipt Affidavit” by navigating to Receipts and then Missing Receipt Affidavit on the Expense Report.
Approvals
1.How is the Expense Approver determined?
In Concur, the expense report approver is determined by 2 variables; (1) the Supervisor in the HR Hierarchy and (2) the approver’s DASF approval authority for expense reports. The only way to change this would be if the approver sets up an approver delegate. In order to set this up, the approvermust have similar DASF approval authority as the delegate. The associate does have the ability to add an additional approver, who will approve prior to the authorized approver. The additional approver can be anyone who has access to Concur Expense.