25 Tips & Tricks For Concur Expense

25 Tips & Tricksfor ConcurExpenseBoost your Spendtelligence with bestpractices, tips and tricks for Concur Expense.From the Best Practices Dashboard toconfiguring approval flows to online Helpmenu in 21 languages, this eBook coverseverything you need to know to getthe most out of your Concur solution.1 25 Tips & Tricks for Concur Expense

1 Use the Best Practices dashboardMake sure to analyze your program and review best practice suggestions forConcur Travel and Expense by using the Best Practices Dashboard.2 Check duplicate transactionsConfigure a duplicate transaction check (e.g. same restaurant, same day, samedollar amount) or build it into your audit practices (manager expenses employeeand then employee also expenses manager on same meal). You can also excludecertain types of expenses. This will help fight against duplicate reimbursements.3 Check Concur OpenHaving a performance or system issue? Always check open.concur.com beforesubmitting a case to see if it’s a widespread issue that Concur already knowsabout. If Concur Open reports that everything is up and running, then submit acase to Client Support.4 Encourage mobile adoptionMany organizations are promoting a mobile first mentality when submittingexpense reports via Concur. Promote the Concur mobile app by firstgetting support from your executive sponsors, and then use emailsignatures, flyers, newsletters, in-person gatherings and internal socialmedia channels to reach your end users. Promote the app within yourcompany using the administrator toolkit promotional guide.5 Open apps directly from the Concur appIf your company has ExpenseIt or TripIt Pro, users can open themdirectly from the Concur mobile app by pressing the three lines at thetop left corner within the Concur mobile app (depends on model).2 25 Tips & Tricks for Concur ExpensePRO DUCT SP OTL I G HTIs your company utilizing ExpenseIt or TripIt Pro? Find out moreabout these add-on products below.ExpenseIt — ExpenseIt is a receipt capture app that makessubmitting expense reports even easier. Users simply snap aphoto of a receipt, and ExpenseIt automatically creates, itemizesand categorizes an expense entry, so expense reports get donefaster, get done right and get you the information you need tomanage your monthly budget. Check out ExpenseIt in action.TripIt Pro — TripIt Pro instantlyorganizes all of your travelreservations in one place. The appsends travelers real-time flightalerts, lets them know if a betterseat becomes available, makesit easy to find alternate flights,tracks reward points and more.Find out more.

6 Configure approver/processor functions7 Limit meal amountsSet up the features below to improve efficiencies for your approversand processors:You can limit or yellow flag meals based on per diem, which is best practice,or on individual meals (breakfast, lunch, dinner) if you have the need.Concur can also flag accumulated meals over the entire day. Approve and forward button allows the approver to quicklyadd another approver as needed Send to approver allows the processor to send the report toan additional approver8 Add attendees from Outlook Review in progress button marks a report as under work bythat processorForward a meeting from Microsoft Outlook to receipts@concur.com. ConcurExpense will parse attendees and they will show up under smart expensesto add to your expense report. This is found under Expense Admin Attendees. From the Settings tab, you can turn on this option.P ROD UCT S POTL I G H T9 Send personal expense remindersConcur Audit — Concur Audit ensures Travel and Expense (T&E)policy compliance with trained and certified resources whovalidate and objectively substantiate expense receipts followingcriteria you define. Our predictable turnaround ensures fraudis identified prior to reimbursement and delivers the insightyou need to reduce waste, control spending and modify futurebehavior without increasing overhead.Consider sending an email reminder the day after an expense report hasbeen sent for payment when the report includes a personal expense. Thisis a great way to remind users to pay their card back. Many Concur clientshave seen the number of delinquencies decline.10 Network with your peersBecome a member of the LinkedIn Client User Group to discussConcur features, learn about best practices and network with otherclients of Concur.11 Audit new employeesStart by drafting an audit policy so you know what to audit and what iswithin company policy. Audit all new employees for 90 days to 6 months toensure they understand your policies. Afterwards, let them know they willfall into your normal audit cadence.3 25 Tips & Tricks for Concur Expense

TIP #12Take advantageof trainingConcur provides a lot of options fortraining. To make training easier toaccess, bookmark your ProfessionalTraining Toolkit or Standard TrainingToolkit and visit often. You’ll findhelpful resources for both end usersand admins as well as reportingtrainings and on-demand options.Interested in customized training?Email training@concur.com anytimefor a quote.4 25 Tips & Tricks for Concur Expense

13 Expense report submission hard stop vs soft stopWhile a “hard stop” submission process will not allow the user to submit an expense report that is out ofpolicy or not complete, a “soft stop” approach can be perceived as more user friendly. For example, youcan block (hard stop) an expense report from being submitted if it includes an un-itemized hotel bill.However, a “soft stop” would allow a user to submit an expense report without receipts for expensesunder 25, and instead might alert the manager or target the user for audit.14 Manage cash flowwith accrualsDetermine the amount of expenses notassigned to expense reports and thoseassigned to a report but not yet paid.This will allow you to gain visibility intoyour outstanding liabilities, have moreaccurate financial reporting, and bettermanage cash flow (Folder: Accrual Expense Accrual, and Accrual Expense Accrual by Date Range). Thisis a great report for CBCP.15 Refresh yourCompany NotesKeep your Concur homepage freshby updating Company Notes at leastonce each quarter to communicateimportant focus areas and companygoals. It is especially important to showyour users how to get support. If youdon’t have User Support Desk, be sureto put your support email or phonenumber in the Company Notes section.5 25 Tips & Tricks for Concur Expense

16 Help for employees around the world18 Assign multiple Authorized Support ContactsDid you know that our Help menu documents have been translatedinto 21 languages? Concur has improved the support foradministrators and users so make sure your organizations knowshow to access the Help menu within the Concur solution. If youhaven’t deployed globally, speak to your Client Sales Executiveabout rolling out Concur internationally.Each new company is required to have at least two and up to fivedesignated Authorized Support Contacts (ASCs) to gain Admin access tothe Client Support Portal, chat and phone support. Designate additionalASCs via user permissions or via Company Groups or User Administrator(Professional only). View “Getting the most from the Concur Support Portal”in the Knowledge Base for full instructions.17 Review your Release Notes19 Payment Type Analysis for corporate cardsEach month, innovative enhancements and client-suggested featuresbecome part of your Concur solution. Review these updates andimportant announcements in the monthly release notes for yourproducts. See both Professional and Standard admin summaries.Also keep tabs on updates via the What’s New in Product page.Analyze payment types to determine what percentage of your programis cash. Often, high cash usage can be an indication of other activitiesthat you may not be thinking about, like fraud. Determine what factors arecontributing to low adoption (e.g. geography, culture, features) and takeaction. Find Payment Type Analysis in the Expense Processing folder.P RODUCT SP OTL I G HTExpense Pay — Expense Pay streamlinesthe expense reimbursement processby automatically paying employees andcorporate cards, reducing processing timeand eliminating manual intervention—allowing employees to focus on what mattersmost. The end-to-end automated processvalidates expenses against your policies priorto payment, giving you effortless control.6 25 Tips & Tricks for Concur Expense

TIP #20Turn on split expensereport approvalConsider turning on the “Split Expense ReportApproval” feature in Concur. This enables yourorganization to reject a single line item on anexpense report, allowing the remainder to bepaid to the corporate card or reimbursed to theuser. This also reinforces good education tothe end users as to why an expense line itemwas rejected.Note: The rejected line item(s) is separated andadded to a new expense report automatically.7 25 Tips & Tricks for Concur Expense

21 View Transactions pageWhen in Concur Expense, ensure your users with corporate cards are familiarwith the "View Transactions" page to help them review card transactions. Itdefaults to unused charges, but can be adjusted by time period.22 Schedule a reportUtilize report scheduling to run a report each month for last month’s data.In the report studio, use the pre-defined filter “Last Month” in the datawarehouse. You can schedule the report by day, week, month or more,which will help you stay on top of a specific business metric.23 Track your monthly expense reportsQuickly see how many expense reports your organization is submitting withthe usage reports. Find the Billed Transaction Reconciliation (Month) reportlocated in Reporting Standard Reports Administration folder.24 View your Expense SpendManagement dashboardThe Expense Spend Management Overview dashboard provides keymetrics for your organization’s expense reports and expense report lifecycle at a glance. The dashboard can help track how key metrics aretrending, the impact on cash flow, and help you to evaluate the need tochange your expense report process.25 Create a custom field cheat sheetIn some reports, Custom Field labels (often cost centers, divisions ordepartments) don’t appear, instead you will see their code, Create acheat sheet and keep it handy so you know which custom fields belongto which value.8 25 Tips & Tricks for Concur Expense

Cut costs. Save time. It’s common sense.Concur gives youBeing able to confidently navigate yourConcur solutions and quickly get answers to questionshelps you save time and money. All of this means higherSpendtelligence for you and your teams.For more information on any of the product spotlights featured,please reach out to your Client Sales Executive.For more than two decades, Concur, an SAP company, has taken companies of all sizes and stages beyond automation to acompletely connected spend management solution encompassing travel, expense, invoice, compliance and risk. Our globalexpertise and industry-leading innovation keep our customers a step ahead with time-saving tools, leading-edge technologyand connected data, in a dynamic ecosystem of diverse partners and applications. User-friendly and business-ready, Concurunlocks powerful insights that help businesses reduce complexity and see spending clearly, so they can manage it proactively.Learn more at concur.com or the Concur blog.425.590.5000 concur.com

4 25 Tips & Tricks for Concur Expense Take advantage of training Concur provides a lot of options for training. To make training easier to access, bookmark your Professional Training Toolkit or Standard Training Toolkit and visit often. You’ll find helpful resources for both end users an