Please do not send a separate expense report for each transaction, please try to group as many transactions into one expense report.
Employees should follow the below steps when requesting an Expense/Travel profile in order to book business travel or business expense reimbursement. Employees will need to request a Travel & Expense account to be set up prior to booking travel.
Everyone requesting a Concur/Egencia profile must have a Centerplate email account. If you do not have a Centerplate email, you must request for one prior to requesting for a profile to be setup on Concur/Egencia.
Contents
Requesting Concur/Egencia Travel Accounts
Please go to Centerplate Spark, the click on “Help and Support”. Go to “Request Something” and select “New Account Request for Travel & Expense”. Please complete all fields in the request.
- Full Name of Employee (as it appears on Gov’t ID)
- Employee’s home address
- Employee’s email address (please provide a valid email address. This will be needed for report notifications). Please note you MUST have a Centerplate email address setup prior.
- Lawson Number
- Unit Number
- Name of who (Manager/GM/etc.) will be approving Employee’s expense report
If the employee needs an Egencia profile, they must have a Centerplate email address set up and most travel 3 or more times a year.
- Select “YES” if the employee needs access to Egencia Travel (airfare, hotel or car rental) and meets the requirements above, otherwise select “NO”.
- Direct deposit form for Expense Checks
**Your Lawson payroll number is not linked to your Concur account**
**If any of your information changes or you need login assistance, please go to “Request Something”, the “Travel and Expense Requests” and select “Help with a travel and expense issue”. **
If you need to book business travel to be applied to the Centerplate Corporate Central Billing Card (Ghost Card), please refer to the Central Billing (Ghost Card) procedures under the Travel section in Spark.
Once you have received your Concur log in info you will be able to go to the following link to start to create your expense
report: http://www.concursolutions.com/
Travel & Expense Forms
TRAVEL POLICY
TRAVEL POLICY JULY 10 2016
RECEIPT POLICY
Please attach a receipt for every expense line item. You can do this by taking a picture using the Concur mobile APP or creating a PDF file (scan) and attaching the receipt copy to the item. Please DO NOT copy all receipts and fax to Concur. For audit reasons, we require all receipts to be attach per expense item.
Meals receipts-Per the travel policy, we require the full detailed receipt(showing all items ordered) and the tip/total receipt. If you do not supply your full detailed receipts, your expense report can be sent back to you or will not be reimbursed.
2016 HOTEL DAILY MAXIMUM BY CITY
2016 Maximum Daily Hotel Limit by City
Changing your password & address change
If you forgot your password or user name please go to “Request Something”, the “Travel and Expense Requests” and select “Help with a travel and expense issue”.
Requesting a Home Address Change for Expense Reimbursement:
When an employee has moved he/she will need to request a home address change with Concur Admin (note that this is different from the home address change done by payroll). Employee should request this please go to “Request Something”, the “Travel and Expense Requests” and select “Help with a travel and expense issue”. . When an employee leaves the Company their GM should inform the Concur admin so their profile can be deactivated in the system.
The employee’s approver will be defaulted to their home unit general manager. If an employee moves to a different location please go to “Request Something”, the “Travel and Expense Requests” and select “Help with a travel and expense issue” immediately so their profile info can also be updated in the system to avoid delays with approval processes.
Requesting a Direct Deposit Change for Expense Reimbursement:
When an employee has changed banking information he/she will need to request a direct deposit change by going to “Request Something”, the “Travel and Expense Requests” and select “Help with a travel and expense issue”. Employee should request this with an updated Direct deposit form for Expense Checks as soon as he/she has changed banking information in order to not delay expense reimbursement or payment going to incorrect accounts.
*Please note that once your report has been approved by both GM & Concur Admin it may take about 3 to 4 business days for payments to be issued.
Concur Training Videos
- How to create an expense report
- How to itemize hotel expenses
- How to work with receipt store (attaching receipts)
- How to work with E-Receipts (only for Corporate AMEX users)
- How to approve or reject reports (For GMs & Vps)
- How to add a delegate/proxy to your profile/ How to change email notification preferences/ add favorite attendees
- How to add personal car mileage expense
- How to print a report/ how to print a fax cover page to fax receipts
- How to correct expense reports that have been returned to you by your approver
- How to approve & send back your employee reports
- How to add expenses incurred while traveling to other countries (exchange rates)
Booking Travel
Employees must book all travel (Airfare, Hotel and Car Rentals) through the approved travel provider, Egencia. Please go to Centerplate Spark, then “Work Tools” and select “Travel”. If you do not have an Egencia profile, please follow the steps indicated above. If need agent assistance from Egencia, please contact them at (877) 332-4017 or (417) 521-0271. Please note there is no fee for calling an Egencia agent with a question, however, if you do book, change or cancel a reservation with a live agent, there will be a fee. Please try to book, change or cancel all travel arrangements online through centerplate.egencia.com.
Corporate Credit Card
The corporate credit card is intended to be used ONLY for business and travel expenses. All Corporate credit card users must reconcile their AMEX statements every month and make sure that all transactions are being taken care of. Corp credit card members should submit at least one report per month immediately after their AMEX billing cycle has closed (usually this falls around the 25th of each month, please check your statement) and no longer than the first week of the month to avoid delinquent charges. Late fees, delinquent charges and rewards member program fees are not reimbursed by the Company. Therefore the employee must pay directly AMEX for these charges. In the case that by mistake a personal charge is made on the Corp Card it will be the responsibility of the employee to pay directly AMEX for such a charge. These charges will need to be paid immediately.