Concur Reimbursement

Whenever we have a fun activity planned in the lab, our lab members may spend their own money to facilitate activities. However, the lab has a discretionary fund that can be used to reimburse such expenses. Here is how to do it.

Create a Concur Profile

1) Ask Yuyan to grant you to submit Concur reports on her behalf. This should take a week for admin to approve you.

2) When you are approved, you will need to give some of your information to the website. Click on your profile picture in the top right and click on Profile Settings. From there, set these:

  • Personal Information
  • Credit Card Information: The cards you will be using for your expenses
  • Bank Information: Can be the same as your direct deposit account
  • Expense Delegates: Add Dr. Yuyan Cheng as an Expense Delegate, who could perform this work on your behalf if needed in the future.
  • Favorite Attendees: Add all lab members for when your expense involves the entire lab

When the first three are complete, there will be a header on the Concur website with the options Start a Report, View Trips, Available Expenses and Open Reports.

Create an Expense Report

1) Click on Start a Report.

2) Fill in each section of the report header appropriately and hit save. The following fields likely need the following values.

  • CREF = DEPT-28
  • Program = RESEARCH
  • CNAC-ORG-BC-FUND - Funding Source = “MED-OP-ADMIN-Y-CPUP PRACTICE”

3) For each receipt, Add Expense and choose the expense type that best matches the receipt.

4) Once again, fill in each field appropriately and attach a clear image of the receipt to this expense item. Fill in an itemization for each line item on the receipt. Include the list of attendees if this was for a multiple people. Include non-employees in attendees such as spouses if applicable.

5) When all information is included for each expense/receipt, go to the report overview page and choose to Submit Report for approval.

6) Reimbursements should happen quickly. If there is no notice by the next day, check the Report Details -> Audit Trail for information on its progress. Your expense approver should include concrete instructions for fixing your report. When you have followed through with corrections, Submit Report again for approval.

Student-Specific Reimbursement

Owner: Marlene

[NEEDS INPUT — Marlene: student expense-reimbursement process, if it differs from the standard Concur flow above (e.g. a different approval chain, funding source, or reimbursement method for students who may not have a Concur profile)]