Submitting an expense report certifies that the expense report is accurate and appropriate, while sending the expense report on for review by the designated approver(s). (For P-Card expense reports, the designated approver is the cardholder’s Approving Official.) It also certifies that you will not receive – and have not received – reimbursement from any other source for any portion of the expenses. 

Detailed Demo


Submission Guidelines

For Travel Expense Reports

  • One Travel expense report should contain all of your expenses related to one trip – including T-Card, travel allowance (per diem), those directly paid by UCAR, and paid personally. Avoid submitting multiple expense reports for the same trip.

For P-Card Expense Reports

  • Submit only one P-Card expense report per month. Expenses reports are fully editable until submission – so, you can add P-Card expenses, edit expense information, attach documents, allocate, and set approval flow. Once submitted, an expense report cannot be changed unless recalled.
  • Your P-Card transactions should be reconciled by the 10th of the month following the transaction date. For example, all expenses with a transaction date in October should be reconciled – which includes submitted – by November 10.

For Payment Request Expense Reports

  • Submit only one Payment Request expense report per month. All of your local travel and non-travel expenses can be included on the same Payment Request expense report.




Even though your Travel Coordinator may help you prepare your expense report, only you can submit it.



Submitting Expense Reports

You’ve created your expense report, added expenses, attached the required documentation, and (if needed) allocated your expenses. Now it is time to submit your expense report.


Access Concur. If accessing remotely, you may need to use your CIT credentials to log in. (You may want to bookmark this link for quick access to Concur next time – visit the Creating Bookmarks to Concur guide for details.)


Open your expense report. There are a few ways to do this. One of the fastest is to use your Open Reports task area on your Concur home page. Click the name of the appropriate expense report.


Review each expense’s details and attached document(s). Select an expense from the list, then look over the information entered under the Details and Itemizations tab. The attached document(s) appear in the right pane. To get back to your main expense report page, click either the Save Expense button or Cancel link. Note: You can use the forward and back arrows near the upper left of your screen to browse through your expenses quickly.


Review each expense’s allocations. There are a few ways to do this. From the main expense report page, one way is to click the Allocated link to the right of each expense line under the Requested column. Another option is the Allocation Summary. Using your Report Details dropdown, select Allocation Summary. (Your Report Details dropdown is along the top of your expense report.)


Click the Submit Report button. The Submit Report button is in the upper right of your screen.


Review the User Electronic Agreement specifics and, if you agree, click the Accept & Continue button.


Review your report’s totals and click the Submit Report button. Your reimbursement amount is listed as Due Employee. Once you hit Submit Report, a Report Status pop-up will appear. Click the Close button to close this window.


A confirmation message appears. Click the Close button to close this window. 



Next Steps

Your submitted expense report is now pending approval from the designated approver(s). You will receive any reimbursement due once your expense report is fully approved.

Visit Approvals In Concur for details about the approval flow and how to add additional approvers.

Closing/Inactivating a Request

Each travel request consists of a travel request in Concur and a travel PO in IFAS. Every request needs to be closed once the expense report has been submitted or if the trip was cancelled. Travel requests in Concur should be closed by the traveler or travel coordinator. You may also need to submit a NCAR/UCAR Service Desk ticket to request to close an IFAS travel PO, depending on the circumstances:

  • Travel request POs that include out-of-pocket expenses on the expense report are automatically closed when processed for payment in IFAS
  • Travel request POs without any out-of-pocket expenses on the expense report must be manually closed in IFAS by the Travel team via a service desk ticket

The ability to cancel, close, delete, and/or inactivate a travel request in Concur depends on the request's status. 

  • A request that has not been submitted cannot be cancelled. Instead, it will have a Delete Request button. 
  • Once a request has been submitted, it cannot be deleted. 
  • A request that has been submitted but not yet approved will have a Recall button.
  • A request that has been approved will have a Close/Inactivate button. It will also have the Recall button if the start date has not passed and it is not linked with an expense report.
  • A request that has been submitted and then returned to the user (status = Sent Back to User) will require admin intervention in order to cancel (see steps below).

  • Expense reports with any out-of-pocket expenses will result in automatic closure of the travel request PO in IFAS when it is processed for payment (i.e., when the CE payment set is posted). In all other instances, the traveler or travel coordinator should submit an NCAR/UCAR Service Desk ticket to request closure of the travel request PO in IFAS. 

A closed travel request cannot be linked to an expense report. The request must be in the "Approved" status to link it with an expense report. Travel can reopen travel requests that have been closed (usually requires also opening the travel PO in IFAS). Requests that have been cancelled cannot be reopened. 

How to close a Concur Travel Request

Go to the Request Tab

Open the Request to be closed and click on the blue "Close Request" button in the upper right-hand corner