Table of Contents



Using Search Fields

Some fields require the use of a search to enter data. A search box appears when you click in the field.

Here are some things to keep in mind:

  • City (or location, or destination) searches often include airports in the list. However, it’s easiest to search by city. Begin your search by typing three characters. Continue typing characters to narrow your search results further. Sometimes, it's helpful to try variations of abbreviations (e.g., try "St Maarten" in addition to "St. Maarten," "Saint Maarten," and "Sint Maarten"). If your location is not available in Concur, please submit an NCAR/UCAR Service Desk ticket to request that it be added. 
  • Some search boxes have a filter option that appears to the left of the search box that allows you to search by Text (description), Code (value), or Either (both at once). 
  • When searching by part of a value or description, use asterisks ( * ) as wildcards. The most robust method is to place an asterisk at both the beginning and end of the sequence. For example, typing *COO* will return all items that contain "COO" anywhere in their name. 
  • Your recently used selections appear at the top of the drop-down list.



Itemizing Expenses

Expense itemization splits a single expense among multiple expense types (such as a lodging expense that is itemized into lodging, tax, and parking expenses). 

To itemize an expense:

Begin by adding the expense to the expense report. See the Methods for Adding Expenses section below for more information.

Choose or review the expense type and complete the expense entry details.

Click the Itemizations tab above the expense entry fields.

Click the Create Itemization button and select from the drop-down one of the appropriate expense types. Enter the needed information, and click the Save Itemization button.

Repeat step 4 until the expense is fully itemized. The top of the section indicates the total amount of this expense, how much has been itemized, and how much is remaining to be itemized. Your itemizations must total to the entire amount of the expense entry. 



Methods for Adding Expenses

Click the Add Expense button to see options for adding a new expense to your report. The options include: 

Scan Receipt

This option utilizes SAP Concur's AI receipt scanning technology, ExpenseIT, to read and evaluate your receipt and then automatically select an expense type and complete expense entry details for you. You can later combine this with an "Available Expense," such as a P-Card or T-Card charge. 

Manually Create Expense

Choose this option to manually select an expense type and complete its details. Use this option to add entries that don't have or require receipts, such as Visitor Certifications or Exceptions to Procedure. Visit the Adding Out-of-Pocket Expenses guide for details on manually adding these types of expenses. 

Select from Available Expenses (#)

Choose this to select from expenses that have already been imported into your Available Expenses, such as P-Card or T-Card transactions, or expenses that were created by emailing receipts to Receipts@concur.com. The number in parentheses indicates how many available expenses you have. Visit the Adding P-Card Expenses or Adding Available Expenses guide for more details. 


Knowing the Icons

Concur uses symbols to give guidance when completing a request or an expense report:

Required Fields

A red asterisk to the right of a field’s label notes when a field must be completed. Blank required fields will not allow request or expense report submission.

Quick Help

Quick Help provides additional information about the field, such as definitions, procedures, and recommended formats. Click on the question mark icon for the information to appear. 

Exception Messages

Exception messages appear at the top of your request/report and within individual expenses and can be warnings or errors. Errors must be resolved before you will be able to submit your request or report for approval. Be sure to read the exception message carefully to know how to resolve the error and let us know if you have a suggestion for making a message clearer. 

A Warning exception (orange triangle) highlights something that needs attention, but does not prevent the request or expense report from being submitted for approval. 

An Error exception (white X in a red circle) indicates something must be corrected before the request or expense report may be submitted. In some cases, even after you have made the correction, the exception message will remain until you click the button to submit the request or expense report. 


Locating Previous Expense Reports

Use the Report Library to access all your expense reports: 

Using the menu along the left of your screen, select Expense > Manage Expenses.

Use the View drop-down to select which expense reports you want to see.