P-Card Paid for/by Others Expense Report (New Process)
These instructions will cover how to reconcile a group registration P-Card transaction made by you for a group of travelers. A P-Card Travel Expense Report will be required if a group registration or recruitment expenses were paid on your P-Card for other travelers.
Click on any of the links below to skip ahead to that section.
Table of Contents
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Adding Group Registration to a New Expense Report
Step 1: Click on the Expense tab to see your available expense reports.
Step 2: Click on View Transactions.
Step 3: From there, select the group registration(s) that you would like to add to your expense report by clicking in the checkbox(es).
Step 4: After you have selected the expenses, change the Add Charges To drop-down and select New Expense Report.
Step 5: Next, click on the Add Selected button. This will create the Report Header.
Filling out the Report Header
Step 1: In the Report Header in the Policy field, select State Travel.
Note: Fill in all required and appropriate fields in the expense report.
Step 2: For the Report/Trip Name follow the naming convention listed below:
Example:
P-Card Travel [Month] [Year]
P-Card Travel JUL 2018
Step 3: 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.
Refer to the Billing Cycle Dates for more information.
Step 4: For Start and End Time, put 8:00 AM to 5:00 PM.
Step 5: For Trip Type select based on type of travel that the travelers had.
Step 6: For Main Destination City, list Fullerton, California.
Step 7: For Additional Cities Traveled To, list the cities and state that the travelers traveled to.
Step 8: Next, click on the drop down for Report/Trip Purpose and select P-Card Paid Travel by/for Other(s).
Step 9: In the Event Name/ Business Purpose, enter the following verbiage:
Reconciling group registration expense for _________
Step 10: At the bottom of the Report Header, you can select the Division, Department, Fund, Class or Programs.
Step 11: Once you have filled out all the required and appropriate fields in the Report header, click on the Create Report button.
Matching a Group Registration Expense to Each Traveler
Step 1: From there, your Expense Report will list the group registration as a line item.
Click on the group registration expense that you would like to match to the group of travelers involved.
Step 2: On the left-hand side of each expense, enter each traveler’s Request ID in the Request ID field, and enter each of the traveler’s names in the Comment field.
If you have an approved Paper Travel Request, enter the Travel Document Number into the Comments field.
Note: All travel requests have to be approved before Travel Operations reviews the expense report.
Step 3: To upload your receipt, select the Attach Receipt Image to search for the group registration receipt.
Note: P-card transactions are required to have a receipt regardless of the dollar amount.
Step 4: Click on the appropriate receipt for the expense.
Step 5: Next, click on the Attach button to attach the receipt.
Step 6: Once you have filled in the all the required and appropriate fields, select the Save Expense button.
For more information on adding or allocating expenses, refer to the instructions below.
Step 7: Lastly, to submit the report, click on Submit Report button located in the top right corner.
Helpful Checklists
If you would like to use a checklist please, click on the following (as applicable):
Need more help?
Contact Concur Support at [email protected] or at 657-278-3600.