Expense - Concur Quick Start Guide
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1. Concur Quick Start Guide Instructions to create employee expense reports Kindred Healthcare HOME SCREEN User Profile quick access to your profile or other traveler profiles if you ont are a travel arranger Quick Task Bar the most important user tasks currently easy ana fast access to assigned to your account To start a a mn T oo U ote el a emna Cre ee ow oe ee oe new expense report click the Start a Report button oe we ae nn 4 AS er r Mo a rd ANo O M e m M w w ce n ee s ee ogwwrees o lt s Sse oe Ce t o a Mli o Ml Oo Gee a Lte e o 2 e oru oe Company Notes easy viewing of other screen condensed to provide components Click Read More to see full company and travel notes My Tasks provides quick access to Most important tasks such as viewing open reports Facts amp Stats personal stats and read helpful hints Let s you track your about using Concur Concur log in page https www concursolutions com New expense users must complete and submit the AP Direct Deposit form for access No notice will be sent that you have been set up in Concur You must use kndte at the end of your Kindred Domain ID to create your user name when logging in First time users will use welcome as their password all lower case Your login ID will follow the format of Kin2. CONCUR Expense Professional Edition Contents T Using Online Help You are here Help Overview lf Using Expense Use Online Help ia Profile amp Preferences lal Process Receipts IMPORTANT lal Processor Concur for Mobile elias best user experience Concur recommends Internet Explorer version 10 or later as well as Google Chrome version 30 or later and Mozilla Firefox version 25 E TripIt Integration with Expense In some browsers Internet Explorer 8 the contents do not automatically appear on the left side of the page Click Contents to see the full list of topics Training a Also this help system can be used on smaller monitors tablets and mobile dewices If the contents do not appear on the left locate the menu icon im the upper left corner of the page Click the icon to see the contents tap the icon if using a tablet or mobile device If the left side menu is black with the mouse pointer anywhere on the page right click and click Refresh or Reload whichever applies Access Online Help To access online Help hover the mouse pointer over the Help menu upper right comer of the page and then click the appropriate link fram the menu that appears 4 Online help opens on its own tab To return to Concur close the help tab or click the Concur tab Navigate through help topics Use the left side menu to access different help pages As you click links on the contents pages a path appears on the top o
3. ipe the expense hype m fhe feld above To eat an exrsiing gt expense cick the expense on fhe lef side of he page 117102014 Mileage S500 11 10 2014 Gifts Cards non periszhables en 350 080 350 00 z L PiN gt Walmart Jefferson Indiana Recently Used Expense Types 11102014 Advertising Help wanted 100 00 100 00 CI amp amp Ll E Gifs Cards non perishables employees Advertising Help wanted Mileage Room rate Lodging All Expense Types Business Promotions Trade ShowsfContferences not CEU Business Office Expenses Copies Printing self service Fingerprinting Background checks Office Supplies Postage USPS Printing Semice Shipping UP S F ederal Express Communications Cellular Phone TOTAL AMOUNT TOTAL REQUESTED Fax line or long distance only phone line 1 5 00 1 5 00 Local Phone Check to make sure your receipts have attached to your report before you submit it Go to the Receipts drop down box and choose Check Receipts It may take a few minutes for your receipts to attach to your report If your receipts are attached they will appear in the page that pops up If they are not attached wait a few more minutes and check them again you may also have to try faxing the receipts a second time if they do not appear after an hour To submit the report click the Submit Report button on the top right side of the screen Your report will then be sent to your approver along with an email notifying them
4. that they have expenses to approve Concur Quick Start Guide Kindred Healthcare Using Itineraries to Create Expense Reports TRIPS 3 MUNIN aan Choose more from the trip section on 18 21 the homepage then choose Expense J this trip to create an expense report utus from your recent travel N Needs Expense Report 4 I Ticketed Irawo xpense Agministertor lt x eee n Travel Trip Library Templates Tools A ee t Travel Alerts You haven si ned up t0 recene amp recempls mn up rere Note This website should be used only for O Choose the expense business travel u have unused ticket action to create an Employees may not combine business and byes oi Jom expense report from personal roe ake Kindred Travel ambany Nobes Lkxorng Trios Camove Tros av ae trip Personal travel is strictly unauthorized Trip Hane Description Status Start Date EndDate Action 4 l Flight Search Trip Trom Houston to Louleville CALVANO Need OSn820I4 OSARA Choose the Travel a pe a ny Round Trp OneWay Mull Segmert Report N Tab to go to th aoe a 0 go 0 e Departure Oty Trip from Loveewie t Dalat 4P 90R Needs GNAD 05 22 2014 Ei pense Travel page Eyans Py Poel npon l Shen iets apoi Rep rt Arrival Ct Ticketed If travel has been booked in Concur the itinerary can be used to create an expense report By choosing one of the options shown above the itinerary information airfare car rental hotel will create a ne
5. ERE eT Tp En a arn j Expense Type a Transaction Date From Location Required fieldy Mo Expenses Found miese wr f W001 4 l fi To Location _ Payment Type p Distante Amount CashiPer sonal Credit Card o z000 USD w Company 2320 Company Kindred Facility Deparment SS C Personal Expense do not reimburse 4699 Facility GORP S es Dept CORP ACCOl Purpose of trip lt Patient Therapy had Mileage Calculator The Purpose of trip field is defaulted to the Business Purpose you entered when first creating the report This field can be changed for each line item if the business purpose is different Once the entry has been completed click Save Concur Quick Start Guide Kindred Healthcare Administration Help C CONCUR Approwals App Center o Profle Sab Manage Expenses Processor m St Deaete Report Submit Report 4 New Expense F Quick Expenses Import Details Receipts v Print f Email Pidie ee Exceptions Expense Date Amount gt Exception Mileage 17 7 02074 325 00 A Dates of travel must be provided Make sure that you hawe deducted your nonmal commute mileage from your total milesge claim Sits Cards no 11 70 2014 50 00 A You must include the recipients name reporting facility and dollar value received by each employee in the attendee list In the expen 3 T tE bos include the reason for the gift Expenses wi
6. d and all business meals require an itemized receipt to be attached Please Note If the meal is under 5 the gold circle with an exclamation point will not appear on that line item but a receipt is still required for reimbursement The receipt requirement does not apply to individual meals if your division uses the per diem method for meal reimbursement Documentation of an overnight stay will act as your per diem meal receipt To attach receipts you will need to print off the RehabCare Fax Receipt Cover Page This is located under the Print tab Concur Quick Start Guide Kindred Healthcare Administration i Help CC CONCUR Expense Approvals App Center i Profle on Manage Expenses Processor Delete Report Submit Report Hide Exceptions New Expense Quick Expenses i Import Details Receipts Print Email Receipts Required aaa Check Receipts Expense Date Amount Exception Attach Receipt Images Mileage 11 10 2014 25 00 Jy Dates of travel musi ics Recent Store deducted your monmal commute mileage from your total mileage claim Gifts Cards ma 1110 2014 50 00 A You must include th _ P _ id dollar value received by each empboyee in the attendee list In the expenses comment box include the reason for the gift Expenses J a GS view K Mew Expense Receipt Store L Date Expense Amount Requested Cia Adding New Expense Expense C To create a new expense cick ihe approprate expense type below or
7. dredDomainID KNDTE ex doej kndte If you do not know this ID or need the form please contact us at APTravelCorp kindred com You must set up your Concur Expense email account to receive notifications from Concur regarding the status of your expense report including notification of a returned report or expense line item To complete your Expense email set up go to the Profile tab Profile Settings Expense Information and then enter your email address and click Save The main page is called Concur This is where important information regarding Concur will be posted Choose Read more under Company Notes to access Concur interactive training links and additional company information The Quick Task Bar at the top of the Concur page provides quick access to important tasks including the choice to start an expense report Near the bottom of the page Concur Quick Start Guide Kindred Healthcare you can view My Tasks Listings of available expenses and open reports can be found in My Tasks Approvers will also see a list of reports requiring approval Once you have been set up to create expense reports in Concur Start a Report will be a choice on the Quick Task Bar Choose this option to go directly to a new expense report The Expense tab will also appear when you are set up to use Concur for expense reimbursements Use the Expense tab option to create a new report view open reports upload or view receipts Administration Help CONCUR E
8. e type in fhe field above To edit an existing expense click the expense on the Jeff side of the page Recently Used Expense Types Gifts Gards non perishables employees Mileage Room rate Lodging All Expense Types Business Promotions Trade Se ne not CEU sical Office Expenses Copies Printing self service Fingerprinting Background checks Office Supplies Postage USPS Printing Service Shipping UPS Federal Express Communications Cellular Phone Fax line or long distance only phone line Local Phone Online Intemet fees Employee Benefits Employee Relations i Gifts Cardsinon perishables employees TOTAL AMOUNT TOTAL REQUESTED 0 00 0 00 Member Dues amp Other Subscriptions ny Here you will select your expense type from the list on the right of your screen To locate your expense type you can scroll down the list or start typing the expense type name in the Expense field Concur Quick Start Guide Kindred Healthcare Administaton l Help C fete lat Expense Approvals App Center Profile e Manage Expenses Processor St Delete Report Submit Report j New Expense ef Quick Expenses Impoi Details Receipts Printi Email e FT H lt Ls s fae Expenses Mice VIEW T a4 Mew Expense Receipt Store L Date Expense Amount Requested View Reimbursement Rates Adding New Expense z 2 TT
9. ew lt lt Expense Receipt Store Date Expense owt Requested sacii en lar 1sovedwa Mileage S25 00 S25 00 Expense Type Transaction Date Enter endor Name Ea Advertising Help wanted 11102014 Commercial ae 17 70 2014 Gifts Cards non perizhables en 50 04 50 00 City State Payment Type Amount L Walmart Jefferson Indiana a r dJefferson Indiana ceshPersonal Credit Card 100 00 USD ae 111072014 Advertising Help wanted 100 00 3100 00 ee w Commercial Jefferson Indiana C Personal Expense do not reimburse Comment Company 2320 Company Kindred Facility Department Business Purpose 460 Facility CORP S5UI l 3937 Dept CORP Ao l 4 ray A DOE Recruiting TOTAL AMOUNT TOTAL REQUESTED 175 00 175 00 Atocate_ Attach Receipt Any line item that has the gold circle with exclamation mark in it must have a receipt attached to the report before you can submit it All expenses require an itemized receipt verifying purchase Credit card bank statements alone are not adequate documentation for reimbursement They can be attached to verify payment but the receipt detailing the purchase is also required Credit card statements or cancelled checks need to be attached when using a hand written or a generic type of receipt Your name and the purchase line must be part of the statement but other personal information can be blacked out Individual meals using the actual metho
10. f the contents page Click the Navigate previous and Navigate next buttons above the contents page or simply click a link im the path Search for topics in Help Search is located in the upper right corner of the help page To search for a topic 1 Type a keyword in the box and press ENTER A list of topics appears in the contents frame 2 Click the appropriate topic The topic replaces the search results with the search word highlighted NOTE To turn off the highlight click the Remove Highlights button to the right of the Print button just above the contents 3 To search again click the search field and press ENTER A list of topics again appears in the contents frame Print Help topics Click the Print button above the contents section and then take the appropriate steps for your browser If you have questions about entering expense reports or using the mobile apps the Expense Help section is available within Concur The New User Manual coming soon and available by request from APTravelCorp Kindred com provides more detailed instructions Password re sets should be requested through your division s IS Support number Option 3 Concur Expense assistance and password resets can also be requested via email to Aptravelcorpo kindred com or call 877 798 6820 and choose option 7 Concur Quick Start Guide Kindred Healthcare Expense Types Trade Shows Conferences not CEU Copies Printing self service Fingerprinting Backgrou
11. nd checks Office Supplies Postage USPS Printing Service Shipping UPS Federal Express Cellular Phone Fax line or long distance only phone line Local Phone Online Internet fees Other Online Internet fees Home Office Requires a CBA form filed in AP Employee Relations Gifts Cards non perishables employees Member Dues amp Other Subscriptions Professional license renewal Seminars Cont Ed Training Service Awards Room rate Lodging Room Tax Business meals Employee amp Non employee Business meals Employee amp Non employee Alcohol portion Business meals Employees only Business meals Employees only Alcohol portion Employee s individual meals Employee s individual meals Alcohol portion Sporting events amp outing with non employees Sporting events amp outings Employee only Advertising Help wanted Career fair external Open House recruiting internal Meetings Room amp other expenses no meals Minor Equipment Miscellaneous Public relations Community Events Resident relations Treats meals outings Supplies disposable items Airfare baggage and change fees Airfare ticket fees Bus Train Subway Shuttle Chauffeured travel Limo Gas must also submit rental car doc Laundry Personal for travel Mileage Parking Rental Car Taxi Tolls Travel Tips help with bags maid service RehabCare employees with PCA accounts can not submit professional expenses thro
12. s Itemization can also be used for partial reimbursement of a receipt Always start with the full dollar amount of the receipt as your main expense type Please note itemization is required for hotel expenses and used frequently to separate the food expense from the alcohol expense in meals as alcohol must be charged to a separate account ltemize the expenses on your receipt to the appropriate expense type A receipt may contain office supplies postage and employee relations The full dollar amount of the receipt is included as your main expense type The expense line is then itemized out to reflect the three expense types purchased on the one receipt If a pack of gum or other personal item is included on the receipt itemize this item out to Miscellaneous and check Personal Expense do not reimburse The itemization marked personal will not be reimbursed Concur Quick Start Guide Kindred Healthcare Icons x This icon appears when something needs to be added or changed with the report or line item before it is allowed to be submitted Room Tax 01 03 2012 3 00 the tT arita Toad raat Banm On na 2 the SOP wo ce air snide Ahaa plein nie el _ ie ee ee tae _ _ The Transaction Date is Greater than 60 days Per the SOP you can not submit this entry for reimbursment Example Loom rate Lod 02 05 2012 6180 00 Q heententiewrs wan sin n E ES Room rate Lod 02 05 2012 150 00 The itemization amounts do not add up to the e
13. ugh Concur If you are seeking reimbursement for these types of expenditures please check with your manager to see if you are eligible for a PCA account If you are eligible or want more information on PCA accounts please contact pca help kindred com Lost Stolen Patient Items GL used is 72535 Patient Food GL used is 72010 Marketing expenses gifts no meals Concur Quick Start Guide Kindred Healthcare
14. w expense report for you with the expenses from the itinerary listed For example if you have car rental and airfare in the itinerary the Airfare expense and Rental Car expense will be imported into the new expense report along with the itinerary information If you have signed up for E receipts and there is an E receipt available for the expense it will attach to the expense as well thus saving time on attaching receipts for these items If E receipts are available for hotel expenses they can be imported into the report and the system will automatically itemize the hotel expense Verify the Payment Type for Airfare booked through Concur is Company Paid The itinerary will create the expense for you Concur Quick Start Guide Kindred Healthcare Itemizing ADH Meeting wee ee ee Re ee ee ee ee ee ee rere ere et te ere eee HHH New Expense Quick Expenses Import Details Receipts Print Email C w 12 02 2014 Office Supplies 86 37 79 29 Target Washington North Carolin 12 02 2014 Office Supplies 54 20 54 20 L 12 02 2014 Miscellaneous 7 08 0 00 C 12 02 2014 Employee s individual meals 25 09 25 09 TOTAL AMOUNT TOTAL REQUESTED Some expenses may need to be itemized Choose the Itemize button on the bottom right side of the screen once you have completed the vendor date and cost information for an expense ltemization should be used for any receipt that includes items which fall into various expense type
15. xpense Approvals App Center Profle amp Manage Expenses Processor Create a New Expense Report Report Header RehabCare Expense Polic 2320 Company Kindred Facility Department Business Purpose 2588 Facility CORP SU es Dept CORP ACCOI Type in your Report Name and Business Purpose these help the approver processors and auditors understand the business reason for the expenses If you need to provide more information about your expense report please use the Comment field In Concur required fields are marked with a bold red line at the front of the field You will not be able to advance in the system without completing these fields Some fields are defaulted Policy Name does not need to be changed The Company Facility and Department fields are defaulted to your home cost center Once the Report Name and Business Purpose fields are completed click Next to advance Concur Quick Start Guide Kindred Healthcare Administration Help C ove Teall Expense Approvals App Center Profile amp Manage Expenses Processor Test Set Rr pamm e a a New Expense F Quick Expenses Import Details Receipts Print Email SSE gt OEE EE EEEE Expenses Copy View lt Mew Expense Receipt Store Ll Date Expense Amount Requested A Adding New Expense Expense To create a new expense click the appropriate expense type below or type the expens
16. xpense amount This appears on expense items 5 00 and up as a reminder that receipts are required This appears when the line item has an attendee list attached If you put your cursor over this icon the attendee list should appear This appears when the line item has an exception These are warnings that inform you of what needs to be done with that expense before submission These warnings are only informative and will stay on that line item They will not prevent you from submitting the report D This appears when the line item has been allocated to multiple facilities If you put your cursor over this icon the list of allocated facilities and how much is allocated to each facility should appear This icon appears to show that the report or line item has been sent back to the employee This appears when the line item or report has a comment attached to it This appears on a line item that has been designated a Personal Expense The line item will not be reimbursed Q When this appears you can put your cursor over the icon and the receipt attached to the line item should appear This appears when the line item has been uploaded from a credit card statement This icon appears when you have an E receipt attached to that expense line item These icons appear when the Rental Car Room Rate Lodging or Airfare expense has been created from the itinerary Concur Quick Start Guide Kindred Healthcare Questions ef
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