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Reconciliation and Payment for American Express

When reconciling and processing a payment to the American Express credit card, you need to use Concur. The Supervisor of AP and Travel will provide you with assistance, a manual, and the paperwork you need to complete the reconciliation process of your American Express statement.

Remember that you have been assigned as a delegate for your supervisor when completing the reconciliation and payment process for Amex. Please keep all information confidential.

1. Login to Concur 2. You can login to Concur by typing the following web address:

3. The following screen will appear:

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4. Your User Name is your e-mail address; the Password will be provided by the Supervisor of AP and Travel.

5. After you enter you user name and password, click Login. 6. The following screen will appear:

7. Click on Yourself. 8. The following screen will appear:

9. Click on the drop down box under “You are administering for:”

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10. The following choices will appear:

11. Click on your supervisor’s name. 12. You are now acting as your supervisor’s delegate.

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13. To begin the reconciliation processes, please click on the Expense Tab.

14. The following screen will appear:

15. To bring all the transactions reflected in the Amex statement, click on Import.

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16. The following screen will appear:

17. Under Smart Expense, you can see all of the credit card transactions. (All of the Amex transactions are being fed to Concur daily. Therefore, what you see when you login to Concur is the same information reflected on Amex.)

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18. You are going to create an expense reimbursement for all transactions reflected on your Amex statement. You can do this by clicking on each transaction. Please make sure to take your time when doing this process. It is very important that you create the expense reported for the amount that is due on the statement.

19. After you make sure that you have marked all of the transactions on your Concur that are reflected on your Amex statement, click Import.

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20. The following screen will appear:

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21. This screen allows you to create the header information for your expense report. • “Under Report Name,” enter “American Express.” • “Under Business Purpose,” enter “Travel Expenses.” • Type “Travel;” choose from the drop-down box according to the expense type.

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22. Under the Fund Type, click on the drop-down box. Choose the applicable fund type.

23. Under the Cost Center, click on the drop-down box and choose your department.

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24. Under Unique Fund, click on the drop-down box and choose the applicable unique fund.

25. Click on Next. 26. The following screen will appear:

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27. Click Cancel. 28. The following screen will appear:

29. As you can see, there are some credit card transactions under Expenses and Smart Expenses. Take into consideration that you are working with three different screens at the same time when working with Concur.

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30. On your left side under Expenses, you can find all the transactions that you imported. The imported transactions need to be allocated and a business purpose needs to be added to all transactions. All the transactions marked with a red exclamation mark are transactions that have missing information or an error that needs to be fixed before the report can be submitted for payment.

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31. To reallocate or correct any mistakes on the transaction, click on the box to the left hand of each transaction.

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32. The following screen will appear:

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33. Please complete all the required fields that are marked with a red line.

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34. Under the “Expense Type”, you need to choose from the drop-down box the expense type that is applicable to the expense.

35. After you complete the process, if you need to charge the expense to a different account than the one with which you started the report, click on “Allocate.”

36. The following screen will appear: 37. You can choose the appropriate account from “Fund Type,” “Cost Center,” or “Unique

Fund.” 38. After you complete the allocation process, click “Save.” 39. You need to repeat steps 31-37 until all the transactions with an exclamation red mark are

change. 40. After you complete the reconciliation process, you are ready to scan your receipts to the

expense report. 41. Click on the” Receipt Store.”

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42. The following screen will appear:

43. Review the information and enter any other e-mail you will be using. 44. Click “Submit.”

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45. The following screen will appear:

46. Click “OK.” 47. You will receive an e-mail from Concur with a Verification Code.

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48. Enter the verification code under “Code / Verify.”

49. Click “Verify.” 50. The following screen will appear:

51. Click “OK.” 52. Click “Next.”

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53. The following screen will appear:

54. Click “Next.”

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55. The following screen will appear:

56. Click “Close.” 57. Tape each receipt to an 8 1/2 X 11 piece of paper. 58. Scan receipts one at the time; send them to your e-mail. 59. Forward the receipts to the following address myinbox@concursolutions.com.

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60. Click on the receipts down arrow and choose the “View Receipt Store.”

61. The following screen will appear:

62. Click on your expense line. Click on the arrow on your receipt box and this will attach the receipt to your expense.

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63. You can click on the Receipt tab and will be allowed to view the receipt that was attached to the expense.

64. Repeat steps 57to 64 until you are finished with the scanning process. 65. Click on “Submit Report.” 66. Review the information and click “Submit.” 67. The report is now in your supervisor’s queue.

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