P-Card Paid for/by Others Expense Report

These instructions will cover how to reconcile P-Card transactions made by you for another traveler. 

A P-Card Travel Expense Report will be required if travel expenses are paid on your P-Card for other travelers. 

Click on any of the links below to skip ahead to that section.

If you need assistance with logging into Concur, please go to Logging into Concur.

How to Add P-Card Transactions to a New Expense Report

Step 1: Click on Expense to see your available expense reports.

Concur Portal. There is a green arrow pointing towards the top of the dashboard.  Highlighted in green,  the arrow is pointed towards the expense tab option.

Step 2: Click on View Transactions.

Expense tab has been opened. There is a green arrow pointing towards the "view transactions" tab located in the top. It is highlighted in green.

Step 3: From there, select each transaction you would like to add to your expense report by clicking in the checkbox(es).

List of expenses are displayed that were paid for by a P-Card.

Step 4: After you have selected the expenses, change the dropdown next to ‘Add Charges To’ and select
New Expense Report.

Next, click on Add Selected. This will create the Report Header.

"Add Charges To" drop-down menu. When clicked on, there is an option to click on "New Expense Report." This option is highlighted, with a green arrow pointing towards it.

How to Fill Out the Report Header

Step 1: In the Report Header in the Policy field, select State Travel.

Report header policy field. When clicked on, a drop-down emerges. The option to select "State Travel" has been highlighted, with a green arrow pointing towards it.

Step 2: For the Report/Trip Name follow the naming convention listed below:

P-Card Travel [Month] [Year]

Ex: P-Card Travel MAY 2017

Report/Trip Name field in the report header. The Report/Trip Name field is highlighted in green, with an arrow pointing towards it. The naming convention was labeled as "P-Card Travel MAY 2017."

Step 3: Next, click on the drop down for ‘Report/Trip Purpose’ and select P-Card Paid Travel by/for Other(s). 

Report/Trip Purpose. When clicked on, a drop-down emerges displaying a list of different types of trip purposes. The option, "P-Card Paid Travel by/for Other(s)" has been highlighted, with a green arrow pointing towards it.

Step 4: In the Event Name/ Business Purpose, enter the following verbiage:

Reconciling P-Card expenses paid for other employee’s travel

Event Name/Business Purpose. Within the text field, the following has been inputted, "Reconciling P-Card Expenses paid for other employee's travel." This field is highlighted, with a green arrow pointing towards it.

Step 5: In the Report/Trip Start Date and Report/Trip End Date fields, be sure to enter the billing cycle dates for the month of the transactions.

Report/Trip Start Date and Report/Trip End Date. Both fields have been highlighted in green.

Step 6: For Start and End Time, put 8:00 AM to 5:00 PM.

Start Time and End Time fields. Both fields have been highlighted in green.

Step 7: For Additional Cities Traveled To, list the cities that the traveler’s traveled to.

"Additional Cities Travel To" field. The text field has been left blank.

Step 8: Once you have filled out all the fields in the Report header, click Next.

"Next" and "Cancel" buttons in the Report Header. The next button is highlighted, with a green arrow pointing towards it.

How to Designate Each Expense to an Employee's Transaction

Step 1: From there, your Expense Report will be created listing each expense as line items.

Select (by checking the box), other expenses you would like to allocate to another person’s travel.

Expense Report has been created. Near the bottom, there is a green arrow pointing towards the lodging expense.

Step 2: On the right-hand side for each expense, enter the traveler’s Request ID in the Request ID field, and enter the traveler’s name in the Comment field.

If you have an approved Paper Travel Request, enter the Travel Document Number into the Comments field.

Ex. TR178000

Repeat these steps for each different expense. 

City, Payment Type, Comment, and Request ID fields. Both the comment and request id fields have been highlighted in green.

Step 3: Once you have filled in all the required fields, select Save.

If you need to allocate an expense, refer to the Allocating Expenses Travel Request Instructions for more information.

Save, allocate, and cancel options. The save option is highlighted, and there is a green arrow pointing towards it.

Step 4: Lastly, to submit the report, click on Submit Report located in the top right corner.

Delete report and submit report options. The submit report option is highlighted, with a green arrow pointing towards it.

On-Campus Interviews

The cardholder must enter the travel expenses for an on-campus candidate charged to their p-card on this expense report and include (if applicable):

  • The candidate's name and assigned TR number in the comment field for each expense charged to a p-card.
  • Lodging (itemized by room and taxes per day)
  • An itemized receipt

The cardholder must enter the expenses for the interview committee meals with an on-campus candidate charged on their p-card on this expense report and include (if applicable):

  • An itemized receipt
  • Approved D11
  • List of all the attendees are required

Checklist

If you would like to use a checklist, click on the P-Card Travel Expense Report Checklist

Need more help?

Contact Concur Support at concur@fullerton.edu or at 657-278-3600.