Expense: Expense Types

Setup Guide

Last Revised: February 10 2018

Applies to these SAP Concur solutions:

 Expense
 Professional/Premium edition
 Standard edition

 Travel
 Professional/Premium edition
 Standard edition

 Invoice
 Professional/Premium edition
 Standard edition

 Authorization Request
 Professional/Premium edition
 Standard edition
Table of Contents
Section 1: Permissions ................................................................................................1

Section 2: Overview ....................................................................................................1

Definitions ................................................................................................................. 1

Section 3: Expense Types Processes ...........................................................................2

Expense Types ........................................................................................................... 3
Searching for an Expense Type ............................................................................... 3
Creating a New Expense Type ................................................................................. 4
Modifying an Expense Type .................................................................................... 9
Removing an Expense Type .................................................................................. 10
Expense Type Limits ................................................................................................. 11
Setting Limits on an Expense Type ........................................................................ 11
Editing the Expense Type Limits ............................................................................ 13
Removing an Expense Type Limit .......................................................................... 13
Itemization Wizards .................................................................................................. 14
What the User Sees ............................................................................................. 14
Creating a New Itemization Wizard ........................................................................ 16
Modifying an Itemization Wizard ........................................................................... 19
Removing an Itemization Wizard ........................................................................... 20

Section 4: Reference .................................................................................................21

Spend Categories ..................................................................................................... 21
Amount Calculation Formulas..................................................................................... 29
Variables ............................................................................................................ 30
Basic Formulas.................................................................................................... 31
Conditional Formulas ........................................................................................... 32
Restrictions ........................................................................................................ 33
What the User Sees ............................................................................................. 34

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Last Revised: February 10 2018
© 2004 - 2018 Concur Technologies Inc. All rights reserved.
Revision History
Date Notes / Comments / Changes

April 4 2018 Changed the check boxes on the front cover; no other changes; cover date not
updated

February 10 2018 Removed Airline Fees and Goodwill spend categories.

January 4 2018 Added detail to the Variables section for transaction amount calculation and
adjusted amount calculation for result.
Added a new point to the Restriction section that Transaction amount
calculations may only be executed on an expense in an unsubmitted state.

December 27 2017 Updated the Restrictions section to include the following statement:
"Calculation formulas should not reference a field that has been configured as
a conditional field, because the value of that field may be null of the field is
hidden."

December 11 2017 Added spend category code for Train.

December 9 2017 Updated the Spend Categories table for expense types in the Reference section
of the guide.

July 18 2017 Clarified restriction for Cash Advance expense types using Update Cash
Advance exchange rate on expense entries enabled in Group Settings.

December 14 2016 Changed copyright and cover; no other content changes.

December 9 2016 Updated the Permissions section and guide content to new corporate style; no
content changes.

May 13 2016 Updated instances of he/she to they.

February 9 2016 Updated the Spend Category information.

June 12 2015 Updated the screen shots to the enhanced UI; no other content changes

September 24 2014 Added information about two user interfaces; no other content changes.

April 15 2014 Changed copyright and cover; no other content changes

April 3 3012 Removed all references to the legacy Authorization Request feature in Concur
Expense
Changed any references to Concur's Travel Request service to Request, Concur
Request, or Authorization Request, depending on the situation
No other content changes

December 28 2012 Made rebranding and/or copyright changes; no content changes

June 22 2012 Updated document to include Expense Types Limits functionality

January 20 2012 Updated document to include the Expense Categories functionality, now
available in the current interface

September 23 2011 Updated information about Amount Calculation Formulas

December 31 2010 Updated the copyright and made rebranding changes; no content changes

July 16 2010 All attendee-related expense type options are now available in the current user
interface

ii Expense: Expense Types Setup Guide

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 Date Notes / Comments / Changes

May 14 2010 Updated information about Amount Calculation Formulas

April 16 2010 Updated information about assigning Expense Categories, clarified Meal Spend
Category visibility, and added information on using integers in calculations

March 19 2010 Added information on Amount Calculation Formulas

February 19 2010 Clarified use of Spend Categories

January 15 2010 Added information about custom itemization wizards, and itemization options
for expense types

November 13 2009 Added Spend Category and Expense Category information

September 18 2009 Changed Add button to New

August 14 2009 New document

Expense: Expense Types Setup Guide iii

Last Revised: February 10 2018
© 2004 - 2018 Concur Technologies Inc. All rights reserved.
 Section 1: Permissions

Expense Types

Section 1: Permissions
A company administrator may or may not have the correct permissions to use this
feature. The administrator may have limited permissions, for example, they can
affect only certain groups and/or use only certain options (view but not create or
edit).

If a company administrator needs to use this feature and does not have the proper
permissions, they should contact the company's Concur administrator.

Also, the administrator should be aware that some of the tasks described in this
guide can be completed only by Concur. In this case, the client must initiate a
service request with Concur Client Support.

Section 2: Overview
The Expense Types feature allows you to add, remove, and modify your expense
types. The functionality includes a multi-step wizard to walk you through the process
of adding or modifying expense types.

The Itemization Wizard feature allows you to create new itemization wizards to use
with expense types. You can define the primary and secondary expense types, and
whether they are required or personal.

Definitions
• Expense Types: Expense types are expenses that an employee can
incur, such as airfare, lodging, breakfast, and so on. A list of expense
types appears as an option when an employee first creates an expense
entry. Each expense type has multiple unique fields that define the details
of an expense. For example, Airfare could have ticket number and vendor
attached to it, while Breakfast might only have vendor. These details are
called fields.
• Expense Type Limits: Expense Type Limits set a warning or blocking
amount limit on any expense type. When the warning limit is exceeded,
the system will warn the user that they are over the limit. When the
blocking limit is exceeded, the system will warn the user and prevent
submission of the report, until the expense type amount is corrected in
the report.
• Parent Expense Type: An expense that serves as a heading to
expenses; such as Company Car (parent) which has Company Car Oil,
Company Car Gas, and so on as children beneath it. An employee cannot
select a parent expense type from the list of expenses when creating an
expense report, only the items beneath it.

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Section 3: Expense Types Processes

• Expense: An expense can be either a single expense that has no expense

category, such as Airfare, or an expense that lies beneath the main
expense and is related or linked to that expense and is listed under an
expense category, such as Company Car Oil.
• Itemization: An itemization is an expense that is an itemization of a
main or parent expense. For example, for a Lodging expense type, an
employee may want to itemize the bill to include movie rental, room
service, and so on. These itemizations have costs that add up to the main
expense. You can define whether an expense type requires itemization,
and create custom itemization wizards, using the Expense Types page.
• Spend Category: The Spend Category associated with each expense type
determines which reporting category the expenses of that type fall under.
When running reports that aggregate expenses by type, the Spend
Category determines which type of spend the expense type will be
associated with. Some spend categories are also associated with UI
behavior, which determines whether the expense type has special
presentation handling. Certain spend categories are used with Travel
Allowance or mileage entries, which must collect and display the
appropriate fields to the user.

Section 3: Expense Types Processes

 To access the Expense Types page:

Click Administration > Expense > Expense Types (left menu). The Expense
Types page appears.

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 Section 3: Expense Types Processes

Expense Types

Searching for an Expense Type

 To search for an expense type:

1. On the Expense Types page, select a value in the Find Expense Types
where: list.

2. Enter the desired search term.

3. Click Search. The system will search for any expense types containing the
letters entered. The list of matching expense types appears.

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Section 3: Expense Types Processes

Creating a New Expense Type

 To create a new expense type:

1. On the Expense Types page, click New. The General step of the New
Expense Type wizard appears.

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 Section 3: Expense Types Processes

2. Enter the desired values.

Field Description

Name The expense type's name

Spend Category Allows you to define the overall category of spend that the
expense type is associated with. This information is used in
Concur's reporting solutions. Certain spend categories are
used with Travel Allowance or mileage entries to present
the appropriate fields to the user.
 Refer to the Spend Categories section of this guide for
more information.

Available for The expense entry objects for which this expense type is
visible

Has this Parent The parent expense type of the new expense type. The
parent groups similar expense types together for ease of
selection by the end user.

Show on Mobile This determines whether the expense type will show as an
device available expense type on mobile devices.

Itemization Select whether this expense type requires, allows or does

not allow itemization.

Itemization Wizard Select the itemization wizard for this expense type.
 Refer to the Itemization Wizards section of this guide
for more information.

Expense Types Click this to select the expense types that users can select
Available for from when entering itemizations manually.
Itemization NOTE: If the expense type also has an itemization wizard
configured, the user will first see the itemization wizard and
its associated expense type list. Any manual itemizations
after that point will use the list defined in Expense Types
Available for Itemization.

3. Click Next. The Policies step appears.

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Section 3: Expense Types Processes

4. Select the policies that use this expense type, then enter the desired values.
Once you have selected a policy, the fields in the row become editable.

Field Description

Enabled for these Select the expense policies this expense type should be
Policy Names available in.

For an Expense Entry Select the form to use with this expense type when it is
use this form used on an expense entry.

For an Itemized Entry Select the form to use with this expense type when it is
use this form used on an itemized entry.

Use this Vendor List Select the vendor list associated with this expense entry.
This field is necessary only if the selected forms include the
Vendor List field.

5. Click Next. The Formulas step appears. For each policy selected in the
previous step, there will be an editable Amount Calculation Formula field.
Enter the desired calculation for each policy.

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 Section 3: Expense Types Processes

NOTE: The Formulas tab will only appear if you have the correct user role. If
the expense type is not eligible for a formula, the tab will appear
grayed out.

 Refer to the Amount Calculation Formulas section of this guide for

more information.

6. Click Next. The Attendees step appears. For each policy selected in the
Policies step, it will show a set of check boxes for selecting the appropriate
attendee-related functions. These are necessary only for expense types that
use the Attendee fields.

 Refer to the Expense: Attendees Setup Guide for more information

about these options.

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Section 3: Expense Types Processes

7. Select the desired check boxes, per policy.

Field Description

Show Cost per Select this check box to allow users to view the amount of
Attendee the expense allotted to each attendee.
If selected, the Amount column appears in the Attendees
section of the New Expense/Expense tab.

Allow users to edit the Select this check box to allow users to edit the amounts in
Cost per Attendee the Amount column.

Allow users to enter Select this check box to allow users to account for no shows
the count of "No – attendees who were invited but did not attend.
Shows" If selected, the No Shows field appears in the Attendees
section of the New Expense/Expense tab.

Allow users to edit the Select this check box to allow users to enter a count
count of attendees (number of unnamed attendees) for this expense type.
If selected, the Attendee Count column appears in the
Attendee section of the New Expense/Expense tab.
IMPORTANT: This option is used in conjunction with the
attendee type setting. Refer to the Expense: Attendees
Setup Guide.

Include user as an If this check box is selected, Expense automatically adds

attendee by default the user as an attendee when the user accesses the
attendees section the first time (when no attendees are
assigned to the entry).
Once attendees are assigned or if the user removes their
name from the attendee list, Expense does not attempt to
add the user again.

8. Click Next. The Accounting step appears.

9. The account code hierarchy is displayed in the left pane. The top level is
Global. Level one is for Ledger. If there are levels set up for the Account Code
Hierarchy for a Ledger, these appear as levels two though the number of
levels set up. The right pane displays the account code fields for the new
expense type for the level and value selected in the left pane.

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 Section 3: Expense Types Processes

10. In the left pane, navigate to the place within the Account Code Hierarchy that
you want to enter an account code.

11. Enter the desired account code.

Field Description

Expense Type This read-only field displays the currently selected expense
type name. Depending on the expense code there can be
two rows:
• Lodging: One row for the regular case and one row
for the overlimit case.
• Meals: One row for the regular case and one row for
the overlimit case (used in travel allowances).
• Company Car: One row for Business Use case and
one row for Personal Use case.
If the Taxability or Deductibility feature is enabled, there
two rows:
• Taxability: One row for the Taxable case and one row
for Not Taxable case
• Deductibility: One row for the Deductable case and
one row for Not Deductable case
 Refer to the Spend Categories section of this guide for
more information on expense codes.

Account Code The account code for the expense type. If the Account Code
field is left blank, this account code hierarchy value for this
expense type will inherit its account code.

Inherited Code If the Account Code is blank, this field displays the account
code that this account code hierarchy value for this expense
type will inherit.

Inherited Level If the expense type is inheriting an account code, this field
displays the account code hierarchy value that the account
code was inherited from.

12. Click Done.

Modifying an Expense Type

 To modify an expense type:

1. On the Expense Types tab, select the desired expense type.

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Section 3: Expense Types Processes

2. Click Modify.

3. Change fields as desired. Refer to the To add an expense type process for
field information.

4. Click Done.

Removing an Expense Type

Removing an expense type is a permanent action. If you remove an expense type in

error, you will need to recreate it.

 To remove an expense type:

1. On the Expense Types page, select the desired expense type.

2. Click Remove. The expense type is removed from the expense type list.

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 Section 3: Expense Types Processes

Expense Type Limits

Expense Type Limits let the administrator set a warning or blocking amount limit on
any expense type. When the warning limit is exceeded, the system will warn the user
that they are over the limit. When the blocking limit is exceeded, the system will
warn the user and prevent submission of the report, until the expense type amount
is corrected in the report.

Setting Limits on an Expense Type

The limits that can be set apply to the selected policy by currency, and allow a range
within which the system first warns, then blocks, the report from submission via the
expense type limits.

 To set a limit on an expense type:

1. Click the Expense Type Limits tab.

2. Click New and select an expense type from the list under Expense Type.

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Section 3: Expense Types Processes

3. Select the group this expense type limit will apply to under Applies to, and
the currency under Currency Code.

4. Set the amount range by configuring the following options:

 Warn Over This Amount: Set the amount over which the system will
warn the user they have exceeded the lower maximum amount for this
expense type.
 Block Over This Amount: Set the amount over which the system will
block submission of the expense report.

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 Section 3: Expense Types Processes

5. Click Save.

The expense type is now limit-configured and the limits take effect immediately.

Editing the Expense Type Limits

To adjust the limits, click directly in any of the fields for the desired expense type
and choose or type a new value.

Removing an Expense Type Limit

When you remove an expense type limit it takes effect immediately.

 To remove an expense type limit:

1. Select the row of the expense type limit you will delete.

2. Click Remove.

3. In the Remove Expense Type Limit dialog box, click Yes.

Additional information:

• Each expense type may use a single currency in conjunction with a specified
Applies To Group. Clients wishing to set multiple rules for the same expense
type and group in different currencies would need to use the more flexible
audit rules functionality.

• If the client has multiple levels of expense hierarchy groups, the system will
apply the first rule found for the expense type when searching first at the
user's group and then walking up the hierarchy until a limit is found for the
specified expense type. Any limits configured at higher levels in the hierarchy
above that point where a limit is found will not be applied.

• These limits will not be applied to employees with the value of Never Audit
(NVR) in the Expense Audit Required field on the employee profile record.

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Section 3: Expense Types Processes

Itemization Wizards

Itemization wizards define the expense types that users see when itemizing an
expense. The selected expense types can have the following properties set:
• Whether they are a Primary or Secondary expense type
• Whether they are Required
• Whether they default to being marked Personal
• Whether they are required to be marked Personal

NOTE: This itemization option does not replace the existing lodging itemization
wizard. The lodging wizard is specifically designed to address the recurring
daily expenses of a hotel stay. The new itemization wizard option allows
itemization of single occurrences of an expense type on the same date as the
parent expense.

What the User Sees

The following example shows how the itemization wizard appears to the user while
itemizing a car rental expense. The Car Rental expense type has been configured to
use the Car Rental Itemization wizard.

The user enters the parent expense, then clicks Itemize.

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 Section 3: Expense Types Processes

The user enters amounts for each of the expense types required for an itemization.
As with other itemization pages, the running totals of what has been accounted for
and what amount remains shows at the top of the pane. Any amount not accounted
for will be itemized using the parent expense type. When done, the user clicks Save
Itemizations.

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Section 3: Expense Types Processes

The user can see the resulting itemized entries in the expense list in the left pane.

Creating a New Itemization Wizard

Itemization wizards can be created and edited on the Itemization Wizard tab of
the Expense Types page.

 To create a new itemization wizard:

1. On the Expense Types page, select the Itemization Wizard tab. The
Itemization Wizard page appears.

2. Click New. The General step of the New Itemization Wizard page
appears.

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 Section 3: Expense Types Processes

3. Enter the desired values.

Field Description

Name This name appears on the itemization tab when users are
filling in an expense type using this wizard, and in the list of
itemization wizards on the expense type properties page.

Secondary Expense This name appears to the end user as a label dividing the
Type Label secondary expense types from the primary expense types.
If this field is left blank, you will not be able to select any
secondary expense types.

4. Click Next. The Available Expense Types step of the New Itemization
Wizard appears.

5. Click in the Expense Types column to select an expense type.

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Section 3: Expense Types Processes

To remove an expense type, select the Remove value from the expense type
list. The Remove value only appears after you have selected an expense type.

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 Section 3: Expense Types Processes

6. Select the desired settings for each expense type.

Column Description

Expense Type Select the desired expense type.

Required Select this box to require users to enter a

value for this expense type.

Default to Personal Select this box to set the Personal check box
to selected by default for this expense type.

Must be Personal Select this box to make the Personal check

box selected and uneditable.

7. Click Done.

Modifying an Itemization Wizard

 To modify an itemization wizard:

1. On the Itemization Wizard page, select the desired wizard.

2. Click Modify. The General step of the Modify Itemization Wizard page
appears.

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Section 3: Expense Types Processes

3. Make any necessary changes.

4. Click Next. The Available Expense Types step of the Modify Itemization
Wizard page appears.

5. Make any necessary changes.

6. Click Done.

Removing an Itemization Wizard

 To remove an itemization wizard:

1. On the Itemization Wizard List page, select the desired wizard.

2. Click Remove.

NOTE: The Remove button is only available if the itemization wizard is not
being used by any expense types.

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 Section 4: Reference

Section 4: Reference

Spend Categories

The Spend Category associated with each expense type determines which reporting
category the expenses of that type fall under. When running reports that aggregate
expenses by type, the Spend Category determines which type of spend the expense
type will be associated with. Some spend categories are also associated with UI
behavior, which determines whether the expense type has special presentation
handling. Certain spend categories are used with Travel Allowance or mileage
entries, which must collect and display the appropriate fields to the user. Reporting
Categories were used in older versions of reports in Cognos and are mapped to the
Spend Categories to maintain the original expense type mapping.

The Spend Category Code column displays the spend category code associated with
the spend category. The codes are used for the expense types import. The
Recommended Use column indicates which product Concur recommends the spend
category be used with.

The table of spend categories is below.

NOTE: The list of spend categories is shared with Invoice.

Spend
Recommended
Spend Category Category Description
Use
Code

Accounting ACCNT Invoice Use this for account

payable/receivable, accrued
liabilities, and cash advance
return.

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Section 4: Reference

Spend
Recommended
Spend Category Category Description
Use
Code

Advertising/Marketing ADVTG Invoice and Use this for marketing

Expense expense, promotional items,
Reporting Category: advertising, and promotions.
Advertising/Marketing

Special Handling:
Standard

Agent/Booking Fees ABFEE Travel Expense Use this for travel agent and
booking fees other than
airline fees.

Airfare AIRFR Invoice and Use this for airfare and airline
Expense fees.
Reporting Category:
Airfare

Special Handling:
Standard

Car Related CARXX Invoice Use this for mileage, parking,

tolls, car rental,
company/personal car, and
gasoline/fuel.

Car Rental CARRT Expense Use this for car rental.

Reporting Category: Car

Rental

Special Handling:
Standard

Cash Advance - Not CASHA Expense Use this for any expense type
Partially Approvable where you do not want to
allow approvers to partially
Reporting Category: approve. Cash Advance is the
Other most common example.

Special Handling: Other

Not Partially Approvable

Cash Advance – CASHN Expense Use this for standard cash

Standard advance.

Reporting Category:
Other

Special Handling:
Standard

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 Section 4: Reference

Spend
Recommended
Spend Category Category Description
Use
Code

Company Car - Fixed COCAR Expense Use this spend category for
Expense expense types where you
want your users to enter a
Reporting Category: fixed expense amount in the
Company Car user interface. The expense
amount is independent of the
Special Handling: distance.
Standard NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Company Car - Mileage COCRM Expense Use this spend category for
Reimbursement expense types where you
want your users to enter a
Reporting Category: distance in the user interface.
Company Car The system calculates the
expense amount using this
Special Handling: distance.
Company Car NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Computer COMPU Invoice and Use this for IT services,

Expense software expenses, and
Reporting Category: computers.
Computer

Special Handling:
Standard

Consulting Services CONSL Invoice Use this for consultancy fees,

consulting services, and
consultants.

Donations DONAT Invoice and Use this for charitable

Expense contributions/events, charity,
and goodwill.

Entertainment ENTER Invoice and Use this for

Expense dinner/lunch/breakfast,
Reporting Category: business meals, and
Entertainment client/customer
entertainment.
Special Handling:
Standard

Facility FACLT Invoice Use this for

repairs/maintenance,
maintenance equipment, and
storage units.

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Section 4: Reference

Spend
Recommended
Spend Category Category Description
Use
Code

Fees/Dues FEESD Invoice and Use this for bank service

Expense charges, fines, penalties,
Reporting Category: membership dues, licenses,
Fees/Dues and permits.

Special Handling:
Standard

Financial Services FINAN Invoice Use this for accounting fees,

audit fees, tax services, and
financial services.

Fuel For Mileage MFUEL Expense Use this for fuel for mileage.
NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Gas GASXX Expense Use this for gas/fuel.

NOTE: For Invoice users,
Reporting Category: Concur recommends using the
Gas Car Related spend category.

Special Handling:
Standard

Gifts GIFTS Invoice and Use this for gifts/awards for

Expense clients/customers and
customer appreciation.

Ground Transportation GRTRN Expense Use this for bus, taxi, shuttle,
and public transport.
Reporting Category:
Ground Transportation

Special Handling:
Standard

Ground Transportation - JGTRN Expense Use this for bus, taxi, shuttle,
Japanese and public transport.
NOTE: This is specific for
Japan.

Insurance INSUR Invoice and Use this for vehicle insurance,

Expense general insurance, and
business insurance.

Janitorial JANTR Invoice and Use this for janitorial supplies

Expense and cleaning supplies.

Legal Services LEGAL Invoice Use this for legal expenses

and professional legal fees.

Lodging LODGX Expense Use this for lodging.

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 Section 4: Reference

Spend
Recommended
Spend Category Category Description
Use
Code

Lodging - Do Not Track LODGN Expense Use this spend category when
Room Rate Spending you do not want to use the
Hotel Wizard. Your users must
Reporting Category: manually itemize daily room
Lodging rates and room taxes.
NOTE: This spend category
Special Handling: will direct the user interface
Standard to not include the Travel
Allowance related lodging
field. Therefore, expense
types using this spend
category should not be used
for Travel Allowance.
NOTE: For Invoice users,
Concur recommends using the
Lodging spend category.

Lodging - Track Room LODGA Expense Use this spend category when
Rate Spending you want to use the Hotel
Wizard. The wizard has entry
Reporting Category: fields for Daily Room Rate
Lodging and Daily Room Tax. The
wizard creates the
Special Handling: itemizations for room rate and
Lodging room tax.
NOTE: If you are using Travel
Allowance for lodging, you
must use this spend category
for your Lodging expense
types because this spend
category will direct the user
interface to include the Travel
Allowance related lodging
field.
NOTE: For Invoice users,
Concur recommends using the
Lodging spend category.

Lodging Tax LODGT Expense Use this for lodging tax.

Excluding local lodging tax is
beneficial when negotiating
prices with hotel chains.

Meal MEALS Invoice and If you are not using Travel

Expense Allowance, use this spend
Reporting Category: category for your meals
Dining expense types.
NOTE: This category only
Special Handling: appears for clients that do not
Standard use Travel Allowance.

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Spend
Recommended
Spend Category Category Description
Use
Code

Meal - Count in Daily MEALA Expense Use this spend category when
Meal Allowance using Travel Allowance for all
meals expense types you do
Reporting Category: want to count in the daily
Dining meal allowance. This typically
also includes the Incidentals
Special Handling: Meals expense type. The user
interface for these expense
types will include the Travel
Allowance related meals
fields.
NOTE: This category only
appears for clients using
Travel Allowance.
NOTE: For Invoice users,
Concur recommends using the
Meal spend category.

Meal - Do Not Count in MEALN Expense Use this spend category when
Daily Meal Allowance using Travel Allowance for all
meals expense types you do
Reporting Category: not want to count in the daily
Dining meal allowance. The user
interface for these expense
Special Handling: types will not include the
Standard Travel Allowance related
meals fields.
NOTE: This category only
appears for clients using
Travel Allowance.
NOTE: For Invoice users,
Concur recommends using the
Meal spend category.

Meetings MEETG Invoice and Use this for meetings.

Expense
Reporting Category:
Meetings

Special Handling:
Standard

Office Supplies OFFIC Invoice and Use this for office furniture
Expense and office stationary.
Reporting Category:
Office

Special Handling:
Standard

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Spend
Recommended
Spend Category Category Description
Use
Code

Other OTHER Invoice and Use this for tips/gratitude,

Expense undefined, sundry,
Reporting Category: miscellaneous, laundry, and
Other incidentals.

Special Handling:
Standard

Other Supplies OSUPP Invoice and Use this for inventory,

Expense technical supplies, warehouse
supplies, tools, and lab
supplies.

Personal Car - Fixed PRCAR Expense Use this spend category for
Expense expense types where you
want your users to enter a
Reporting Category: fixed expense amount in the
Personal Car user interface. The expense
amount is independent of the
Special Handling: distance.
Standard NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Personal Car - Mileage PRCRM Expense Use this spend category for
Reimbursement expense types where you
want your users to enter a
Reporting Category: distance in the user interface.
Personal Car The system calculates the
expense amount using this
Special Handling: distance.
Personal Car NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Personal Car – Parking PRKNG Expense Use this for personal parking.
Expense NOTE: For Invoice users,
Concur recommends using the
Car Related spend category.

Printing/Reproduction PRNTG Expense Use this for printing,

duplicating, and
photocopying.

Professional Services PROFS Invoice Use this for professional

subscriptions/dues, licensing,
and outside services.

Rent RENTL Invoice Use this for

office/space/apartment rent,
housing, and equipment
rate/lease.

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Spend
Recommended
Spend Category Category Description
Use
Code

Shipping SHIPG Invoice and Use this for

Expense courier/shipping/freight,
Reporting Category: delivery and postage.
Shipping

Special Handling:
Standard

Staffing STAFF Invoice Use this for employee

award/recognition/benefits,
commissions/bonus, and
payroll/salaries.

Subscription/Publication SUBSC Invoice and Use this for dues,

Expense subscriptions and
Reporting Category: newspapers/books/magazines
Subscription/Publication .

Special Handling:
Standard

Telecom/Internet TELEC Invoice and Use this for cellular phone,

Expense internet services, and wireless
Reporting Category: devices.
Telecom

Special Handling:
Standard

Trade/Convention TRADE Invoice and Use this for conferences,

Expense trade shows, and special
Reporting Category: events.
Trade/Convention

Special Handling:
Standard

Train RAILX Invoice and Use this for train or rail.

Expense
Reporting Category: Rail

Special Handling:
Standard

Training TRAIN Standard Use this for tuition/training

reimbursement and
Reporting Category: seminar/learning.

Training

Special Handling:
Standard

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Spend
Recommended
Spend Category Category Description
Use
Code

Utilities UTLTS Invoice Use this for electricity, gas,

and waste disposal.

Amount Calculation Formulas

Amount calculation formulas are used to enforce policy level amount restrictions for
expense types. The amount calculations are entered as simple formulas, using the
addition (+), subtraction (-), multiplication (*) and division (/) operators. The
calculations can also include simple if/then/else statements. Amount calculation
formulas are used to modify the adjusted amount under certain circumstances. For
transaction amounts, the formula calculates the amount for manual entries, and the
user is not able to enter or modify the amount.

The Expense Configuration Administrator role, or a custom role including the Edit
Expense Type Calculation Formulas task, is required to use this feature. Users
without the appropriate role will not see the Formulas tab when adding or modifying
expense types.

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Variables

Certain report fields are available for use as variables in the calculations. These fields
are:
Variable Description

C1 to C40 These variables refer to the custom fields 1-40.

Only custom fields defined with data types of Amount, Integer or Numeric
can be used.
The C must be in upper case, followed by the desired number. Custom1 is
referred to as C1, Custom2 as C2, and so on.

EX This variable refers to the entry exchange rate. The variable name, EX,
must be in upper case.
NOTE: You will always multiply the amount in the transaction currency by
the exchange rate to get the amount in the base currency.

PA This variable refers to the posted amount for the expense entry. The
variable name, PA, must be in upper case.

result, The result variable indicates the final result of the calculations and is a
result_a, required part of the formula definition.

result_t The variable name must be in lower case. The result variable must be on
the left side of the equation.
In basic formulas, there will be one result variable. In conditional formulas,
there must be one result variable per condition.
Transaction Amount Calculation
The result_t variable will calculate the Entry Transaction Amount.
Transaction amount calculations may only be executed on an expense
in an unsubmitted state. A formula that sets the expense amount (e.g.,
result_T = <formula>) will not be executed for a submitted expense.
The expense transaction amount may not be changed for a submitted
expense.
Adjusted Amount Calculation
The result and result_a variables will update the Entry Adjusted
Amount.
Adjusted amount calculations may be executed on both unsubmitted
and submitted expenses, when the expense permits the save operation
(e.g. when the current user has the ability to edit a field on the
expense and the expense has not yet been approved for payment.)
 Refer to the Basic Formulas and Conditional Formulas sections of this
guide for more information.

R_C1 to These variables refer to the report level custom fields 1-20.
R_C20 Only report custom fields defined with data types of Amount, Integer or
Numeric can be used.
Report Custom1 is referred to as R_C1, Custom2 as R_C2, and so on.

TA This variable refers to the Transaction Amount for the expense entry. The
variable name, TA, must be in upper case.

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Variable Description

T_MR, T_LR, These variables refer to Travel Allowance rates for:

T_IR T_MR: Meals
T_LR: Lodging
T_IR: Incidentals
The rates are selected based on the location and date of the expense entry,
and the user's travel allowance configuration. The Travel Allowance feature
must be enabled and configured for the user to use this feature. If both
company and government rates are found, the company rates will be used.
 Refer to the Expense: Travel Allowance Setup Guide for more
information.

V_A1 and These two variables refer to validation amounts 1 and 2. You must have a
V_A2 validation rule defined with a Calculation Formula action in order to use
these fields in your calculations.
 Refer to the Expense: Audit Rules (Validation Rules) Setup Guide for
more information.

Basic Formulas

Basic formulas include arithmetic operators and report data variables. All formulas
must start with the result variable (lowercase), then define the equation:

result = equation

The formula to calculate the adjusted amount by subtracting the value in Custom4
from the posted amount is:

result = PA – C4

Numeric constants can be used in calculations. The formula to calculate the adjusted
amount by reducing the posted amount to 75% of its original amount is:

result = PA * .75

Integer values must be entered with one decimal place specified. A possible formula
to reduce the posted amount to ¼ of its original amount is:

result = PA*(1.0/4.0)

Parentheses can be used to separate sections of the formula. The calculations inside
the parentheses will be worked first, then the calculations outside the parentheses
will be worked with the result. The previous calculation can be enhanced to subtract
the amount in Custom4 at the end:

result = (PA * .75) – C4

Exchange rates can be multiplied by amounts in foreign currency to get the amount
in the user's reimbursement currency. The formula to convert Custom3 from foreign
currency to reimbursement currency, then subtract it from the posted amount is:

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result = PA – (C3 * EX)

Posted/transaction amounts are set using the result_t variable. The formula to set
the entry transaction amount to 25 times the value in the entry custom 1 field is:

result_t = C1 *25.0

Validation rule amount values can be used in the calculations. The formula to set the
transaction amount to the entry custom 1 amount multiplied by the validation
amount 1 is:

result_t = C1 * (V_A1)

The report custom fields can be used in the calculations. The formula to set the
approved amount to the value of the posted amount times the difference of the
report custom 1 field and the report custom 5 field is:

result = PA * (R_C1 – R_C5)

Conditional Formulas

Conditional formulas are used when you need multiple possible calculations,
depending on values involved. The formulas use the if, elif (elseif), and else
conditional statements to define complex behavior. The lines containing the
if/elif/else statements must end with a colon (:).

The lines following the conditional statements, that define the result calculation
formula to use, must be indented. The indentation can be done by using either
space(s) or a tab for indentation. It is not possible to enter tabs directly into the
Amount Calculation Formula column. If tabs are desired, the formula should be
entered into a text editor first, and then copied into the admin screen column.

NOTE: The same indentation character must be used throughout the formula – you
cannot use tab in one place and space in another.

In this example, you want to leave amounts below 20 alone, decrease amounts from
20-50 to 75%, and decrease amounts above 50 to 50%. The formula is:

if PA<20:
result = PA
elif PA<50:
result = (PA * 0.75)
else:
result = (PA * 0.5)

ACCOUNTING FOR NEGATIVE AMOUNTS

It is possible for expense types to have a negative amount (credit) entered. The
formulas can address the negative amounts by testing to see if the amount is more
than zero before performing any other actions. In this example, negative amounts
will be unchanged, while positive amounts will be reduced to 75% of the original
value:
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 Section 4: Reference

if PA<=0:
result = PA
elif PA > 0:
result = PA * .75

Restrictions

Transaction amount calculations may only be executed on an expense that is in an

unsubmitted state. A formula that sets the expense amount (e.g. result_T =
<formula>) will not be executed for a submitted expense. The expense transaction
amount may not be changed for a submitted expense.

Any expense type marked as personal will not be subject to a transaction amount
calculation.

The Formulas step is not available for the following expense types:

Fixed travel allowance expense types:

• Fixed Lodging expense type
• Fixed Meals (gross) expense type
• Fixed Meals expense type
• Overnight expense type
• Provided Meals expense type
• Taxable Meals expense type

Cash Advance expense types:

• Cash Advance Return expense type
• Currency Gain/Loss expense type
• Any expense type using the Cash Advance - Not Partially Approvable
or Cash Advance – Standard spend categories

NOTE: The exchange rate cannot be over written by the Cash Advance
exchange rate for any expense that is partially approved or is a
subordinate (child) expense even if Update Cash Advance
exchange rate on expense entries is enabled in Group
Settings.

Mileage expense types:

• Company Car Mileage expense type
• Personal Car Mileage expense type
• Any expense type using the Company Car - Mileage Reimbursement
or Personal Car - Mileage Reimbursement spend categories

The Undefined expense type.

Itemized expense types have the following restrictions:

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Section 4: Reference

• Transaction amount calculations only apply to parent expense types of

itemized entries.
• Adjusted amount calculations only apply to child itemization entries.

Calculation formulas should not reference a field that has been configured as a
conditional field, because the value of that field may be null if the field is hidden.

What the User Sees

ADJUSTED AMOUNT CALCULATION

Users creating expense entries will see the Requested amount column display the
calculated amount after they save the entry.

Before the save:

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After saving, with the adjusted amount appearing in the Requested column:

Entries with attendees will have the amount per attendee adjusted to match the
calculated amount after the expense is saved.

If the amount per attendee was previously adjusted by the user, a message will be
displayed advising the user to review the new amounts.

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TRANSACTION AMOUNT CALCULATION

Users creating expense entries will not be able to edit the Amount field, and will see
that it is not required. When the expense has been saved, the amount will be
calculated and show in the expense list.

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 Section 4: Reference

If the user opens the expense, the amount field is read-only and cannot be edited:

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