Concur Expense Report Key Fields and Use of the Details Menu

Overview

Six key fields in Concur assist employees and approvers in defining whether an expense is a reasonable and appropriate business expense. The chart below details what data is required, and where departments may desire to incorporate additional data for reporting and reconciliation needs.

Note: Special characters such as the pipe (|), semi-colon(;), and quote(") should not be utilized in any Concur free-form fields, as they may cause upload errors when Concur data is imported into M-Pathways.

Report Header Key Fields

Letter	Field	Field Length (Char.)	Imported into M-Pathways	Notes/Recommendations
A	(Header) Report Name	32	First 20 characters combine with numeric Concur Report Key to populate the M-Pathways voucher Invoice ID field. Invoice ID field appears on the Voucher Detail Expense Report.	The Report Name should include a keyword/description that identifies the primary reason for the expense. Examples: Travel Hosting Recruitment Conference PCard Expenses Reimbursement
B	(Header) Business Purpose Category and Business Purpose Details	64	No	Business Purpose Category and Business Purpose Details can be used to complement the Report Name entered. Examples: Business Purpose Category: CONFERENCE Business Purpose Details: Concur Conference 07/13/15-07/17/15 See the Business Purpose Guide for guidance on creating an appropriate business purpose. Notes: The (Header) Business Purpose Category and Business Purpose Details defaults to the (Line) Business Purpose Category and Business Purpose Details in the report.
C	(Header) Comment	500	No	(Header) Comment is an optional field that can be used to provide additional information about the expense report for approvers.

Letter

Field

Field Length (Char.)

Imported into M-Pathways

Notes/Recommendations

(Header) Report Name

First 20 characters combine with numeric Concur Report Key to populate the M-Pathways voucher Invoice ID field.

Invoice ID field appears on the Voucher Detail Expense Report.

The Report Name should include a keyword/description that identifies the primary reason for the expense. Examples:

Travel
Hosting
Recruitment
Conference
PCard Expenses
Reimbursement

(Header) Business Purpose Category and Business Purpose Details

Business Purpose Category and Business Purpose Details can be used to complement the Report Name entered.
Examples:
Business Purpose Category: CONFERENCE
Business Purpose Details: Concur Conference 07/13/15-07/17/15

See the Business Purpose Guide for guidance on creating an appropriate business purpose.

Notes: The (Header) Business Purpose Category and Business Purpose Details defaults to the (Line) Business Purpose Category and Business Purpose Details in the report.

(Header) Comment

500

(Header) Comment is an optional field that can be used to provide additional information about the expense report for approvers.

Expense Line Key Fields

Report Line Key Fields

Letter	Field	Field Length (Char.)	Imported into M-Pathways	Notes/Recommendations
D	(Line) Department Reference	48	Populates the Department Ref # field on the M-Pathways voucher. Dept Ref # field appears on the Voucher Detail Expense Report.	Department Reference is designed to further identify the expense. It can be used in any way departments see fit. (Optional) Departments may use this field to enter a departmentally-generated description that can be used to tie expense reports from multiple employees together for reporting purposes or to track expenses related to an event that occur over time for an employee.
E	(Line) Business Purpose Category and Business Purpose Details	64	First 30 characters from the (Line) Business Purpose Details field populates the M-Pathways Voucher Line Description field. If no value is entered in the Business Purpose Details field, the selection made at the Business Purpose Category populates the M-Pathways Voucher Line Description. Voucher Line Description field appears on the Voucher Detail Expense Report.	The (Line) Business Purpose Category and Business Purpose Details should explain why the specific expense is necessary to the U-M. Please follow the guidance provided in Business Purpose Category regarding required information needed for the Business Purpose Details. If an expense is incurred on behalf of another employee or U-M guest, indicate that individual’s name (e.g. Dr. Smith - Medical License Renewal). Note: The (Line) Business Purpose Category and Business Purpose Details default from the report header. Often this is appropriate (e.g. all expenses apply to the same trip), but you may need to modify the line value to provide a more specific explanation.
F	(Line) Comment	500	No	(Line) Comment allows employees to include additional information about the expense. A Comment is required for any “yellow flag alert” employees receive indicating they have exceeded U-M spending thresholds for this expense type. The comment provides justification for approver(s).

Report Details Menu

Letter	Menu Item	Description
A	Report Header	The Report Header pane provides: Report Name (Header) Business Purpose Category and Business Purpose Details (Header) Comments – Comments can be entered about the report in this field. ShortCode Domestic/Foreign Created By (Optional) Use the Report Header pane to modify existing or provide additional header information.
B	Report Totals	The Report Totals pane provides financial totals for the expense report including: Amount Total – total amount of all expenses Company Pays Employee – total amount owed to employee Employee Pays Company – total amount owed by the employee Use the Report Totals pane to review all report totals prior to report submission.
C	Report Timeline	Use the Report Timeline to see the Approval Flow and Report Summary. The Approval Flow section permits you to add additional department workflow to the expense report or review the approval steps afterwards. The Approval Flow pane can be used to apply expense report workflow if you are a delegate creating an expense report for another employee. Note: Approval flow can also be applied during the report submission process. The Report Summary section permits you to see comments in the report as well as report workflow. Any report comments entered by the employee (or their delegate) as well as Approver or Auditor comments will appear in this section. Note: Expense report comments can be added here, on the expense lines, or in the report header.
D	Audit Trail	The Audit Trail pane is divided into two parts: Report Level and Entry Level. Each section has columns for Date/Time, Updated By, Action, and Description. The Audit Trail pane can be used to review: Approval Status Change (Including Sent Back) Workflow Steps Added Delegate Report Creation Email reminder has been sent Exceptions Payment Status Change Receipts Image Reviewed Receipts Received Report Recall Confirmation Agreement Acceptance Report Partially Returned Notify Employee Receipt Image Upload
E	Allocation Summary	Use the Allocation Summary pop-up to view all of the Shortcodes and the amounts allocated in the report. Note: Allocations cannot be changed or added in this screen. You can only view what has already been allocated in the report.
F	Manage Cash Advances	Manage Cash Advances permits you to assign a cash advance to an expense report or view a cash advance that has been assigned to the report.
G	Manage Travel Allowances	The Manage Travel Allowance panes pop-up allows you to use the: Create New Itinerary tab to create an itinerary for an expense report. Available Itineraries tab to edit, un-assign, or assign an itinerary previously created to your expense report. Expenses & Adjustments tab to adjust the meals on your expense report. Use the Manage Travel Allowance panes to apply an itinerary if you forgot to create one initially for an expense report or readjust meals claimed for reimbursement.