CONCUR:
EXPENSE & EXPENSE
REPORTING
© 2023 DXC Technology Company. All rights reserved.
Low Sensitivity — DXC Internal Use Only
AGENDA
CONCUR – OVERVIEW
SETTING UP YOUR PROFILE
REQUEST REPORTS (RTA)
EXPENSE REPORTS
REQUEST SPECIAL CONCUR ACCESS
CONCUR ISSUES / QUERIES
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CONCUR -OVERVIEW
Concur is a global online system used for booking business travel,
reimbursement of expenses pertaining to travel, entertainment and other
business-related expenditures adhering to the DXC’s policy & guidelines.
© 2023 DXC Technology Company. All rights reserved.
Low Sensitivity — DXC Internal Use Only
Setting up your
profile
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2021 DXC Technology Company. All rights reserved. March 10, 2024 4
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Update your profile information
• Log in to concur [Link] or go to
the My DXC Home page and search for Concur and
select ‘Go to DXC Expense (Concur)’.
• Short ID and universal Pass, you will go through OKTA
verification.
• Go to profile settings in the main page under profile
tab and update all the mandatory details.
• If you have a corporate card , please update the card
details.
• Select your Default Expense and Request approver.
• You can also set up delegates if required.
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To access Concur - Employees should make sure that their workday
profile is Active. First name, Last name and other personal
information are updated. Also ensure that the Bank details are valid.
New joiners will be able to login to concur within 2 weeks from the date of joining.
All business-travel related expenses must be charged on a DXC AMEX Corporate Card.
All travel must be pre-approved through Concur via an RTA pre-approval travel form.
All travel must be booked through Concur / Carlson Wagonlit (CWT).
The new upgraded concur is simplified making it much more user friendly. Approvals reduced by 50% when
compared to the previous version.
Access to Contingent workers.
Manual Expense report forms for Former Employees.
Missing receipt form for Un-receipted expenses.
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PROCESS OF REIMBURSEMENT
• Requests (RTA) goes through levels of approval based on
‘Reason for trip’. Level-1 approval will be default manager.
This is not the primary source of reimbursement.
• Expense reports will be directed to the default approver
(Manager) – Audit team – Payments. Amex Charges should
be submitted as soon as it appears in the system (within 14
days). Late fine will not be borne by DXC. [Enhancement]
PROCESS FLOW
• Expenses over 90 days cannot be reimbursed. LOGICAL
SYSTEM
• Cash claims will be reimbursed to Employee account (LH,C1,GSAP)
(Based on Bank details updated).
• Amex charges will be paid directly to Amex.
• Personal charges should be marked as Cash out of pocket.
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REQUEST REPORT – REQUEST FOR TRAVEL APPROVAL
A Concur Request (RTA) is required RTA cannot cross over fiscal
when a trip cost is ≥ $250 USD years. Employees are advised to
equivalent in local currency. The change the dates and split RTAs
RTA is to be approved prior to accordingly.
booking any travel.
Once RTA is approved, Travel to
RTAs are not required for Non travel be booked via concur /cwt. The
related expenses. RTA approval should happen at
least 14 days in advance.
RTA can be used for Multiple
expense reports (for the same Employees should contact CWT
project ,same location) if expenses support incase of any travel
submitted do not exceed the RTA booking issue or for any
funds. changes.
Approved RTA (digital alpha
numeric ID) should be attached to
the Expense report.
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Domestic- Manager/ WBS owner, Regional approval
International – Additional step RTA validation (FTA).
User can recall a request after submitting it incase of any corrections but only before it is fully approved.
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If you applied for your corporate card and
did not yet receive it and need to travel for
business, you may use your personal card
and be reimbursed for your business-
related travel expenses as a one-time
exception.
Please email corporatecard@[Link]
for approval and instructions.
Manager Amex to be used for booking
Airfare, In the comments section “ Airfare
on behalf of the Employee name”.
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EXPENSE REPORT
Expense is the primary source of reimbursement. It Receipts should be attached at line-item level.
can be either cash out of pocket or Amex card. It is mandatory.
Amex card charges will appear under ‘View Expenses should adhere to DXC global policy.
transactions’ Ensure that Active card is mapped. Non-compliance will lead to forfeit of
reimbursement.
Cash out of pocket charges are entered directly by the
user. Itemization of Hotel charges.
Accurately track travel and entertainment expenses, Allocation is to be used when you want to
obtain required receipts, and promptly submit allocate and expense to one or more cost objects
completed expense reports as detailed in the expense i.e., WBS, Cost Center or Cost location number.
section of this policy. Employees must submit Zero-dollar , Credit reports incase of refund.
expenses within 14 days of incurring the expense.
Submission of expenses before payroll transfer.
Employee’s responsibility to ensure their business
expenses are submitted on timely basis. Employees to
maintain Card status in good standing.
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Click on Expense Or start a claim. Fill in all the mandatory
fields, Attach RTA, Receipts and submit.
Amex Charges will appear in your concur profile within 3-5 days from the date of transaction. If not report the issue.
File the expenses as soon as the charges appear in your concur profile. Full Approval will take 5 to 10 business days.
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Expenses will be routed to Approving manager, Audit team and AP / finance team [Enhancement].
Payment directly to Amex, Some countries -Payment to Employees (Amex card member agreement).
Reports will be sent back to the user if any corrections required. user can also recall if needed before it is fully approved.
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If Amex card has been used for personal reasons by mistake. Then user is liable to pay Amex directly. The
same charge should be marked as ‘ Personal do not reimburse me’ in Concur and submitted. DXC will not
be held responsible for any penalty charges.
Account reconciliation every month will help you to ensure that the records are correct and in agreement
(Concur vs Amex).
Any credits or refunds should be returned to DXC.
Manual form of reimbursement.
SAP Concur Mobile App – Manage travel ,submit reports on the go.
Employees leaving DXC should clear their Amex outstanding dues, obtain exit clearance for cancellation of
card. Amex card should be surrendered for Final settlement.
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REQUEST SPECIAL CONCUR ACCESS
Request for Shared Services System Access
SharePoint.
User system access requests for Concur
/Expense should be submitted through this link.
Managers who cannot approve needs to submit
for an access request here. This online portal is
used only for additional special access.
Any other special access for reporting purpose,
Admin related (receipt processor, audit) should
be submitted here with proper justification.
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Once you login to RSSA link, Click on ‘Concur/Expense’.
Click on ‘New item’
All fields marked with * are mandatory
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Request submitted will go through the approval process.
Access will be granted once approved.
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CONCUR ISSUES/ QUERIES
Login related issues
Card mapping
Refund issues
Removal of charges
Policy questions
Profile transition
Account reconciliation
Reports
Roles access continuation | Audit
Exceptional approval
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LINKS & EMAILS
Finance systems & Processes (FSP link)
Global travel policy Guidelines &resources Expense reporting links RSSA
Global travel Expense rep Request for share
Global poli & CardG orting
d services system
access
cy
13%
Lorem ipsum
Global corporate card Global travel Employee connect Concur Mobile App
Corporatecard globaltravel Employee co Concur Mobi
@[Link] @[Link] nnect le
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HRC Assignment group for Concur related issues will be
CSCExpenseSystems-Tier2
Path – Employee Connect >
Pay&Benefits> Travel&Expense>
Tiles
HR Connect User Guide is attached
in this slide.
Microsoft Word
Document
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Q&A
© 2023
2021 DXC Technology Company. All rights reserved. March 10, 2024 23
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THANK YOU ALL
© 2023
2021 DXC Technology Company. All rights reserved. March 10, 2024 24
Low Sensitivity — DXC Internal Use Only
© 2023 DXC Technology Company. All rights reserved.
Low Sensitivity — DXC Internal Use Only
