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 the top of the page. Items with a red asterisk * are required
   1. Report Type: select Employee – Non-Travel (G&S) if for employee / Select Non-Employee – Non-Travel (G&S) if for non-employee
   2. Report Name: enter VENDOR;ITEM;DATE OF PURCHASE (e.g., "BestBuy;Computer;1/6/26")
   3. Report Date: today’s date (should auto-populate)
   4. Business Purpose: drop-down - choose most appropriate option for your purchase
   5. 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 a list of business areas)
   6. Cost Object Type: select Cost Center or Internal Order based on the account being charged (if 10 digits long, it is a cost center; if 12 digits long, it is an internal order)
   7. CC/IO/WBS: enter the account number or select from the dropdown (there are a lot of accounts so please contact the FPAC team with questions if you do not know the account number)
   8. 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
   9. Additional Information/Comment: justification/purpose of purchase detailing why you made this purchase/how it benefits the account charged
   10. Click blue "Create Report" button
4. Click "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 4b
   • If this purchase was made on your PSU Purchasing Card, click "Select from Available Expenses" and go to step 4a
   1. Select relevant expense(s) via check box and click "Add to Report", then click on the expense line(s) and follow step 4b
   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
      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 the purchase claim - it should be no more than what shows on receipt
      5. Detailed Description/Comment: 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 via error messages
5. If you have additional expenses to add, follow steps under 4b again
6. 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
7. 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