Travel and Reimbursement Guidance

How to create a report for Travel, Entertainment and Professional Expenses in AggieExpense:

Detailed instructions here: https://servicehub.ucdavis.edu/servicehub?id=ucd_kb_article&sysparm_article=KB0010827

1. Go to https://us2.concursolutions.com/home, or log into Aggie Expense through the UCD Home Page: https://supplychain.ucdavis.edu/travel-entertainment.
2. If you are creating a report for someone other than yourself you will need to act as their delegate, otherwise, skip this step:
   1. Click on your initials in the top right corner.
   2. Click on “Act as Another User”
   3. Select “A Delegate for another user who has granted you this permission”
   4. Search for user’s name in the search field.
   5. When their name appears, click on it and then click “Switch”
3. Scroll down to “Expense Reports” and click on the + sign to create a new report.
4. In the “Policy” field, the default setting of “T&E/Prof Expenses” should be used for all travel, moving, entertainment, and professional expense reports. The other option, PCard, is for reconciliation reports for expenses charged to a Procurement Card.
5. In the “Report Type” field, Select the appropriate type from the drop-down menu.
6. In the “Report Name" field, Name your expense report for tracking and reporting purposes. “example – D. Davidson - Meeting - 9/26/24”
7. In the “Business Purpose” field, clearly and fully indicate how the travel/event supports one of the university’s major functions of teaching, research, patient care, or public service. Click for examples.
8. Complete all other required fields, identified with an asterisk.
9. Click “Create Report” on the bottom right and the report will automatically open.
10. Click “Add Expense”
11. If you are adding a card expense, then select the expense from the “Available Expenses” tab. For an out-of-pocket expense, go to the “Create New Expense” tab and select the appropriate Expense Type. Click on the desired link to learn more about the expense types and additional requirements for reconciling the associated expense type(s):

• Travel and Entertainment
• Foreign Travel
• Group Travel
• Moving & Relocation
• Preferred Booking Program Imported Expenses

12. Complete all required fields, identified with an asterisk.
13. Uploading receipts in Concur app
    1. Open the SAP Concur mobile app.
    2. Click the camera icon at the bottom of the screen. If this is the first time using the app to capture a receipt, you will need to grant permission for the app to access your device's camera.
    3. Take a picture of the receipt.
    4. If the image is legible, click “Use”.
    5. The receipt image is automatically loaded into your AggieExpense Receipts.
    6. Go to the report with the expense and with the expense open, click “Add Receipt”.
    7. Click “Choose available receipt” and select the receipt that you uploaded to your profile.
    8. Click “Add to Expense”.
14. Uploading receipts in web browser
    1. Receipts must be saved in a .pdf format.
    2. With the expense open, click “Add Receipt”.
    3. Click “Upload New Receipt” to find an .pdf from your local computer or click “Attach” on a receipt that has already been uploaded to the profile.
    4. To attach additional, click “Add”.
    5. To delete, click “Remove”.
15. Click on “Save Expense”
16. Adding the Allocation –
    1. Select the box next to the expenses to allocate
    2. Click “Allocate”
    3. Add the Aggie Enterprise String in the Allocation Blocks. For PPM projects, only enter the fields marked with an asterisk.
    4. Click “save”.
    5. If in doubt or have issues with the CoA - provide the account information to everequest@ucdavis.edu
17. Add an extra approver to an expense report
    1. Navigate to your active expense report.
    2. Click on “Report Details”.
    3. From the drop-down menu, select “Report Timeline”.
    4. In the "Report Timeline" window, find the "Approval Flow" section and click the “Edit” button next to it.
    5. Click the ellipsis (three dots) next to Fiscal Officer Review
    6. Click “Add above this step”
    7. Use the "User-Added Approver" field to search for “Enos” and select “Nicholas Enos”.
    8. Click “Save”.  
18. Submit the report - The report will route for account approval and employee approval.  It then routes to the Travel Department to be reviewed for UC Policies. It is then finally routes for payment, either out of pocket or to pay the expense to the card. 

If you have any trouble with the instructions above, please reach out to everequest@ucdavis.edu for further guidance.