Expense Report vs Travel Request
What is the difference between an expense report and a travel request?
An expense report is required to be submitted and approved to receive reimbursement for expenses incurred on behalf of the University (e.g., out-of-pocket expenses) or in satisfaction of the monthly reconciliation of charges on the NYU payment card. To create an expense report, from the Travel and Expense home screen, click + New > Start a Report.
A travel request is required to be submitted and approved for cash advance requests or if required by your school or unit. From the Travel and Expense home screen, click + New > Start a Request.
Uploading Receipts
How do I transfer receipts to my expense report?
Expense reports require receipts to be attached at the individual expense line. Here are the different ways to upload a receipt:
- Activate e-receipts in your Concur profile for participating vendors. For eligible purchases, this will send a receipt directly to your Concur profile. Not all purchases will generate an e-receipt so make sure to retain your receipt at the point-of-sale and upload as needed with one of the methods below.
- Recommended: Use the SAP Concur Mobile App to capture and upload your receipts on-the-go. Select the camera icon and take a photo of your receipt to digitize it. Visit the Mobile App training page for iPhone or Android device tutorials.
- Email a copy of your receipt to receipts@concur.com from the email address verified in your profile.
- Scan receipts to individual files and save them to your computer.
Updating chartfield strings
Can't find the chartfield string you need?
In Travel and Expense, the chartfield string is organized into segments. When selecting a higher-level segment, the available values for the next segment automatically populate. If you are not able to locate your desired chartfield string, review each of your higher-level segments to ensure the correct value was selected. Also, when searching for a chartfield, be sure that the search filter in the cell is set at "Code" or "Either" instead of the default "Text" which may not yield the desired value.
Expense Types and Account Codes
Wondering which expense type to select for a transaction?
In Travel and Expense, an appropriate expense type must be selected for each transaction. Behind the scenes, each of these expense types is mapped to a specific general ledger (GL) account code. Reference the Expense Type to GL mapping resource document which includes tabs for expense types available for travel, non-travel expense and P-Card reports. Also, as part of the transition to Travel and Expense, some expense types were consolidated if not widely used or were redundant. View additional resources in the Expense Reimbursement training and resources page.
Delegate to act on your behalf
How can my administrator support me with travel and expense reports?
An administrator who supports you can be set-up as a delegate to make travel arrangements and/or prepare expense reports on your behalf. Delegates that are setup as your travel arranger may arrange travel on your behalf using your travel profile and preferences. Delegates that are setup to assist you with expense reports may prepare your expense report but may not submit it into the workflow for approval. Once the report is complete, you, as the user that incurred the expenses, must login to review the transactions added and attest to the accuracy of the expense report when submitting it for approval.
T&E Training and Resources
Where can I find training resources?
Mastering a new system can present its own set of challenges. To ease your transition, we have curated a diverse range of training resources. Explore our collection of concise videos, reference guides and handy tip sheets, tailored to demonstrate functions relevant to your travel and expense needs. Additionally, we offer FAQs to address any lingering queries you may have.
