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Select the appropriate section to be redirected to the detailed instructions and tips. If you have any further questions, please do not hesitate to reach out to Mary Bankhead


 

How to Create an Expense Report in Concur

 

Tips For Success:

  • Submit your expense report 30 days or less from when your travel. Choosing to not submit your expense report within 30 days may result in your expenses not being reimbursed.
  • Your reimbursement will be sent to you in the same way you receive your normal pay from ASU but it will not necessarily happen on a payday. It can happen at any time.
  • If you need help or have questions, then we are here to assist.

How to Create an Expense Report in Concur:

  1. Open search engine. Enter “My ASU trip” and search. Select ASU Trip.
  2. If you are not already signed in, then you will need to authenticate ASU.
  3. Select Authorization Requests                                                                                 
  4. Find your approved, active request for The 2019 Mid-Year Meeting and go all the way to the right and select Expense.
  5. Select the Next button at the bottom right of the screen.                                                                                                                                                     
  6. The next page is where you will enter your expenses REGARDLESS of how they were paid. This guide will show how to do expenses for airfare, mileage, daily allowances, and hotel categories, but please do repeat the process for every expense category that applies to your trip. I like to think of it in the following order for travel:
    1. How did I get there?
    2. Where did I stay while I was there?
    3. When and what did I eat while there?
  7. How did I get there? Did you fly? If so, then proceed. If you drove, then go to number 8.
    1. Select Airfare.                                                                                                                                                                                                                       
    2. Complete every section that is highlighted in red. In this example, the flyer paid for the Southwest airline ticket with their own money on 2/13/19. Southwest is all coach seating.
    3. Attach your receipt for your airline ticket.                                                                                                                                                 
    4. Attach your receipt for the airfare. Ensure the receipt has your name, the correct amount, correct dates, and correct costs that correspond to the Mid-Year Meeting.
    5. Review your receipt to ensure it is readable and correct by selecting Receipt Image.                                                                                   
    6. If there are any issues with your receipt image, then correct them. Once all is correct, then select save.                                       
    7. Note, if you were charged baggage fees, then repeat this process for airline fees.                                                                                             
  8. How did I get there? Did you drive?
    1. Select Car Mileage                                                                                                                                                                                                         
    2. Enter the mileage and the day you left from your home in Metro Phoenix to Las Cruces, NM. In this example, there are 388 miles between the driver’s home and Las Cruces, NM and they left on 4/7/19, so they would enter 388 and 4/7/19.                               
    3. Select Attach Receipt and upload a Google Map PDF showing the mileage and map from your home address in Metro Phoenix, AZ to Las Cruces, NM.                                                                                                                                                                                   
    4. Repeat b and c for mileage from Las Cruces, NM back to your home in Metro Phoenix. Then select save.                               
  9. Where did I stay while I was there?
    1. Select Hotel                                                                                                                                                                                                                       
    2. Enter as follows:                                                                                                                                                                                                                                                                                                                   
      Field Enter
      Transaction Date 04/09/2019
      Vendor Select
      Lodging Location Enter the city and state of where your lodging is located (E.X. Las Cruces, NM)
      Payment Type Enter how the hotel bill was paid (E.X. Out-of-pocket)
      Amount The total amount on your hotel bill
       
    3. Attach your receipt for the hotel. Ensure the receipt has your name, the correct amount, correct dates, and correct costs that correspond to the Mid-Year Meeting.
    4. Review your receipt to ensure it is readable and correct by selecting Receipt Image.                                                                                         
    5. If there are any issues with your receipt image, then correct them. Once all is correct, then select itemize.                             
    6. You will get two alerts. Do not worry as we will address them in the next few steps.
    7. Enter as follows:                                                                                                                                                                                                                                                                                                                   
      Field Enter
      Check-in Date The date that you checked into the hotel
      Check-out Date The date that you checked out of the hotel
      Room Rate Enter the nightly room rate
      Room Tax Enter any tax listed that is itemized
      Other Room Tax 1 Enter any additional tax that is itemized
      Other Room Tax 2 Enter any additional tax that is itemized
       
    8. Save itemizations                                                                                                                                                                   
    9. You will now have three alerts. Do not worry as we will address them now.
    10. At the top of the Expense Report, g o to Details>Travel Allowances>New Itinerary                 
    11. On the right side, you will enter information for an itinerary stop as follows:                                                                                                                                                                                                       
      Field Enter
      Departure City The city that you live in in Metro Phoenix
      Date The date that you left your home (either to drive to the airport or drive to your destination)
      Time The time that you left your home (either to drive to the airport or drive to your destination)
      Arrival City Enter the name of your arrival city
      Date Date you arrived
      Time Time you arrived (either time your plane arrived if you flew or time your car arrived if you drove)
       
    12. Select save at the bottom of the itinerary stop.                                                                                                                                                           
    13. The system will automatically create a new itinerary stop from your destination.                                                                                                                                                                                               
      Field Enter
      Departure City Already entered by system
      Date The date that you left your destination (either to go to the airport or drive home)
      Time The time that you left your destination (either to go to the airport or drive home)
      Arrival City The city you live in in Metro Phoenix
      Date Date you arrived in the city you live in in Metro Phoenix
      Time Time you arrived in Metro Phoenix (either time your plane arrived if you flew or time your car arrived if you drove)
       
    14. Select save at the bottom of the itinerary stop.                                                                                                                                                                 
    15. Select the Next button at the bottom right of the screen.                                                                                                                                         
    16. Select the Next button at the bottom right of the screen, again.                                                                                                                               
  10. When and how did I eat while there?
    1. In this section, we will put a checkmark in the checkboxes for the meals that were provided for you and keep the checkbox empty for the meals that were not provided for you and you had to pay for them yourself.
    2. Select Create Expenses at the bottom.                                                                                                                                                         
    3. Once you select Create Expenses, then all the alerts should disappear. If they don’t then outreach to Administrative Director or Fiscal Specialist.
  11. Select Conference Brochure.                                                                                                                                                                                       
  12. For Transaction Date, enter the first day of your conference/meeting; Amount $0.00; select attach receipt and upload the agenda for conference/meeting.
  13. You will now return to the main Expense Report header. Review all other areas for expense types and ensure that you did not forget one. If all is done, then submit the report by selecting the submit report button at the top right.                                                                                         
  14. Read the Final Review paragraph thoroughly and then select Accept & Submit button.                                                                                     
  15.  You will get an error message when select the button. Search for Bankhead and then select Bankhead, Mary as Cost Center Manager to approve the report and then select Submit Report

 

 


 

How to Create a Travel Request in Concur

 

Tips for Success:

  • Submit your request well in advance before you travel.
  • Keep all receipts – take a picture and save to a cloud for back up or use TripIt app with Concur.
  • We want to overestimate expenses to ensure we have more than enough funds encumbered.
  • If you need to get a cash advance (75% of expenses less airfare and conference registration) or have other financial difficulties, then please outreach to Mary for assistance.
  • If you are driving, then please consider carpooling with your colleagues.
  • Make sure to get an itemized folio upon checkout before departing your lodging facility.
  • If you need help or have questions, then we are here to assist.

How to Create a Travel Request in Concur:

  1. Open search engine. Enter “My ASU trip” and search. Select ASU Trip.
  2. If you are not already signed in, then you will need to authenticate ASU.
  3. Hover by New>Start A New Request
  4. Complete every section that is highlighted red as follows:                                                                                                                                                                                                                                                    
    Field Enter
    Trip name Enter your last name, brief description of travel, and dates (E.X. Smith, CBBG MIDYEAR 4/6-4/9/19)
    Trip type Select what type of travel you will be doing (E.X. 1. Out of State)
    Traveler type Choose your role faculty, staff, graduate student, or student
    Department ID No action necessary. Field auto-populates based on the department of the primary job of the traveler. Information can be changed if traveling for a different department.
    Business travel begin date Enter the day you will begin travelling
    Business travel end date Enter the day you will end travelling
    Main destination/city Enter the main city to where you are going
    Project/Gift/Grant/Program Ask Administrative Director or Fiscal Specialist
    Cost Center Ask Administrative Director or Fiscal Specialist
    Does this trip contain personal travel? If it does not include personal travel, enter no. If it does include personal travel, enter yes and ask Administrative Director or Fiscal Specialist.
    Business type Enter what type of business for which you are travelling (E.X. 04. Meeting)
    Conference/event host Enter the name of conference/event host and please write out acronyms (E.X. CBBG Center for Bio-Mediated and Bio-Inspired Geotechnics)
    Public Purpose Briefly explain why you are travelling. This box has limited characters, so please add more detail to the comment section (E.X. CBBG student and faculty collaboration)
     
  5. Select Save. If all information is entered correctly, you will be directed to the segments tab. If not, you will receive error messages. Correct the error messages to advance.
  6. Select the icon for the method you are travelling.
    1. Flying? Select purple airplane icon.
      1. From: Enter Sky Harbor Intl (Airport – PHX), Phoenix, Arizona
      2. To: Enter the airport in the arrival city E.X. El Paso Intl (Airport –ELP), El Paso, Texas
    2. Driving your own vehicle? You will put in the mileage from your home to the destination location and attach a Google map with that mileage as an expense. Note – it is imperative that you provide proper documentation as to how your driving is more sustainable and cost effective than flying.
    3. Driving a rental car? Select the green car icon.
      1. You must complete the ASU Authorized Driver Program prior to renting
      2. Enter the estimated cost of the rental in the amount field and the pick-up city.
      3. Click the calendar icons in the date fields and select the date of pick-up.oThe departure date from the request header is highlighted in black on thecalendar. If your pick-up is prior to the begin date on the request header,manually enter the date.
      4. Explain the business need for the rental car in the reason field.
      5. Modify the city for the drop-off if necessary.
      6. Check the will have completed authorized driver program prior to rental checkbox if you will be an authorized driver prior to the rental. You must be authorized driver before renting a car.
      7. Note – it is imperative that you provide proper documentation as to how your using a rental car is necessary more sustainable and cost effective than driving a personal vehicle or flying.
    4. For hotel, click the brown bed icon.
      1. Your hotel lodging cost should not exceed the daily allowance cost for the location to where you are travelling.
      2. If you are staying at a hotel connected to a conference/meeting, then select the Conference Hotel check box
  7. Complete every section that is highlighted red as follows:                                                                                                                                                                                                                                                     
    Field Enter
    Amount Enter the total amount your lodging is estimated to cost.
    City Enter the city where your hotel is located
    Check-In Date The day you will be checking INTO the hotel
    Estimated Nightly Room Rate Enter the estimated nightly room rate
    Check-Out Date The day you will be checking OUT of the hotel
    Lookup Per Diem Lodging Rates Google the county where your hotel is located and then search by state abbreviation to obtain the per diem lodging rates. (E.X. NM Other $94 (US-NM Other $94))
     
  8. Select Save
  9. Select Expenses
    1. Include every expense and everything you might need to for reimbursement (mileage to the destination roundtrip if you are driving, mileage or rideshare costs roundtrip to Sky Harbor if you are flying, local fare, rental car, parking at the airport, etc)
    2. Airfare Include airfare fees if you are flying.
    3. Lodging Include daily allowances for every day.
  10. Select Approval Flow Tab
    1. Select the first + sign. This will add an area for internal departmental approval
    2. Search by last name and enter Bankhead and select Bankhead, Mary.
  11. Select submit button

 

 


 

How to Request CBBG Room Reservations

 

Tips for Success:

  • Submit your room reservation requests as soon as possible in order to ensure availability
  • Review the CBBG rooms below to determine which room will best suit your needs
  • If you need help or have questions, then we are here to assist.

How to Request CBBG Room Reservations:

  1. NOTE – All CBBG faculty and staff room reservation requests should be submitted no less than 1 week before the reservation is to take place. All non-CBBG room reservation requests must be submitted no more than 60 days before the reservation is to take place. This stipulation exists in order to ensure that CBBG space reservation priorities are available to CBBG. No recurring classes or seminars are scheduled in CBBG spaces.
  2. Determine which CBBG Room will best suit your reservation needs. Ask yourself the following questions:
    1. How many people will be in attendance?
    2. Will I need to record the reservation?
    3. Will people access via video conference?
    4. What level of privacy does the reservation need?
    5. Will there be food and, if so, what type of set up do I need for food?
    6. How long will the reservation be?
    7. How much time do I need to be in the space before and after the reservation?
  3. Once you have determine your answers to the questions above, email your request to CBBG Fiscal Specialist and Administrative Director that includes the following:
    1. What room you would like to use
    2. How many people will be in attendance at the reservation
    3. How long you need the space for the reservation
    4. If you will need to record the reservation
    5. If you will need Zoom access for the reservation
    6. 2 sentences explaining what the reservation is
  4. CBBG Fiscal Specialist, Administrative Director, or Office Assistant will confirm or deny your request via email within 48 business hours

Room Details:

 

Outreach Room

GWC 111

Size: 22’1” x 18’4”

Capacity: 24 

Set up:Flexible

Amenities: 55” television with HDMI and USB hookup and webcam, 2 whiteboards, storage shelves, locked storage cabinet, phone

 

 

Training Room

GWC 137

Size: 29’2” x 31’2”

Capacity: 28

Set up: Flexible

Amenities: 55” television, cameras and hanging microphones for video conferencing, ceiling projector with drop down screen, web-enabled computer with document projector, phone, 2 whiteboards, audio system

 

 

Conference Room

GWC 181

Size:22’1” x 16’1”

Capacity: 10

Set up: Flexible

Amenities: conference phone, 2 web-enabled 55” televisions, HDMI and USB hookups, cameras and hanging microphones for video conferencing, 2 whiteboards, keyboard, mouse

Tips for CBBG Reservations:

  1. Parking
    • The closest parking to GWC is the Tyler Garage (long-term) or Lot 46 (short-term).
  2. Restrooms
    • Restrooms are located on the west hallway on the first floor of GWC. Go out of the CBBG rooms, turn west, and then turn an immediate left. The restrooms are due south of the large sink.
  3. Wifi
    • If you are affiliated with ASU, then please connect to the wifi using your asurite and password.
    • If you are not affiliated with ASU and want to connect to ASU guest wifi, you will need to create a guest account. I have handouts that will walk you through this process step by step.
  4. Starbucks
    • There is a Starbucks in Noble Library if you desire. Noble Library is due south of Goldwater. Leave GWC main entrance and cross the sidewalk.
  5. Recycling
    • ASU has significant sustainability and carbon neutrality goals. Please help us by recycling as much as possible.
  6. Smoking
    • ASU is a tobacco free campus, so please do your best to honor that.
  7. Quiet nooks
    • If you need to take a phone call and need quiet, there are quiet coves just outside to the left and right in the hallways near the windows.
  8. Charging
    • There are outlets around the room if you need to charge mobile devices or laptops.

 

 


 

How to Request FedEx Shipments

 

Tips for Success:

  • Fully mark out any barcodes on the boxes with permanent black markers. Ask Mary if you need black markers.
  • Submit your shipments well in advance in order to save shipping costs.
  • Pack your items well to reduce the likelihood of damage in transit.
  • Reuse boxes and packing materials in order to support ASU Sustainability goals. Check the 6th floor of Goldwater to find boxes and packing materials slated to be recycled.

How to Request FedEx Shipments:

  1. Fully package your item(s) so they are ready for shipment.
  2. Measure your items’ dimensions – L x W x H.
  3. Estimate the items’ weight; it is better to overestimate than underestimate weight.
  4. Email the following to Mary:
    1. The full address to where the package is going
    2. The recipient’s name
    3. The recipient’s phone number
    4. Your phone number
    5. How fast you want the item shipped
    6. Indicate if you and/or the recipient would like FedEx notifications while the items are in transit
  5. Give your item(s) to Mary to be shipped.

 

 


 

How to Request Purchases

 

Tips for Success:

  • Submit your purchase requests as soon as possible in order to ensure availability as ASU does not generally authorize expedited shipping.
  • If items need to be ordered in specific colors or sizes, then please indicate them on the SSEBE Purchase Request form.
  • If you have not received your items within 20 business days, then please notify CBBG Fiscal Specialist (Mary Bankhead.)
  • If you need help or have questions, then we are here to assist.

How to Request Purchases:

  1. Determine what items you desire to purchase. Do your due diligence to research vendors and pricing in order to be the best steward of CBBG funds.
  2. FULLY complete the CBBG SSEBE Purchase Request form. If there is an item you do not know how to complete, then ask your PI before submitting the request.
  3. Submit your SSEBE Purchase Request form to your PI. The PI needs to the same faculty identified in WorkDay to that account. DO NOT submit your SSEBE Purchase Request form to CBBG Fiscal Specialist as this will delay the process and your items will not be purchased without PI approval.
  4. Once you have your PI approval, forward it along with the SSEBE Purchase Request form to CBBG Fiscal Specialist for purchasing.
  5. Note – all chemicals are delivered to Chemical Stores and non-chemicals are delivered to the CBBG Welcome Center by default. If you need items delivered elsewhere, then provide the mailing address to where they should be shipped in the body of the email to the Fiscal Specialist.
  6. CBBG Fiscal Specialist will place your order within 48 business hours.
  7. Once your items have arrived, CBBG Fiscal Specialist or Office Assistant will notify you via email. Please retrieve your items no more than 48 business hours after notification.
  8. Please ensure you maintain a copy of the packing slip to ensure all items ordered arrived.
  9. Notify CBBG Fiscal Specialist if there are any problems with your order via email.

 

 


 

How to Request Reimbursements (Excluding ASU Travel)

 

Tips for Success:

  • Take photographs of and scan your receipts to PDFs as soon as possible.
  • Submit your reimbursement requests as soon as possible in order to stay within the 30-day reimbursement window.
  • ASU CBBG students, faculty, and staff reimbursements are will be sent to you in the same way you receive your normal pay from ASU but it will not necessarily happen on a payday. It can happen at any time.
  • If you need help or have questions, then we are here to assist.

How to Request Reimbursements:

  1. NOTE – All reimbursement requests must be submitted within 30 days of the transaction. Reimbursement requests that are more than 30 days after the transaction may not be reimbursed and will require ASU director and dean approvals.
  2. Gather the following items legibly scanned to PDF format for your reimbursement to be processed:
    1. Agenda, flier, and/or short write up documenting the event and what happened
    2. Attendees listed with their CBBG Affiliation noted E.X. Edward Kavazanjian, CBBG Director/ASU Faculty
    3. Itemized receipt(s) show exactly what was purchased and that it was paid for fully.
    4. ASU Business Meal Form completed (if any food items purchased/restaurants)
    5. If mileage reimbursement is being requested, then a mileage map showing the exact route and miles accrued
    6. Business/public/research purpose – a clear explanation of what was purchased and how the purchase benefits CBBG goals/mission
  3. Submit the applicable items in number two as PDF attachments to your approving authority
    1. All items reimbursed from the SLC need SLC President reimbursement. SLC President SLC reimbursements are approved by the SLC President’s campus PI.
    2. All REU and RET reimbursements are approved by Claudia Zapata.
    3. PI, Senior Investigator, Staff, and ILO reimbursements are approved by Center Director Edward Kavazanjian or his designee
  4. Convert approval email to a PDF.
  5. Attach approval email and applicable items in number two to an email to Mary Bankhead
  6. Notify Fiscal Specialist Mary Bankhead if you have not received reimbursement check within 30 days