Concur Expense User Guide

Introduction
L Brands uses Concur Expense for automated expense report creation and management in
most offices. Concur is a best-in-class solution that offers a number of features which make the
expense management process quick and easy including:
 Electronic receipt management
 An easy to navigate interface
 Mobile access
 Integration with Concur Travel

Check with your manager to confirm whether you should use Concur for expense reporting and
then use this guide to learn how to create and submit expense reports and manage receipt
documentation.

Additional support and training resources covering other Concur Expense functionality are
available on the Travel & Expense website:
 “How to” instructional videos available from the help link within Concur Expense
 Concur Travel & Expense FAQs
 Acting as a Concur Expense Delegate job aid
 Concur Expense for Mobile – iPhone guide
 Concur Expense for Mobile – Android guide (BlackBerry compatible)
 Supervisor and Manager Approvals job aid

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Table of Contents
Introduction.................................................................................................................................................. 1
Table of Contents ....................................................................................................................................... 2
Logging on to Concur ................................................................................................................................ 3
Exploring the Home Page ......................................................................................................................... 4
Expense and Travel ........................................................................................................................... 4
Updating Your Expense Profile ................................................................................................................ 5
Enabling E-Receipts .................................................................................................................................. 6
Creating a New Expense Report ............................................................................................................. 9
Adding Card Transactions to an Expense Report ............................................................................... 11
From the open expense report ....................................................................................................... 11
Adding an Out-of-Pocket Expense to an Expense Report................................................................. 12
Itemizing Nightly Lodging Expenses ..................................................................................................... 13
Itemizing Expenses .................................................................................................................................. 15
Adding Attendees to a Business Meal .................................................................................................. 16
Entering Personal Vehicle Mileage ....................................................................................................... 18
Uploading and Attaching Receipts ........................................................................................................ 20
Uploading receipts using your L Brands email and desktop computer .................................... 20
Uploading receipts using the Concur Mobile app........................................................................ 22
Attaching Available Receipts .......................................................................................................... 23
Printing and Submitting an Expense Report ........................................................................................ 24
Correcting and Resubmitting an Expense Report ............................................................................... 26

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Logging on to Concur

Step by Step: To Log on to Concur:

1. Access Concur from the Travel website on Getting to Next using your L
Brands Network ID and password.
2. The Travel website can also be accessed while you are out of the office from
any internet connection using the URL: https://travel.limitedbrands.com. You
will still use your L Brands network ID and password to login.
3. Click the Concur Travel and Expense icon

4. Click the Concur Travel & Expense tab to begin working within Concur
Expense

Note: Please review the T&E Policy prior to traveling or incurring expenses on
behalf of the company

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Exploring the Home Page
The home page contains the following sections.

Expense and Travel

You will see these all or some of the following sections (items marked with * apply only in
countries where Concur Travel is enabled):

Section Description

Trip Search* This section provides the tools you need to book a trip with any or all of these:
Flight: Use to book a flight. You can also book hotel and reserve a car at the same
time.
Car, Hotel, or Rail: Use to book hotels, reserve rental cars, etc. if not including them
while booking a flight (Flight tab).
Flight Status: Use to check the status of a flight. Enter the cities, date, and airline to
see arrival times for the flight.

Alerts* This section displays informational alerts about Travel features. This information is
provided directly by Concur. Before downloading any apps and utilizing any add-on
Concur tools, please contact the Travel and Expense team to confirm if/how those
tools should be incorporated into managing your travel activity.

Company Contains need to know information from AER and the Travel Team.
Notes

My Trips* This section lists your upcoming trips.

My Tasks This section lists Required Approvals, Available Expenses, and Open Reports.

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Note: To return to the home page from any other page, click the Concur logo on the
top left of the screen.

Updating Your Expense Profile

While the majority of your user data is fed systematically into Concur from the HR application,
you can set or change select personal preferences. Expense Settings include:
 Favorite Attendees
o Set group travel or group meal preferences
 Expense Preferences:
o Email notifications
 Select the options that define when you receive email notifications.
o Prompts
 The pages that appear when you select a certain action, such as
Submit or Print
 E-Receipts
o You will need to enable this functionality (covered within next section)

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Updating Your Banking Information

Associates working in countries where Concur Pay is enabled to process reimbursement
payments can add or update banking information from the Bank Information page in the user
profile

To add or edit your bank information:

1. Click Profile > Profile Settings > Bank Information (in the Expense Settings section of the
left-side menu).
2. Complete the required fields.

Hong Kong Bank Account Fields

Field Description
Bank Country The country the bank is located
Bank Currency The currency of the country the bank is located.
Bank Code 3 digit number of the bank.
Branch Code 3 digit number of the branch.
Bank Account Number The 1-9 digit number of the account.
Re-type Bank Account Re-enter bank account number.
Number
Bank Name Name of the bank.
Branch Location Bank branch location as defined by the bank.
Status Status of the account.
Active Select the account status in the list.
Full Legal Name of Name the bank account was opened under.
Account Owner
Address Line 1 The address the employee provided the bank for this bank
account.
Address Line 2 The address the employee provided the bank for this bank
account.
Town The Town for the postal address the employee provided the
bank for this bank account.
Region The region provided to the bank for this bank account.

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India Bank Account Fields
Field Description
Bank Country The country the bank is located
Bank Currency The currency of the country the bank is located.
IFS Code 11-digit bank/branch code (exactly 11 digits alphanumeric).

NOTE: The IFS Code goes into the Routing Number field.
Bank Account Number Alphanumeric, 34 digits maximum, 1 digit minimum. The
length varies by bank.
Re-type Bank Account Re-enter bank account number.
Number
Bank Name Name of the bank.
Branch Location Bank branch location as defined by the bank.
Status Status of the account.
Active Select the account status in the list.
Full Legal Name of Name the bank account was opened under.
Account Owner
Address Line 1 The address the employee provided the bank for this bank
account.
Address Line 2 The address the employee provided the bank for this bank
account.
City The city of the address the employee provided to the bank
for this account.
State The state of the address the employee provided to the bank
for this account.
Postal Code The postal code of the address the employee provided to the
bank for this account

3. Click Save and Authorize.

To review account status and history

3. Click Profile > Profile Settings > Bank Information.
4. Current Account: On the Bank Information page, review the details in the Status field.

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Enabling E-Receipts
E-receipts are an electronic version of receipt data that can be sent directly to Concur to replace
imaged paper receipts. The availability and content of e-receipts vary depending on the vendor.
Hotel e-receipts can be used to automatically itemize hotel expenses. You must opt-in from your
Profile before e-receipts activate in Expense.

Step by Step: To enable e-receipts:

1. Click Profile > Profile Settings > E-Receipts Activation (located in the Other
Settings section of the left-side menu).
2. Click E-Receipt Activation. The E-Receipt Activation and User Agreement
appears.
3. Click I Accept. The E-Receipts confirmation appears.
4. Once you have accepted the user agreement, all of your corporate cards are
opted-in. You can choose to opt-out a particular card in Profile > Credit Cards.
Select the Edit icon for the card, and uncheck the Receive e-receipts for this
card check box.

Note: Once E-Receipts have been enabled, a receipt icon will appear when using
that participating vendor. This is your indication to know a receipt will automatically be
populated once the expense has been incurred.

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Opt-out a credit card

To opt-out a credit card:

1. Click Profile > Profile Settings > Personal Information (in the Your Information section of
the left-side menu).
2. In the Credit Cards section, click the edit icon.
3. Clear the Receive e-receipts for this card check box.
4. Click Save.

Creating a New Expense Report

Step by Step: To create a report:

1. Either:
 On the home page, on the Quick Task Bar, click Start a Report.
- or -
 On the menu, click Expense > Manage Expenses (on the sub-menu), and
then click the Create New Report tile.

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2. Complete the following fields (marked with red bars)
 Report Name – This is a free form field that can be populated in any manner
that helps you identify the trip or type of expenses included on the report.
Some options include the name of the conference/meeting, the date and
location of the trip or the supplier visited.
 Business Purpose – This is a free form field intended to capture a high level
description of the type of expenses incurred. Some examples include store
visit, supplier visit, conference, etc.
 Government Official – You must select “yes” or “no” to the question regarding
whether the report contains any expenses related to a government official. IF
you are unsure how to respond, please email [email protected] for assistance.
3. Select Next.

4. At this point, you are ready to either:

 Add company card transactions to your expense report
 Add an out-of-pocket expense to your expense report

Note: If you have received a cash advance and are creating the expense report
detailing how that advance was used, please contact your local finance team for further
instructions before going any further.

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Adding Card Transactions to an Expense Report
Trips booked through Concur Travel automatically interface to Concur Expense. This is called
Smart Expense. No action is required until you have been charged for your reservation. The
card icon will indicate a corporate card charge that is ready to be added to an expense report.
Watch this short video learn more about Smart Expense.

You can add card transactions to an expense report in these ways:

1. From the open expense report
2. From the Credit Card Charges page (Expense > View Transactions on the
sub-menu)
3. From the Available Expenses section (Expense > Manage Expenses on the
sub-menu)

From the open expense report

Step by Step: To add card transactions within the open report:

1. From the Available Expenses section on the right side of the screen, select the
check box(es) for the appropriate expenses.
2. Select each transaction that you want to assign to the current expense report.
3. If desired, select the uppermost check box to select all transactions.
4. Click Move (in the Available Expenses section). The expense is moved and
appears on the left side of the page, with any applicable icons, such as company
card or exception.
5. You can also Click on the expense you are selecting, hold it and drag it into the
open expense report on the left side of the screen.

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Adding an Out-of-Pocket Expense to an Expense Report

Step by Step: To add an expense to a report:

1. From the open report, click New Expense (If there are no other expenses on the
report, you might not need to click New Expense).
2. On the New Expense tab, click the appropriate expense type. The page
refreshes, displaying the required and optional fields for the selected expense
type. Required fields are indicated by a red bar.
3. Complete the required and optional fields.
Click one of the following:
 Save
 Itemize (to itemize the expense)
 Attach Receipts (to upload and attach receipt images)
 Cancel (to exit without saving this expense)

Note: For international out of pocket expenses, select the country in which the
expenses were incurred before selecting the city.

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Itemizing Nightly Lodging Expenses

A hotel bill may contain a variety of expenses including room fees, taxes, parking, meals,
telephone charges, and personal items. You must itemize these expenses so that they can be
reimbursed correctly. Lodging Itemization allows you to quickly itemize recurring room rates and
taxes. You can then itemize the remaining charges on your hotel bill, and adjust for any rate
changes during your stay

Note: If you are itemizing international lodging expenses, be sure to populate the
Country field before the City or Providence field.

1. Click and drag a credit card lodging expense item onto the report for itemization
from the Available Expenses section or the Credit Card Charges page.
2. Click Itemize. The expense appears on the left side of the page; the Nightly
Lodging Expenses tab appears on the right side of the page.
3. Use the calendar to select the check-in date. The number of nights appears
automatically.
4. Enter the Room Rate, Room Tax, and detail any Additional Charges. The
Additional Charges section should be used to capture ancillary fees incurred on
each day of the stay (nightly parking, daily internet access fee, etc.) There will be
an option in a later step to add one time incidental charges.
5. Click Save Itemizations.
6. If there is a remaining amount to be itemized (for example, room service or other
incidental costs incurred during the stay), the remaining amount is displayed in
the Remaining field on the right side of the Itemization pane. Continue to use

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the New Itemization window to add these additional charges by selecting the
correct expense type and completing the required and optional fields. Click Save
after each item is populated.
7. If a portion of your hotel bill is for personal charges you incurred while on your
trip (ex. personal spa services, in-room entertainment, etc.), you will still need to
include that portion of the charge in your itemization. Select the appropriate
expense type and complete the required and optional fields, and check the
Personal Expense box. If you use the Non Reimbursable/Personal Expense
expense type, the Personal Expense check box will automatically be checked.
8. Continue with the itemization process until the remaining itemization balance is
$0.00.

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Itemizing Expenses
All hotel expenses must be itemized on the expense report. However, the itemize feature can
also be used to account for other types of expenses that include both business and personal
components or to correctly record an item that covers multiple expense types. For example,
assume that you have an expense from a local office supply store where you had some copies
made while in the field, and you purchased a personal item on the same receipt. You can create
an expense for the full amount and then itemize the expense, creating two itemizations: one for
the amount spent on the copies (perhaps using the Printing or Meeting Supplies expense
type) and one for the personal amount (using the Non Reimbursable/Personal Expense
expense type).

Step by Step: To itemize an expense:

1. Create the expense as usual, and then click Itemize (instead of Save).
 The expense appears on the left side of the page, along with the message
Adding New Itemization.
 The name of the New Expense tab changes to New Itemization.
2. On the New Itemization tab, select the expense type that applies to the first
itemization. The page refreshes, displaying the required and optional fields for the
selected expense type.
3. Complete the required and optional fields, including the amount to be allocated to
this selected expense type.
4. Click Save.
 The newly created itemization appears on the left side of the page, below the
expense.
 The total amount, the itemized amount, and the remaining amount appear on
the right side of the page.
5. For each additional itemization, on the Itemization tab, select the appropriate
expense type and complete the appropriate fields.
 If a portion of the total expense is personal, you will still need to include
that portion of the charge in your itemization. Select the appropriate
expense type and complete the required and optional fields. You will also
need to check the Personal Expense box, if you are not using the Non
Reimbursable/Personal Expense expense type.
6. Once you have itemized the Total Amount of the charge, the Itemization tab is
replaced by the New Expense tab.

Note: You can also copy itemizations to save time with similar entries.

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Adding Attendees to a Business Meal

Step by Step: To add an individual attendee to an expense:

1. In the field with the text Search Recently Used,
type several letters of the first or last name.
A list of attendees appears.
2. Select the appropriate attendee.

Step by Step: To search for an associate attendee:

1. Click Add. The dropdown menu opens.
2. Select Advanced Search.
3. Select the appropriate tab for the search specifications.
4. Select the Attendee Type from the dropdown list.
5. Enter the appropriate information in the criteria fields.

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6. Click Search.
o Concur then provides a list of possible matches based on associate data loaded
into the tool via a feed from HR Access.
7. Select the check box to the left of the appropriate attendee(s).
8. Click Add to Expense.

Step by Step: To search for a non-associate attendee:

1. Click Add.
2. Select New Attendee from the dropdown menu.
3. Complete the required information.
4. Click Save. If you need to add multiple new attendees, click Save & Add
Another.

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Note: Review the Code of Conduct and Global Anti-Corruption Policy before attending
business meals with external parties.

Entering Personal Vehicle Mileage

Personal Vehicle
If you use your personal vehicle for company business, we’ll reimburse you a set amount per
mile (or kilometer) that is over and above the total mileage of your daily commute to your home
location. Mileage reimbursement is based on government guidance. Actual self-parking and toll
charges incurred while travelling on company business that are over and above any costs
incurred as part of your normal daily commute are reimbursable.

Company Vehicle
If you have been assigned a company vehicle because of your role, you must charge all fuel,
maintenance and repair expenses on the fleet charge card provided to you unless you are in an
area where the fleet charge card is not accepted. You may not submit for reimbursement of
mileage on a company car. See the Fleet Policy for information about obtaining a fleet charge
card.

Step by Step: To create a personal vehicle mileage expense:

1. On the New Expense tab, select the Personal Car Mileage expense type under
Transportation:
 The page refreshes with the required and optional fields displayed, including
the Mileage Calculator link.
- or you can also use -
 The Google Mileage Calculator window automatically displays, and you can
enter your point-to-point routes
2. Complete all required and optional fields. For a personal vehicle, you will enter
the total business miles traveled. When done, Expense calculates the
reimbursement amount based on the miles and the reimbursement rate set by
your company.
3. Click Save.

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Note: UK & Canada: Add vehicle type the first time you submit personal mileage.

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Uploading and Attaching Receipts
There are several ways to upload receipt images into your Concur Expense profile. In most
cases, associates will no longer need to retain or submit paper receipt documents for
reimbursement.

Exceptions to this rule include:

1. Associates based in the US, Canada or the UK still need to mail original copies of non-
US hotel folios to the AER Team. A copy of the expense report is not required.

2. Associates working in countries where local tax regulations require original

documentation should attach receipt images in Concur to facilitate manager and finance
review and approval and also send a printed copy of the Concur expense report with
original receipt documentation attached to the local finance team. This requirement
currently applies to associates based in the following countries:

 India

 Sri Lanka

 Vietnam

Critical/Warning: If you are missing a required receipt, you will need to obtain
approval from your Controller for a missing receipt exception. Your Controller is the
only associate who can grant this exception. Be sure to attach the approval you obtain
from your Controller, to the expense line item within Concur.

Uploading receipts using your L Brands email and desktop computer

Available Receipts work with the Concur Imaging Service

Step by Step: To upload a receipt using your L Brands email account:

1. Send the receipt image to your L Brands email account
2. Save the image to your computer
3. Open your Concur Expense Report
4. Click on the Receipts link and select View Available Receipts and then click
the Upload tab.

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5. Click the Browse tab to find and attach your image, and then click the Upload
tab.

6. The image is now saved within the receipt store of your Concur Expense Profile
and can be attached to an expense report.

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Uploading receipts using the Concur Mobile app

Step by Step: To upload a receipt image from your phone.

1. Open your Concur Mobile app
2. Select the Camera Icon for Receipts

3. Take the picture and select Done.

4. The image is now available within the receipt store of your Expense Profile and
can be attached to an expense report.

Note: For more detail on using the Concur mobile app, please refer to the Concur
Expense for Mobile User Guides.

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Attaching Available Receipts
As soon as you upload receipts into Concur, they are “Available Receipts” that can be attached
to an expense report.

Step by Step: To attach an “Available Receipt” to an expense line item within your
open expense report:
1. Select the appropriate expense in detail view.
2. Click Receipts > View Available Receipts.
3. Either:
 Click the left-pointing arrow icon on the appropriate image, or you can
 Drag the image directly over the expense entry
4. The receipt image is attached to the expense entry. Confirm that the receipt is
attached by noting that the Receipt Required icon has changed to Receipt
Received, or click the Receipt Image tab of the entry to view the thumbnail
image.

Note: In the event you have two receipt images contained within the same image
document, you will need to upload the image twice, and attach one to each applicable
expense line item. The image must be in a PDF or JPEG format.

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Printing and Submitting an Expense Report

Step by Step: To submit your expense report:

1. Review and correct any error messages you may have missed while building
your report.
2. For corporate card expenses, do a final review of the expense types you may
have used that were automatically assigned by Concur. If the expense type is
not correct, select the expense line item, change the expense type in the
expense details area on the right side of the screen and complete any additional
required or optional fields that appear based on the updated expense type.
3. On the expense report page, click Submit Report. The Final Review window
appears.
4. Review the information for accuracy.
5. Click Accept & Submit.
6. Associates based in India, Hong Kong, Sri Lanka and Vietnam will see an
Approval Flow window. If your direct supervisor is part of the list of Authorized
Approvers for the office, the supervisor information will be pre-populated in the
Authorized Approver field. If your direct supervisor is not part of the list of
Authorized Approvers for the office, the user will need to select an Authorized
Approver. If you are unsure which approver to select, contact your local finance
team for guidance.
7. Once the Authorized Approver is populated, select Submit Report.

Note: If you cannot successfully submit the report, a message appears describing the
report error or exception that needs to be addressed. If you require help to complete
the task, contact the AER Team (877-415-7168 or [email protected] ) or your local finance
team.

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Step by Step: To preview and print an expense report:
1. On the expense report page, click Print / Email and select the L Brands
Detailed Report option.
2. A dialog box will open displaying the available report:
 L Brands Detailed Report: Prints a report that includes all report-level
information as well as a summary of the report.
3. Review the details, and then click Print.

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Correcting and Resubmitting an Expense Report
Your expense approver might send a report back to you if an error is found or additional
information is needed. You will receive an email notification, including comment(s) from the
approver explaining why the report was returned to you. Approver comment(s) will also be
attached to the returned report in Concur.

Step by Step: To identify and correct expense reports requiring resubmission:

1. To open the report, on the home page, in the Quick Task Bar, click the Open
Reports task. In the Active Reports section of the page, the report appears with
Returned on the report tile.
2. Review the approver's comment(s) that appears below the amount.
3. Click the report tile to open the report.
4. Make the requested changes or corrections.
5. Click Submit Report. The report will be routed back to your Expense Approver
for a second review and approval.

Reference: Questions? Please call the AER Help Line 1-877-415-7168 (toll-free
within the U.S.), or 1-614-415-7168 (direct), email [email protected] or contact your local
finance team

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