Defining P-card Expenses
These instructions cover how to define your expenses and itemize them on your P-Card Expense Report.
Click on any of the links below to skip ahead to that section.
Table of Contents:
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Defining Expense Types
Step 1: Under Alerts, all exceptions will be listed.
Every expense must have a defined Expense Type.
![All expenses will have alerts associated with them.](https://media.screensteps.com/image_assets/assets/002/687/891/original/82c4bce3-b881-486a-8c0d-b33769749d95.png)
Step 2: Click on each line item to define the expense type.
![To define your expense type, you will need to select the expense.](https://media.screensteps.com/image_assets/assets/002/687/893/original/a4a1e82f-7dbf-46e1-b344-3833190d9cfe.png)
Step 3: Your page will refresh and you will see the details of your expense.
![The page will refresh and you will see the expense details.](https://media.screensteps.com/image_assets/assets/002/693/546/original/ee1c1748-5286-4012-a02c-590d8dafbdf7.png)
Step 4: Select the appropriate expense category for that expense.
Note: Make sure to scroll down to see all expense categories.
![The drop-down list will provide a list of expense categories.](https://media.screensteps.com/image_assets/assets/002/693/548/original/dba4dfde-7639-4361-9ff2-dd3f85bc2a43.png)
For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at [email protected].
Step 5: Once you have selected your Expense Type, fill in the other fields, as appropriate.
Click on the Save Expense button when you are finished.
![After you selected your expense type, fill out the appropriate information.](https://media.screensteps.com/image_assets/assets/002/693/542/original/8e2f8115-b871-45e3-95de-4ff89410dce0.png)
Step 6: To itemize your expense click on the Itemizations tab.
![Click on the itemizations tab to itemize your expense.](https://media.screensteps.com/image_assets/assets/002/693/544/original/b2b7c993-ab50-475d-b0c0-10651ad05711.png)
Itemizing Expenses
All P-Card transactions in a P-Card Expense Report are required to be itemized.
Step 1: Select the Create Itemization button in your selected expense.
![Select the Create Itemization button to itemize your expense.](https://media.screensteps.com/image_assets/assets/002/693/668/original/b9cc7b57-e770-45c5-9947-4ec1428f00b6.png)
Step 2: The screen will refresh. You will see the tab New Itemization.
In the Expense Type field, select the drop-down.
![Under New Itemization, select the drop-down to find your expense type.](https://media.screensteps.com/image_assets/assets/002/693/666/original/a6c0f811-c484-4ca9-839c-a6e9f31c6e0b.png)
Step 3: Select the appropriate Expense Type category for that expense.
Note: Make sure to scroll down to see all expense categories.
![You will see a list of the expense categories.](https://media.screensteps.com/image_assets/assets/002/693/662/original/58a43350-552c-47ff-b07a-a0b4d2c6822a.png)
For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at [email protected].
Step 4: After you have selected the Expense Type, new fields will appear.
Fill out the required fields (designated by the red asterisks *) and the appropriate fields.
![Fill out the appropriate information in the itemization.](https://media.screensteps.com/image_assets/assets/002/693/652/original/82b9b4dc-b327-4b71-8379-4d605365d920.png)
For assistance on how to fill out the Business Purpose field, go to Business Purpose Guidelines.
Step 5a: Your Transaction Date field will be automatically filled in, based on the date of your transaction.
![Enter the Q# or IT Auth number](https://media.screensteps.com/image_assets/assets/002/693/656/original/77b45ed8-13d7-4d40-a4f8-549bc74487f3.png)
![Enter the transaction date](https://media.screensteps.com/image_assets/assets/002/693/650/original/e8a1b3cb-a657-4feb-8622-a1ed73a0eb9f.png)
Step 5b: The Business Purpose is an optional field to fill in for notes or comments that you want to upload into OBIEE.
Note: There is a 64 character limit for adding text to the field.
![Enter the business purpose](https://media.screensteps.com/image_assets/assets/002/693/664/original/8ee83afa-02fb-4351-b3e9-78f2295c03be.png)
Step 5c: Depending on what Expense Type is selected, there may be different required fields, such as Q#, IT Authorization #, etc. Fill in as appropriate.
![Enter the Q# or IT Auth Number](https://media.screensteps.com/image_assets/assets/002/693/658/original/d3e1394c-afe4-49ee-aec2-d4c123590fb7.png)
If you have any questions regarding the Q# or IT Authorization #, contact Contracts and Procurement at [email protected].
Step 5d: Confirm the amount by typing the dollar amount in the Transaction Amount field.
![In the Transaction Amount field, confirm the amount.](https://media.screensteps.com/image_assets/assets/002/693/654/original/487420d0-eed1-4795-a6ce-e0e88b713c36.png)
Step 5e: After you fill out all required and appropriate fields, select the Save Itemization button.
Note: If you need to allocate an expense, refer to the Allocating Expenses Expense Instructions for more information.
![Select Save Itemization button when you are finished filling out the fields.](https://media.screensteps.com/image_assets/assets/002/693/660/original/c66d60f3-4366-4230-ac8a-4d7cf756b07e.png)
Step 6: After you Save, your itemized expenses will show under the expense.
![Your itemized expenses will be listed after you save your itemization.](https://media.screensteps.com/image_assets/assets/002/693/685/original/849d673f-8051-4115-8795-820d92bbd3e9.png)
Step 7: To upload your receipt, select the Attach Receipt Image to search for your receipt.
![Select Attach Receipt Image to upload your receipt.](https://media.screensteps.com/image_assets/assets/002/693/681/original/79c1bf4d-0643-4d9d-890d-f129a9f75948.png)
Step 8: If you need to add additional receipts or documentation, select the Append button in the bottom right-hand corner.
![Select the Append button if you need to attach additional documentation.](https://media.screensteps.com/image_assets/assets/002/693/687/original/a1141aaf-20b7-496e-8586-38f8bffab6ad.png)
Step 9: Once you have finished clearing your alerts, select the Save Expense button to return to your expense report to itemize your other expenses.
Note: If you have more than one expense that requires itemization, repeat Itemizing Expenses.
Itemize other expenses until the red exception icon disappears.
![Select the Save Expense button when you are finished clearing your alerts.](https://media.screensteps.com/image_assets/assets/002/693/683/original/e4e5f710-fd2e-4f4d-953b-5349e4e86354.png)
For information regarding allocating expenses, please refer to the Allocating Expenses for more information.
Need more help?
Contact Concur Support at [email protected] or at 657-278-3600.