How to Create a Non Travel Expense Report (Out of Pocket Cash Items, Cell Phone, Bar Dues etc)
Please review the policy on reimbursement requirements and deadlines before submitting an expense report.
Before you begin
Do you have all the supporting documentation for the expense(s) you are about to submit? Example, receipt showing paid in full, check list if applicable and any other approvals?
Have you uploaded all of your required receipts to the receipt store or on your desk top for easy access?
This short video will demonstrate the various ways you can upload,or send receipts images to the receipt store.
Receipts must legible and attached upright to the expense line item. One receipt per line item is preferred. When scanning receipts from the LSC scanners, scan one receipt at a time. You can attach up to 10 PDF's to an email and email it to email@example.com. It can take up to 30 minutes for the receipts to appear in your receipt store.
You can also take a photo of smaller receipts using your Smart Phone and upload it to the receipt store or directly to your report by using the Concur APP for iPhone or Android Please ensure the photo is legible!
Launch Concur www.concursolutions.com
Select the expense tab and click on create new report
Completing the Report Header
- Expense Group ID: No action required. This field can only be changed by OFAS. Expense pay means direct deposit, No Expense Pay means you will receive check payment from OFAS
- Report Name: Enter your last name, first initial month and year. Example Doe-J May 2019.
- Trip Purpose: Enter what seems appropriate, Bar Dues, Local Taxis etc.
- Start and end dates: Enter the date of the expense and add one day to it for the end date
- Start Location: Washington DC
- Destination: Washington DC
- Department: Your department is the default.
- Grantee Number: NONE
- Project Code: NONE
- Non Employee address and city state - leave blank
- Claim travel allowance:
- Select "NO" I do not want to claim travel allowance"
- Click CREATE REPORT
Adding Expenses To Your Report.
You can now add out of pocket expenses to your report.
Click ADD EXPENSE
Click create New Expense and select the expense item from the list of expenses. You can search by using the first 3 letters of an expense type, Example Tax for taxi
Complete the items with a red asterisk
Expense Type: Already selected but you can modify it by selecting it from the drop down
Transaction Date: Date the expense was incurred
Expense Purpose: Reason for the expense - Bar Dues etc.
Vendor Name: Name of the vendor you paid
Payment Type: Cash (even if you paid with a personal credit card, you should select cash)
Amount: Enter the amount of the expense, or the allowable amount if the expense is more than you are allowed to seek reimbursement for
Expense Description: The default is staff travel but you must select from the drop down. For most cash reimbursements it is Non Travel Expense. Local taxi's or transportation should be Staff Travel - Local
Department: The default is your department code
Grantee Number: Select NONE
Project Code: Select NONE
Comments: Optional field,but you can enter any additional comments for the reviewer
Alerts: Defining expenses ( Red Alerts must be cleared before you can submit your report) Yellow Alerts are informational and you are allowed to submit the report.
Allocating Expenses between Departments
Click on Allocate and follow the prompts. Choose between Percent or Amount. Click SAVE
Click on Attach Receipt Image to attach a receipt now, or save and attach it later.
Select the receipt image you want to attach, click attach.
If you want to access the receipts from your desktop, select Upload Receipt Image and follow the prompts
Please attach the receipt and checklist to the appropriate expense item. OFAS prefer to have each line item have a receipt and check list if applicable rather than one batch or PDF of receipts. This also expedites the review process for your approving official.
Missing Receipts and Missing Receipt Declaration
If you were unable to obtain a receipt of have misplaced it, you can create a missing receipt declaration. With the report open, click on Manage Receipts and select missing receipt declaration.
NOTE: This should be a last resort. Most vendors will recreate a receipt for you especially for large ticket items.
Select the expense(s) that are missing a receipts and click on Accept & Create.
Submitting your report
After you have verified all your transactions and attached your receipts and checklists, you can submit your report. You can attach any additional documentation ( memos,waivers etc) as you would receipts. One expense item can have multiple receipts attached to it.
Click SUBMIT report for your report to be routed to OFAS for review before being sent to your approving official
Recalling your report
You can easily recall your report for corrections or additions by clicking on the recall button and make the edits. OFAS or your approving official may have more questions on your report and occasionally will send it back to you. You will receive an alert by email that the report has been sent back. You should promptly fix the errors or provide the required information within 3 business days.