An expense report’s approval flow is determined by the type of expense report.

  • Travel and Payment Request expense reports route to the budget approver(s) for approval. If multiple account keys are to be charged, each account key’s budget approver will need to approve. Only approve the activity on your account key(s).
  • P-Card expense reports route to the cardholder’s Approving Official (AO) for approval. If approval for a different account key is needed, that should be obtained by email and attached to the expense.

You may receive a system-generated email when an expense report is pending your approval.


Detailed Demo: Submitting and Approving Expense Reports


Approving Expense Reports

The steps to approve expense reports are the same. The only difference between approving Travel expense reports, P-Card expense reports, and Payment Request expense reports is the type of expenses that each contain. 

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.)

Act as a delegate if approving this expense report on the approver’s behalf. Refer to the Acting as a Delegate guide for details.

Locate the expense report in your approval queue. There are a couple of ways to do this. One of the more common is to use the task buttons along the top of your Concur home page. Click the Required Approvals button; your expense report approval queue appears. The number represents how many items are pending your approval.

Click the name of the expense report.

The expense report appears.

Review any comments entered for the report. Use the Details dropdown to select Comments. Close the Comment History window when done.

Review the summary. The Amount Due Company indicates whether the employee must reimburse UCAR due to personal charges on the P-Card/T-Card (Travel Card). Also, for Travel expense reports, the Requests area compares the expense report amount to the approved travel request amount.

Review any exceptions that appear along the top of the expense report. Exceptions noted by a yellow triangle, highlight items that need attention.

Select an expense to review. Click anywhere on the expense from your left pane.

Review the expense’s details. The details appear in your right pane. Comments added to the expense appear at the top of the pane, above the details.

Review the expense’s attached documentation, if needed. Click the Receipt Image tab, along the top of your right pane. Use the Zoom Out, Zoom In, and Rotate buttons to better view the image.

Review the expense’s itemizations, if any. Expense itemization splits a single expense among multiple Expense Types. An itemized expense has a chevron (arrow) to its left. Click the chevron for the itemizations to appear. Select each itemization individually to see the itemization’s details. (Remember: Comments appear at the top of the pane, above the details.) Click the chevron again to hide the itemizations once reviewed.

If desired, mark the expense as reviewed. You may want to mark the expense as reviewed in order to keep track of where you are in the approval process. Use the Reviewed dropdown (in the right pane) to select Yes. Then, click the Save button.

Repeat steps 9 - 13 for each expense on the expense report.

Review the allocation(s).

To review allocations for the entire expense report:

  • Use the Details dropdown to select Allocations.
  • Then, use the View dropdown to select Summary.
  • Close the windows when done.

To review allocations for an individual expense:

  • Select the expense from your left pane.
  • Then, in your right pane, click on the Allocate button.
  • Or, you can hover your mouse over the pie chart icon to the expense’s left and the expense’s Allocations pop-up appears.

Take action on this report. Use the buttons in the upper right of your screen:

  • To approve this report as is, click the Approve button.
  • To deny this report as is, click the Send Back to User button and describe why in the comment area that appears. This will allow the report to be updated and resubmitted or deleted, whichever is appropriate.

You are returned to your approval queue. Repeat the process for each expense report pending your approval.