Ways to Electronically Submit Receipts to Concur Expense

Overview

There are various methods in which you can electronically submit receipts to your Concur Expense page so your SSC or travel processor can process your P-Card transactions and travel reimbursements.  This training guide explains these methods.

Questions and Assistance

  • For Concur Travel questions and assistance, please contact Travel Services at travel@ku.edu or the Financial Services help desk at concurhelpdesk@ku.edu.

Important Things To Remember

  • Before proceeding, make sure to verify your KU email address in your Concur Profile. Instructions to do so can be found in the Verifying your Email Address guide. 
  • Remember to ALWAYS get a copy of your itemized receipts for all travel expenses. Technology is great, but it is not always perfect. 
  • Please be sure to ALWAYS let your SSC or travel processor know when you have uploaded or submitted receipts electronically to Concur. They do NOT get automatic notifications when receipt images are loaded and available for them to reconcile in Concur. They will also need the funding information to process the expense.
  • Saved photo or PDF images of receipts that you plan to email or upload should be named in a manner that will easily identify the receipt expense, i.e. Southwest_405.62_11.4.2022 would be an ideal file name for an airfare receipt.
  • You do not have to send or upload your receipts electronically to Concur.  You can still submit them by:
    • emailing them directly to your LSI or IPSR travel processor, or
    • submitting them to your SSC via TDX Finance Service Portal. 
      • Talk to your SSC or travel processor about what method(s) works best.

 

Method One:  Enable E-Receipts

Activating/Enabling E-Receipts will allow airlines to automatically submit an e-receipt for airline ticket purchases made in Concur and allow participating hotel and car rental vendors to automatically submit e-receipts at check-out into the Available Expenses section of your Concur Expense page. 

From the Concur Home Page: 

  1. In the Alerts section, locate the e-receipt alert, select the Sign up here link.
  2. On the E-Receipt Activation page, select the Enable link at the end of the first paragraph.
  3. Review the terms and select I Agree.

Detailed instructions can be found in the Activating E-Receipts in Concur guide.

This method will capture e-receipts for the following:

  • Airline ticket purchases.  This does NOT include ancillary fee items such as SW Early Bird, Baggage fees, or Extended Legroom eat upgrades when applicable..
  • Hotel receipts from E-Receipt Enabled hotels.
  • Car rental receipts.

 

Method Two:  Uploading Receipt Images directly into Available Expenses

Receipt images saved on your computer as PDF, PNG, JPG, JPEG, PDF, TIF, OR TIFF file types under 5MB can be uploaded directly into the Available Expenses section of your Concur Expense page.  Remember to name saved photo or PDF images of receipts that you plan to upload in a manner that will easily identify the receipt expense.

From your Concur Expense page:

  1. Select the Upload Receipt button found on the right hand side of the screen in the Available Expenses section.
  2. Locate and choose the saved file, select Open.  Now in Available Expenses, your receipt will be visible as a small image in the Receipt column with the Expense Source as ExpenseIt.

Any P-Card receipt or out-of-pocket travel expense receipt can be submitted using this method.

 

Method Three:  Email Receipts to Concur

From your Verified KU email, you can forward emailed receipts from vendors or create an email with an attached photo or PDF of a receipt image and email it To: receipts@concur.com.  Remember to name saved photo or PDF images of receipts that you plan to email in a manner that will easily identify the receipt expense.

To email your receipts:

  1. Create or forward an email To: receipts@concur.com.
  2. Attach the receipt image.
  3. Send the email with a blank Subject.  The receipt will be visible in the Available Expenses section of your Concur Expense page after a few minutes. Your receipt will be visible as a small image in the Receipt column with the Expense Source as ExpenseIt.

Acceptable file types: PDF, PNG, JPG, JPEG, PDF, TIF, OR TIFF.

Any P-Card receipt or out-of-pocket travel expense receipt can be submitted using this method.

 

Method Four:  Utilize the ExpenseIt tool within the Concur Mobile App

Capture and submit receipt images electronically to the Available Expenses section of your Concur Expense page by utilizing the ExpenseIt tool within the Concur Mobile App.

On your cellphone using the downloaded Concur Mobile App:

  1. Sign into the app using KU Single Sign On (SSO).
  2. Just above the menu bar at the bottom of the screen, select the blue ExpenseIt icon that looks like a camera to open the camera tool.
  3. Point the camera at the receipt until the image becomes clear and fully visible, capture the image.
  4. Check the image and confirm the amount.
  5. Select Done to finalize.  Your receipt will automatically be uploaded to the Available Expenses section of your Concur Expense page.
    • Note: You do not want to start or create a Report in Concur or on the Concur Mobile App.  Your assigned SSC or LSI/ISPR support staff will create Reports to process your expenses on your behalf.

For detailed Concur Mobile App instructions, please review the Using the Concur Mobile App guide.

Any P-Card receipt or out-of-pocket travel expense receipt can be submitted using this method.