Allocate Expenses in a Concur Expense Report

Overview

Concur automatically applies the ShortCode value from the Report Header to each expense within a report. At times you may need to:

  • Change the ShortCode value for an expense.
  • Change the ICR Exempt value for an expense (i.e., exclude the expense from the Indirect Cost Recovery calculation by assigning an “X Class” value). If your ShortCode has a default value of ICRX (e.g. U-M Office of Development ShortCodes) you do not need to apply the ICRX value for every expense – expenses to these ShortCodes automatically have the X Class applied once the expenses reach M-Pathways. (Note: All expenses using the expense type of Hosting Alcoholic Beverages require employees to assign the X Class value in Concur, regardless of ShortCode.)
  • Allocate an expense between multiple ShortCode values.
  • Allocate multiple expenses between multiple ShortCode values.
  • Create allocation favorites for frequently used allocations.

Step-by-Step Process

Change the ShortCode for an Expense Line

  1. Click Allocate.

    Field locations for step 1

  2. Click Add to perform the following:
    • If the ShortCode you need to allocate is already listed in the shortcode value, click Save.
    • To search for a new ShortCode, highlight the existing ShortCode and begin entering the new ShortCode name or code.

    Field locations for step 2

  3. Select the applicable value from the search list.

    Field locations for step 3

  4. Click Save.

    Field locations for step 4

  5. Click Save.

    Field locations for step 5

  6. Verify that the word Allocated appears under the requested amount of the expense in the Expenses pane of the report.

    Field locations for step 6

Change the ICR Exempt Value for an Expense Line

  1. Click Allocate.
  2. Click Add.

    Field locations for step 2

  3. Select the applicable value from the ICR Exempt drop-down list.
    Note: If Hosting Alcoholic Beverages for your expense, Concur will require that you apply the ICRX flag prior to expense report submission.

    Field locations for step 3

  4. Click Save.

    Field locations for step 4

  5. Click Save.

    Field locations for step 5

Allocate an Expense between Mutiple ShortCode Values

Notes:

  • The allocation defaults as a Percentage and appears with 100% of the charges allocated to the ShortCode assigned in the Report Header.
  • The ShortCode may default from your Expense Profile.
  1. Click Allocate.
  2. To allocate the expense by Amount (optional), select Amount.

    Field locations for steps 2-3

To split the expense evenly between ShortCodes:

  1. Click Add.
  2. Enter a ShortCode for the new allocation.

    Field locations for steps 4-6

  3. Select the applicable value from the search list.
  4. Click Save.
  5. If applicable, repeat steps 3-6.
  6. Click Save.

    Field locations for step 8

To split the expense unevenly between ShortCodes:

  1. Complete steps 1-7 above.
    Note: When allocating to multiple ShortCodes, Concur automatically splits the amounts evenly between the ShortCodes.
  2. Enter the Percentage (or Amount) for the first allocation. Concur will automatically calculate the Percentage (or Amount) for the second allocation.

    Field locations for steps 2-4

  3. Click Save.

Allocate Multiple Expenses

  1. To allocate multiple expenses on a report, check the Select All box next to the Expense List column headings or check the expenses you would like to allocate.

    2. Field locations for steps 1-2

  2. Click Allocate.
  3. Follow the appropriate procedure above to do one or more of the following for the expense lines:
    1. Change the ShortCode
    2. Change the ICR Exempt value
    3. Allocate between ShortCodes

Create Allocation Favorites

  1. Follow the appropriate steps above to create an allocation.
  2. Click Save as Favorite.

    Field locations for step 2

  3. Enter a name for the allocation in the Favorite Name field.

    Field locations for steps 3-4

  4. Click Save.