Administrator

https://policy.psu.edu/policies/tr02

Required Information/Documentation:

1. Receipt(s) (i.e., actual lodging, transportation, conference registration, etc.) Expense type will say "no receipts required" in some cases (i.e., tolls, meal/lodging per diem). If it doesn't specifically say "no receipts required" assume receipts are required (per diems do not require receipts)
2. Account(s) to charge (Cost Center or Internal Order number). Contact L-FPAC-EMS@lists.psu.edu if you need help finding account number(s)
3. Justification/Purpose of Purchase (include event agenda/itinerary if available)

Process:

1. Go to SAP Concur (https://sapconcur.psu.edu)
2. Click yellow “Login to SAP Concur” button. For guided assistance click the circled question mark (?) in upper right and select "Explore Interactive Help"
3. Click "Create Expense Report" at top of page. Items with a red asterisk * are required
   1. Report Type: select Employee - Travel for employee / Select Non-Employee - Travel for non-employee
   2. Report Name: enter LAST NAME,FIRST INITIAL;TRAVEL LOCATION;START/END DATE OF TRIP (e.g., Smith,J.;Honolulu,HI;1/6-15/26)
   3. Trip Type: select from dropdown for CONUS/OCONUS trip https://sapconcur.psu.edu/which-trip-type-should-i-use
   4. Business Purpose: dropdown - choose most appropriate option for your purchase
   5. Description of Travel: enter a justification/purpose of the trip and how it benefits the account(s) charged
   6. Business Travel Start and End Dates: enter dates
   7. Does this trip include personal travel?: select Yes or No (complete Personal Travel Dates section if Yes)
   8. Business Area: this is the college/administrative area where the account sits - in most cases it will be EMS, 1640 (go to https://budgetandfinance.psu.edu/contact-staff for list of business areas)
   9. Cost Object Type: select Cost Center or Internal Order based on account being charged (if 10 digits long, it is a cost center; if 12 digits long, it is an internal order)
   10. CC/IO/WBS: enter the account number or select from dropdown (there are a lot of accounts so please contact the FPAC team with questions if you do not know the account number)
   11. Report Total: has an asterisk but this will populate after you complete the remainder of the report - do not fill anything out at this step
   12. Click blue "Create Report" button
4. To add meal per diem to the report Click "Travel Allowance" dropdown and then "Manage Travel Allowance" button. For OCONUS travel, lodging is also typically paid via per diem, so that will be calculated this way as well (Overnight box)
   1. Click "Create New Itinerary" at top left
   2. Beginning Travel Days: Type in Departure City, Date/Time and Arrival City Date/Time and click "Save"
   3. Return Travel Days: Type in Departure City, Date/Time and Arrival City Date/Time and click "Save"
   4. Select these itinerary dates and click "Next" button at bottom right
   5. If any meals were provided to you during your trip and you should not claim them, select the check box for that day and meal to exclude
   6. When finished, click "Update Expense" - the per diem expenses will automatically be added to the report
5. Click the "Add Expense" dropdown button to add other travel expenses to report
   • If this purchase was made on your personal funds, click "Manually Create Expense" and go to step 5b
   • If this purchase was made on your PSU Purchasing Card, click "Select from Available Expenses" and go to step 5a
   1. Select relevant expense(s) via check box and click "Add to Report", then click on the expense line(s) and follow step 5b
   2. Select which expense type best represents the purchase from the dropdown list of Expense Types (i.e., laboratory supplies)
      1. Transaction Date: Date on receipt or when transaction occurred
      2. Business Purpose: Dropdown - choose most appropriate option for your purchase
      3. Vendor Name: Enter name of vendor (i.e., Best Buy)
      4. Amount: Fill in the amount of purchase claim – it should be no more than what shows on receipt
      5. Detailed Description/Comment: Enter a brief description of what was purchased
      6. Click "Add Receipt" button and add the receipt for this expense (.png, .jpg, .jpeg, .pdf, .tif, or .tiff are acceptable formats)
      7. Click blue "Save Expense" button at the top right. 
         The system will tell you if anything is missing through error messages
6. If you have additional expenses to add, follow steps under # 5b again
7. If you need to split a specific expense or the entire report, select the Expense check boxes on left side of page and click "Allocate"
   1. Click "Add" button to add the accounts that need to be included with the split, which can be split by % or $ amount
   2. Click "Save" button when done
8. When finished adding all expenses and splitting accounts (if necessary), click blue "Submit Report" button.

The report will then route through the approval process. You will receive email notifications about status changes, including a notification of final approval/processing.

Concur Help Resources:

https://sapconcur.psu.edu/new-user-interface-resources. Select "Contact Us" at top of page to submit ticket for help with process

Version Updated: 02/18/2026