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Travel request............................................................................................................................................... 6
Password: Enter the password assigned by you: Welcome1 (Login credential stated is for the test system)
Every KAUST employee other than students can create a travel request using Concur. In case you cannot
create a travel request, please contact IT helpdesk to get access to Concur tool.
Once you get access to travel request, you need to click on the travel request ICON in your KAUST portal and
login using your KAUST login credentials.
Choose English (UK) as your language pack as it is compatible with KAUST standards.
Once you are inside the tool choose you will see the homepage as shown down under.
Travel request
Create a travel request along with advance
On choosing either of the option stated above, you will view the travel request page as shown below
Request policy: If you are raising a travel request, you got to choose a travel request policy
Agency office: Choose the appropriate method of booking your travel requirements
Dates of travel: Please enter the start and end date of travel
Cost object type: Choose whether it is cost center or WBS element from the list of drop down
Cost object ID: Please choose or enter the cost center or WBS element. If you are not aware of the cost
center or WBS, choose from the dropdown list.
Next step:
Enter the outbound trip details first, by entering the airport you wish to start from and then the destination
from the list. Click on the down arrow to view the list
Enter the date of travel and the time you wish to travel. The travel agent will use this as an indicator to
facilitate your booking
Enter the comments that you wish to pass on to the travel agent to help him serve you better.
System is designed to default class of your travel based on HR records. However, you have an option to
change the class. If you choose a higher class that entitled, it need approval from your manager and VP.
Enter the return plan next and enter the details as shown and described above.
After submitting the travel request, users can track the request by logging into Concur using KAUST portal
and choosing the travel request. You need to open your request by clicking on it and choosing the approval
flow tab and view the status of your travel request.
If you choose to recall your travel plan any time before its approval, please click on recall and system will
cancel the approvals and send it back to the requestor for change if any.
You may cancel the request any time before its final approval and this will cancel the request.
Manager approval
Manager will approve the travel request for every staff that are reporting to him/her and also requests
when they are acting as delegate approvers on behalf of other managers.
Please note that one cannot approve their own requests and system will pass on the approval to their
manager, though they are cost center in-charge.
The managers will get to view the approval as shown below under the tab REQUIRED APPROVALS à
AUTHORISATION REQUEST
Here in this screen he can view the details of every request that is pending his approval and with details. He
can click on each line to get into the details of travel request and approve it one by one and click on the
approve button or he can send the request back to employee by clicking on send back to employee or where
the employee has attached details of the trip, click on attachment and view the details.
It is to be noted that all cash advances will be approved first by the cost center manager and then by
finance. Cost centers need to approve the cash advance request separately after approving the travel
request first.
It is to be noted that every action for status change and approval will be notified to requestor, manager/s
and other stake holders in their KAUST mailbox.
When a user has forgotten to request his travel advance in his original travel request, he can do by raising a
separate request by choosing REQUESTS in the header (Concur home page) or +NEW à Start a request.
In the request policy choose cash advance request and enter the following details as shown below. Please
refer to cash advance section for further details on cash advance.
Every KAUST employee other than students can create a travel request using Concur. In case you cannot
create a travel request, please contact IT helpdesk to get access to Concur tool.
Once you get access to travel request, you need to click on the travel request ICON in your KAUST portal and
login using your KAUST login credentials.
Choose English (UK) as your language pack as it is compatible with KAUST standards.
Once you are inside the tool choose you will see the homepage as shown down under.
Every KAUST employee other than students can create a travel request using Concur. In case you cannot
create a travel request, please contact IT helpdesk to get access to Concur tool.
Once you get access to travel request, you need to click on the travel request ICON in your KAUST portal and
login using your KAUST login credentials.
Choose English (UK) as your language pack as it is compatible with KAUST standards.
Submit after choosing the language to enter the travel plan tool
Once you are inside the tool choose you will see the homepage as shown down under.
Users can delegate creation of travel request to others by delegation. In order to delegate, the users need to
login into Concur, click on profile and then click on profile setting as shown in the picture below
On clicking profile setting, user will view the above screen and they need to click on REQUEST DELEGATES,
on clicking it, the user gets to view the details shown down under and user, who is assigning another to act
on his behalf, need to choose the access level that he wishes to delegate.
Please note that you will see the name of the person you are acting on behalf on the top right hand corner.
If you choose to log out of this person, please choose USER DELEGATE and click on DONE ACTING FOR
Mails/Notification to users
Mail to requestor
Delegate approver will get the following mail for approval as shown below
Click on + New above to create a simple expense and choose “Start a report”.
If the expense is relating NON HR (Human resource claims), choose General Policy, and if the expense claim
relates to HR claims, then choose HR Policy)
Enter the text that represents your claim in the field report name.
Enter the date when you claim the expense in the report date
Enter the comment supporting your claim that will help the approver understand what you claim.
After entering the above details, Click on NEXT in the bottom of the screen
If there are any advances that are pending against your claim, system will display them. In this exercise you
will not use it and hence choose NEXT without selecting pending advances.
On clicking NEXT system will display another POPUP screen and display if the expense claim had per diem. In
this exercise since we do not have per diem, we will not choose NO.
In the above screen, Click on the New Expenses button. Concur will display all expense that user can claim
as part of his expenses. In this example we claim office supplies.
If you chose an incorrect expense type (Gift expense instead of office supplies), please click on New Expense
once again to ignore earlier selection
Enter the date on the invoice supporting the claim in the field Transaction date
Enter the reason for your claim in the field business purpose
Enter the place of spending in the field city of purchase (This will determine the currency of your claim. You
may however overwrite the currency by entering them manually using drop down functionality)
Choose from the drop down – Receipt or no receipt in the field receipt status
In the next step, if the cost is to be debited to a cost center that is different from your cost center, Click on
ALLOCATE button below
You can choose the percentage of allocation in the field PERCENTAGE, Choose the COST OBJECT TYPE by
clicking on the field and then choosing the COST OBJECT ID. If you have the project or cost center number,
you may use the copy & paste option.
NOTE: All expenses until allocation is made will be posted to the claimants department cost center by
default. User need to change the same to ensure that the cost is charged to a WBS element or cost center.
If the user has spent on two or more expense type, he can itemize the costs based on the nature of expense.
If he chooses to do so, the following process is to be followed.
1. Enter the expense line as shown above and DO NOT allocate the cost so entered. Click on
Itemize and choose the line you wish to itemize. System will display all items you entered and
user need to choose the cost. Classic case of allocation is when you have one invoice for two
expense types E.G: Lodging and meal.
2. When itemize line is clicked the pop up will display the earlier expense line which you would like
to itemize with out details of expense type, date and amount. Please enter the expense type by
choosing the drop down, date from the calendar and amount. If a portion of the invoice is
towards personal costs, please check mark the field personal. This portion of the invoice will
NOT be paid to the user.
Illustration:
Invoice is 200 SAR for meals and 50% of the cost of meal is personal. Click on itemize and ensure
100 SAR is accounted towards cost center or WBS element, while 100 SAR is entered towards
meals and marked as personal.
After completing all the entries, please click on SUBMIT, this means that the form is sent to your manager
for approval. The system will display an electronic agreement and user has to agree to accept the
correctness of claim.
After submission when it is general policy the workflow for approval is as under:
Once the claim is submitted by the user, the system will transmit the claim to the following
To view the status of the claim, click on the expense item in SAP Concur home page.
If the user chooses to recall an invoice due to some reason, he can click RECALL button and the system will
send the claim form back to the user.
The user can change the required information in the form and submit the same once again for approval.
Workflow HR Policy
Click on the “CREATE NEW ITEM” tab as shown in the below screen or choose the option as shown in the
next screen
If user chooses to claim per diem, the select the option “YES” as shown in screen below
Enter the values for the onward journey and ensure that there is NO repetition of the claim. Save the entry.
Click on save and then next to allow user to enter other expenses pertaining the trip.
System will capture the trip as displayed in the screen above. Once done click on “NEXT”.
User gets to see a few exceptions and this is because the claim is older than the 20 day limit and in order to
allow the claim to be processed, the user need to justify why the claim is submitted late by entering the
justification in the field “COMMENT” as shown in the screen below.
To enter another expense to the same expense document, click on NEW EXPENSE icon. Select the expense
type from the list displayed on the right side of screen by double clicking on it
Click on the ATTACH RECEIPT icon to upload the supporting document for expense line as shown in screen
below
Click on SAVE and then SUBMIT to get the document approved by the manager.
Once the document is submitted and before they are approved by the manager, the employee/user can
recall the claim if he thinks necessary.
In order to recall the expense claim, the user needs to select the claim document after logging into Concur
In the expense claim document, the user need to press the RECALL button and this will make sure that the
document will be available for changes to be made where necessary.
The user can upload supporting document for his claim before they are attached to the expense claim. He
can do that by using the following option.
Enter reversal reason and the date of reversal document > Post
The document will NOT be available for view as the system has reversed the financial document.
How to process a reversed document once again. The document to be processed is Concur doc # 112
Once a CONCUR document is reversed in SAP finance, it can never be used for processing once again. A new
CONCUR document has to be created by the user.
Login into Concur and then click on Requests > New Request
Click on the segment tab and enter the details in the fields highlighted
In the next step the manager of the requestor approves the document and this will appear in his Concur
screen
Once approved the cash admin will be in-charge of distributing the cash and posting the transaction.
Login into Concur and then click on expenses tab > report library (Top right).
First expense
“Successfully posted”
Click on requests and new request as shown in the screen above > New request
If the advance is taken towards travel enter the details in the segment. If it for expense, enter details in
expense tab
Once report is submitted, the expense document is sent to your manager for approval.
Manager will get the work item for approval as shown in the screen below.
The financial entry is passed once the cash advance admin clicks on “ISSUE”.
When document is NOT posted to finance, please follow step outlined below
Ask the expense administrator to reprocess the claim by going to the document with status failed and click
on reprocess.
Once done, please approve the claim. System will reprocess the document
Create a travel advance > Approve the invoice > Post the invoice by issue (Cash Admin) > Cancel the finance
document. Note that the cancel can happen only before the payment is made. Once payment is made, the
cash has to be refunded or adjusted against expense.