In general, all expense purchases must be approved by the Lab Director by email prior to purchase.
Prior to opening an expense report, be sure to have a receipt that clearly shows:
The name of the vendor, along with contact information (e.g. phone number and/or address).
The date on which the purchase was made.
A description of what was purchased.
Subtotals, taxes, totals, in Canadian dollars. If the purchase was made in a foreign currency, it is also best to have a record (in PDF format) from your credit card showing the corresponding purchase in Canadian dollars.
To login to Concur:
Click Create → Start a Report.
Enter your own description for Report Name.
Enter start and end dates for the claim period (Claim Period From/Claim Period To).
If the expense is for a single purchase, set the start and end dates to the same date.
If the date the expense was incurred is different from the date showing the transaction as having been processed on your credit card, set the start and end dates to span the entire period of time.
Select the Expense Report Type.
As Lab Instructors generally are not incurring expenses due to travel, we usually select Non-Travel.
Type in a description of the reason for the purchase in the Purpose field.
For the accounting codes, generally use the following codes for equipment, software purchases, or professional development expenses paid for out of the ECE Undergrad Labs budget. Abnormal purchases may require different coding. Contact Lisa Szepaniak for codes for unusual purchases.
Set Org Unit to (2200) Electrical & Computer Eng.
Set Fund to (100) Operating.
Set WorkOrder to (10010-10308) 2200 100 ECE UG Labs.
Set Activity to (800) Teaching.
Leave Research Affiliation as None Selected.
Click the Create Report button.
For each expense item,
Click the Add Expense button.
Select the New Expense tab.
Select the appropriate Expense Type for the expense. Some of the commonly used expense types are Non-Computer Equipment <$20,000 (for small lab equipment) or Membership Fee (for PEng license fees).
Enter the Invoice/Receipt Date according to the date on the receipt.
Enter the name of the vendor in Enter Vendor Name according to the name on the receipt.
Enter the City of Purchase. If the purchase was made online, enter Waterloo.
In the Amount field, enter the total amount paid, including all taxes.
In the Currency field, select the currency in which the purchase was made. If it is a foreign currency, further fields will open to enter the appropriate conversion rate to Canadian dollars.
Concur will automatically provide a foreign currency exchange rate based on the date of the transaction. If you wish to use the exchange rate used by the credit card company, enter in the CAD amount in the Amount in CAD field. You will be required to submit a copy of the transaction record from the credit card company.
On the right side, in the Receipt section, click the Add Receipt button.
Click the Upload New Receipt button.
Select the file (PDF/JPG/PNG) for the receipt.
Repeat the upload receipt steps for the credit card transaction record, for foreign currency transactions.
If the expense needs to be split between different accounting codes, click the Allocate button and enter in the allocations.
Click the Save Expense button.
When ready to submit for processing, click the Submit Report button.