- Sun Tribe Solar

Expense Reimbursement Walkthrough Instructions

See a FULL Video Walkthrough of Steps 1-10B – http://alturl.com/a53m3

Step 1) Log into Concur, and you will enter the home screen >> then, click on the “Expense” section on the top of the
screen

Step 2A – optional) Upload receipts by scrolling down to the “Available Receipts” section >> then, drag & drop image
files of your receipt onto the “Upload New Receipt” box.
Note: Take pictures of receipts on your phone, or scan them when you get back to the office (PDF, JPEG, PNG formats work)
Once uploaded you will see the receipts appear

Step 2B – (optional: ONLY for importing Company Credit Card transactions) Look at the “AVAILABLE EXPENSES” section
and you will see a preview if you have Company Credit Card transactions that need to processed through an expense
report. If you see any in this section, just take this as a heads-up that you have CC transactions waiting for you.
Step 3) Click on the “Create New Report” box

Step 4) Name the report as follows:

- If you paid cash/on your own personal credit card – ex) R. Maitra 03.18.2019 PersonalExp
(note: that you can date the report at any date, since you don’t have Company Credit Card charges)

- If you paid using the company credit card – ex) R. Maitra 03.13.2019 CC report
(note: company credit card reports should be done monthly for the period running from the 14 th of one month to
the 13th of the next month, and only include expenses from that period – ex) 2/14/2019 through 3/13/2019
 See a Video Walkthrough of Steps 1-4 – http://alturl.com/qe92e

Step 5 – (ONLY for importing Company credit card charges) This step is only for Credit Card expense reports – If you
don’t see the Credit Card expenses to import into you report, click ”Import Expenses” > then, “Available Expenses”

Then, hit the checkboxes on the CC expenses that fall within the date range of your CC report (remember: the CC
expense reports are from the 14th of one month through the 13th of the next month.)  Then, click “Move” to put
those CC expenses on your expense report

See a Video Walkthrough of Steps 5 – http://alturl.com/da6th

Step 6 – (ONLY for creating Personal Reimbursement expenses) For entering a new expense for a personal
reimbursement (that you purchased with cash, or on your personal credit card)…

Click on “+ New Expense”

Step 7 - Entering details of ALL expenses) NOTE: This step applies to ANY and ALL expenses, whether paid for with a
company credit card, or paid for from your own cash or personal credit card

Any field marked with a red line on the left side indicates that this is a required field that must be filled out

 Select the “Expense Type” and select the cost-code from the drop-down menu:
- If the expense is directly related to a project and is for something that is used in the creation of a solar project
and will be left with the solar project (and owned by the client) when we are done, it will likely fall in one of the
COGS (a.k.a. Cost of Goods Sold) categories – ie: components, parts, contracted labor or professional services
directly used for a project, drill bits that are used for a project and get worn down & thrown away, long-term
crew housing during a solar project construction, etc.
NOTE: Please see the end of this Information Manual for a listing of the cost-codes
- If the expense is considered OVERHEAD if it is something that:
o is directly related to a build project, it is something that we (Sun Tribe Solar) will own and keep after we
are done with the build and walk away after completing the project, or that is used up – ie: tools we
keep, travel & hotel expenses for short trips, safety equipment we keep, cleaning supplies, meals,
shipping, postage, fuel for cars/trucks, parking costs, business licenses, etc
o is not related to any particular build project – ie: training, travel & hotel related to training, meals, safety
equipment, legal fees, taxes, recruiting new-employee fees, etc.
 Enter the “Transaction Date” – this is the date on the receipt/invoice
 Enter the “Business Purpose” – give a short one line description of the purpose for the expense
 Enter the “Vendor Description” – enter the name of the Vendor as it appears on the receipt/invoice
 Enter the “Payment Type” – this will be either Personal Exp Reimbursement -or- Company Corporate CC
 Enter the “Amount” – this will be the total amount on the receipt/invoice
 Enter the “Job”
o If the expense (whether in a COGS category or OVERHEAD category) is at all related to a Construction
project, select the related job from this listing
 o If the expense is NOT related to any specific construction job, but rather is for something in the
development phase or is otherwise unrelated, select “Other”.
 Enter the “Class” – the class selected will be based on a couple factors
o If the expense is related to a Commercial or Utility Construction project… find & select that Job name
o If the expense is related to a Utility-Scale Development project… find & select that particular development
project under the grouping “UD”
o If the expense is truly unrelated to any job or project, determine which of the following classes to put it in (it
will be based on the department you work in):
 CD – Commercial Development
 CC – Commercial Construction
 UD – Utility-Scale Development
 UC – Utility-Scale Construction
 AD – Admin (includes: Safety)
 AM – Asset Management (a.k.a. Operations & Maintenance)
 E – Engineering
 CR – Crew (including: Warehouse)

 Enter the “Comment” – just write 1-3 sentences detailing what your expenses were for. You can copy & paste
whatever you typed in the “Business Purpose” section and elaborate a bit more.

Step 8 - Attach receipt for all expenses over $25 ) Click the “Attached Receipt” button >> this will bring up the dialog box
shown below:

Click if you’ve already uploaded a receipt in Step 2A earlier, you’ll see it here in the “Available Receipts” section – just
select it >> and hit “Attach”

Or, just hit “Browse” and find the image/PDF file of the receipt on your computer/phone >> Select It >> and hit “Attach”
Step 9 -- Ex) How to enter mileage reimbursement:

When entering a new expense, click the “New Expense” button  then, choose “Personal Car Mileage” (see image below)

Then, fill in any section with a red bar and the click the “Mileage Calculator” to auto-calculate the distance
Step 9 -- Ex) How to enter mileage reimbursement (continued):

Fill in the starting and destination, and ending addresses (since it was a round trip)

Since Concur will ask you for a receipt if your mileage reimbursement is over $25 – right, click on the mileage calculator
and click “Print” and print the screen to PDF, so you can attach it as your receipt

Save the mileage reimbursement when you are done, and continue entering expenses you need reimbursed.
Step 9A – optional: Itemizing a receipt for when you have a receipt with more than one cost code)

First add an expense, like you would in step 7 – in this case, make the receipt for the TOTAL of the receipt itself. You will
be forced to select an “Expense Type”, but don’t worry – you will be able to further define what are the specific cost
codes in steps 9B-9D.

Step 9B – optional: Itemizing a receipt for when you have a receipt with more than one cost code)

Second, after doing Step 9A, hit the “Itemize” button (instead of “Save”) >> This will direct you to the dialog box below

Select an “Expense Type” for the first cost-code and fill this out like you did before in Step 7.
Step 9C – optional: Itemizing a receipt for when you have a receipt with more than one cost code)

Keep filling out the itemized expense section just as you did in Step 7

Note: You will start to see the itemized list on the left-side below the full expense that you entered initially in Step 9A –
for these itemized expenses, you will not need to attached receipts since it was already attached in Step 9A.

Also Note: above the itemized expense details, you will see the amount remaining from the total receipt that still needs
to be accounted for as a second (or third, etc.) itemized line item

After filling out the first itemized expense details, hit “Save” and you will be directed to a screen that look like Step 9B,
again ---- here you will start to fill out the second itemized expense details
Step 10A – Submitting an expense report) Once all of the details are filled out for the various expenses, and you have
made sure that all the receipt/invoice images have been added for expenses over $25

Step 10B – Confirm Submitting an expense report) You’ll see the dialog box below

Hit the “Submit Report” button and YOU’RE DONE!

See a Video Walkthrough of Steps 6-10B – https://youtu.be/kCpmHdrJoTA

 Cost-Codes in Concur
COGS > Project Engineering/Design COGS > Interconnection > Transformer
COGS > Project Engineering/Design > Engineering Consultant COGS > Non-Conformance Costs
COGS > Project Engineering/Design > Civil Engineering COGS > O&M Services
COGS > Project Engineering/Design > Misc
COGS > Project Engineering/Design > Outside Electrcl Engineering
COGS > Project Engineering/Design > Site Survey Overhead > Merchant Deposit Fees
COGS > Project Engineering/Design > Structural Engineering
Overhead > Fees (General)
COGS > Permits Overhead > Fees > Engineering
COGS > Copies Overhead > Fees > IT/Computer Services
Overhead > Fees > IT/Computer Services > Software Licenses
COGS > Other Project Costs Overhead > Fees > Legal Fees
COGS > Other Project Costs > Signage Overhead > Fees > Consulting
COGS > Other Project Costs > Site Utilities Overhead > Fees > Other Professional
COGS > Other Project Costs > Community Promotion
COGS > Other Project Costs > NEED Project Overhead > Miscellaneous
COGS > Other Project Costs > Business Licenses
COGS > Other Project Costs > Project Legal Overhead > Communications/Telephone > Internet/Data Line
COGS > Other Project Costs > Bonding/Surety Overhead > Communications/Telephone > Cellular

COGS > BOS > Tools Overhead > Entertainment/Meals > Business Meals
COGS > BOS > Small Overhead > Entertainment/Meals > Individual Meals/Lunches
COGS > BOS > Conduit & Strut Overhead > Entertainment/Meals > Entertainment (attendees)
COGS > BOS > AC Wire
COGS > BOS > AC Combiner Overhead > Recruiting > Recruiting Advertising
COGS > BOS > DC Wire Overhead > Recruiting > Search Firm Fees
COGS > BOS > DC Combiner Overhead > Recruiting > Candidate Out-of-pocket Costs (travel)
COGS > BOS > Interconnect Wire
COGS > BOS > Disconnects-Interconnect Equip Overhead > Clothing
COGS > BOS > Grounding Wire
COGS > BOS > Grounding BOS Overhead > Office > Janitorial
COGS > BOS - General Overhead > Office > Utilities
Overhead > Office > Repairs/Maintenance
COGS > Rentals - General Overhead > Office > Equipment
COGS > Rentals > Equipment Overhead > Office > Supplies
COGS > Rentals > Equipment > Rental Machine Fuel Overhead > Office > Supplies > Hardware
COGS > Rentals > Support (General) Overhead > Office > Postage
COGS > Rentals > Support > Temp Fence Overhead > Office > Shipping
COGS > Rentals > Support > Construction Trailer Overhead > Office > Copy Machine
COGS > Rentals > Support > Onsite Storage Containers Overhead > Office > Copies/Drawings
COGS > Rentals > Support > Lights Overhead > Office > Dues/Subscriptions
COGS > Rentals > Support > Portable Jons Overhead > Office > Gifts
COGS > Rentals > Support > Scaffolding Overhead > Office > Refreshments - Food/Drink
Overhead > Office > Miscellaneous
COGS > Racking (General)
COGS > Racking > Racking Tools Overhead > Marketing & Promotions > Charitable Contributions
COGS > Racking > Standing Seam Overhead > Marketing & Promotions > Political/Lobbying Contribution
COGS > Racking > Ballast Overhead > Marketing & Promotions > Conference Attendance
COGS > Racking > Fixed Overhead > Marketing & Promotions > Sponsorships
COGS > Racking > Tracking Overhead > Marketing & Promotions > Event Hosting
Overhead > Marketing & Promotions > Development Consulting
COGS > Module Overhead > Marketing & Promotions > Marketing Materials
COGS > Inverters Overhead > Marketing & Promotions > Advertising
COGS > Inverters > Optimizer Overhead > Marketing & Promotions > Website Hosting & Maintenanc

COGS > On-Site Lodging (General) Overhead > Travel/Transport > Personal Car Mileage
COGS > On-Site Lodging > Site Manager Overhead > Travel/Transport > Auto Insurance
COGS > On-Site Lodging > Mech Supervisor Overhead > Travel/Transport > Airfare
COGS > On-Site Lodging > Electric Supervisor Overhead > Travel/Transport > Hotel
COGS > On-Site Lodging > STS Crew Overhead > Travel/Transport > Ground Trnsprt, Trains (Misc)
COGS > On-Site Lodging > Office Personnel Overhead > Travel/Transport > Ground Trnsprt, Trains > Taxi/Limo
Overhead > Travel/Transport > Car/Truck Rental
COGS > Monitoring Equipment Overhead > Travel/Transport > Parking
COGS > Tools Expendable Overhead > Travel/Transport > Other
Overhead > Travel/Transport > Automobile (General)
COGS > Structural Upgrade (General) Overhead > Travel/Transport > Automobile > Fuel
COGS > Structural Upgrade > Labor Overhead > Travel/Transport > Automobile > Repairs/Maintenance
COGS > Structural Upgrade > Materials Overhead > Travel/Transport > Automobile > License Expense
COGS > Structural Upgrade > Engineering Overhead > Travel/Transport > Relocation
COGS > Structural Upgrade > Inspections
Overhead > Tools
COGS > Material Storage Overhead > Safety Equipment
Overhead > Training
COGS > Interconnection (General)
COGS > Interconnection > Study
COGS > Interconnection > Utility Perfomed Scope
COGS > Interconnection > Material
COGS > Interconnection > Labor
COGS > Interconnection > Wire
COGS > Interconnection > BOS