Creating a BTA Expense Report

Nebraska Forest Service Author

06/22/2022 Added

31 Plays

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This video will guide users on how to create a BTA Expense Report in Concur.

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[00:00:00.403]Alright team, so this video is gonna go over
[00:00:04.039]just how to go about putting expenses
[00:00:07.380]towards your blanket travel authorization or BTA.
[00:00:10.216]So I'm just gonna kind of take you through
[00:00:11.970]what that process looks like more from just your
[00:00:16.260]kind of your basic what to do.
[00:00:18.240]So the first thing, go into Concur.
[00:00:20.443]Your first inclination is to go to expense.
[00:00:23.120]The first thing I would do is go to requests actually
[00:00:25.824]to go to your actual BTA.
[00:00:29.130]Now, when you go there it's gonna show all
[00:00:30.600]the active requests there
[00:00:32.400]and you may not see your current BTA.
[00:00:34.650]You may see, like for me I just put in my new BTA
[00:00:38.520]for the fiscal year '23.
[00:00:39.960]So what you would need to do first is come over here
[00:00:43.045]to view, click on all requests.
[00:00:45.210]And for me, my FY 22 BTA is just right here.
[00:00:49.620]So you would click on that.
[00:00:51.690]Once you click on that you can come over here to the right
[00:00:54.630]where you see expense,
[00:00:56.250]and go ahead and click on expense.
[00:00:59.130]Once you do that it's going to bring up
[00:01:02.704]a new expense report.
[00:01:03.570]And so the big thing to know with this
[00:01:05.824]is you're not changing anything on your BTA.
[00:01:07.110]You're just changing this expense report.
[00:01:10.050]So it's going to populate everything,
[00:01:14.507]all the information from when you put in your initial BTA.
[00:01:16.470]And so you are just going to need to adjust
[00:01:19.740]the dates specifically, and maybe the cost center
[00:01:22.170]depending on what the cost center is for this, this trip.
[00:01:24.485]So for me, let's just use,
[00:01:26.443]I'm just doing, using an example.
[00:01:29.520]Let's say I took a trip just this past week.
[00:01:34.290]And so I'm gonna come to June and say the trip was on
[00:01:38.245]the 13th through, let's say maybe the 15th of, of June.
[00:01:43.368]Let's say I left, we'll update the times,
[00:01:47.550]let's say I left at 8:00 AM.
[00:01:50.384]Let's say, let's say I arrived at let's call it four.
[00:01:54.150]If your cost center hasn't changed,
[00:01:57.320]because again you can adjust the cost center.
[00:01:59.963]Sometimes it may be on state, maybe on a different one.
[00:02:01.110]That's where you would do that there.
[00:02:03.744]So that's really the only information that you would change
[00:02:05.790]there unless there was some personal travel on there
[00:02:09.540]which would you would,
[00:02:11.445]what you would put in that information
[00:02:13.525]if there's personal travel.
[00:02:15.643]If there's no personal travel and you updated all that
[00:02:17.163]the next thing you'll do is make sure you come down here
[00:02:19.424]and click on the actual request that you have here
[00:02:21.183]towards the bottom.
[00:02:22.530]Once you click on that, you go ahead and hit next.
[00:02:25.893]And this is where it comes into.
[00:02:28.140]Some of you may have just per diem.
[00:02:31.200]Some of you may have lodging included.
[00:02:33.990]I'm gonna go ahead and use examples saying that yes,
[00:02:35.850]I did have some lodging and if you didn't have lodging
[00:02:38.160]you would just hit no on there.
[00:02:39.390]So if there was lodging, I'm gonna go yes.
[00:02:42.261]And so you're gonna put in your departure city
[00:02:44.820]and your arrival city.
[00:02:46.797]Let's just say I departed from Lincoln
[00:02:48.270]and that was on the 13th at 0800.
[00:02:55.530]You can put military time in there
[00:02:56.820]and it does it automatically for you, which is nice.
[00:02:59.010]Let's say I went to Crawford.
[00:03:02.523]Let's say I arrived there at four o'clock
[00:03:08.066]and so I'll go ahead and save.
[00:03:11.460]So that's when essentially the day that I departed
[00:03:15.960]and the location.
[00:03:16.800]And so now I want to go ahead and put in the day
[00:03:19.410]that I departed Crawford for the, for example here.
[00:03:22.980]So I would do the 15th.
[00:03:26.182]Let's keep the same times, 0800
[00:03:28.364]So I got to Lincoln at four o'clock, then I go hit save.
[00:03:36.240]Perfect.
[00:03:37.073]So now once you have this, your itinerary kind of built,
[00:03:40.800]you can go ahead and hit next and then it will pull it over
[00:03:44.571]into what the travel allowances would be.
[00:03:49.410]Or this is where we're gonna kind of put into
[00:03:51.150]what meals that we had.
[00:03:52.770]So go ahead and click on that,
[00:03:56.370]on the two that you put up here and hit next,
[00:04:00.720]and it will tell you hey, what meals were provided.
[00:04:04.560]And so for this example typically with the hotels
[00:04:06.780]your breakfast is gonna be provided for that
[00:04:10.890]so I'm just gonna go ahead and say, yep,
[00:04:13.927]this breakfast was provided, this breakfast provided,
[00:04:15.027]and this one was.
[00:04:16.827]And so, as you see, when I do that,
[00:04:18.720]your total allowable amount goes down.
[00:04:21.960]So for example, like it was $30.98.
[00:04:24.570]And when it calculates for per diem,
[00:04:28.050]it's saying that this is what my total allowable expense
[00:04:31.380]will be for both lunch and for dinner.
[00:04:35.207]So I'll go ahead and hit, and the reason that the first
[00:04:40.647]and the last day is different than the day in the middle
[00:04:43.650]is because you get 70% of your first day and last day,
[00:04:50.267]versus you get the total amount of your per diem
[00:04:53.220]if it's any, if it's more than two days in there.
[00:04:57.030]So once this is all done there
[00:04:59.340]I'll go ahead and create the expense.
[00:05:03.510]And then it automatically puts everything in there for me.
[00:05:06.810]There is no, none of the triangles
[00:05:08.640]or red question marks that say oh, you messed something up.
[00:05:11.001]So if all you had were meals,
[00:05:13.696]again we don't have to put any receipts in.
[00:05:16.710]We don't have to do anything like that.
[00:05:18.570]If all you have were just meals there with the per diem
[00:05:21.270]you could hit submit, and you're done.
[00:05:22.980]If there are things, other things in there,
[00:05:25.830]so for example, if you're traveling maybe for BTAs
[00:05:31.950]you wanna travel outta state, but if you were traveling
[00:05:34.020]and maybe there was parking associated with it
[00:05:36.090]or you had some other unanticipated supplies,
[00:05:40.380]then you would just kind of go ahead
[00:05:42.496]and put those other expenses in here as well.
[00:05:46.380]So for example if there was, you know,
[00:05:50.201]either miscellaneous charge for tolls or parking
[00:05:54.480]you would just go ahead and put that there.
[00:05:57.097]And then you would just put the information in
[00:05:57.960]and for these you would need to have a receipt
[00:06:01.530]attached to it just so that way it shows what you did
[00:06:05.100]or didn't pay.
[00:06:06.840]Now the other things that you don't need to have in here are
[00:06:10.890]you don't need to put any lodging in here
[00:06:12.510]'cause ideally you would either have done lodging
[00:06:15.662]through Concur where it's just charged directly
[00:06:19.650]to the UNL credit card when you did yours
[00:06:24.840]and or any other kind of charges maybe on there.
[00:06:30.150]You would only put lodging on here if for example
[00:06:32.430]you paid for lodging.
[00:06:34.860]For example, if maybe it was a hotel that was not in Concur.
[00:06:37.350]So anything that you did not put
[00:06:39.690]on your own personal credit card,
[00:06:41.430]again if it's a direct bill
[00:06:43.620]you would get the folio to Darla.
[00:06:47.022]If it was lodging through Concur
[00:06:49.770]you would not need to put anything on this because again
[00:06:52.290]the goal of the expense is for you to get reimbursed
[00:06:54.638]for whatever charges that you incurred.
[00:06:57.570]And the only other thing that I can think about is,
[00:07:00.120]you know, for example if one of the fleet vehicles
[00:07:02.760]was not available and you had to use your personal car
[00:07:06.870]for that that's where the mileage would kind of
[00:07:09.540]factor in there.
[00:07:10.680]And you would fill out everything accordingly
[00:07:13.486]as far as for mileage.
[00:07:14.319]And it would calculate the amount that you would
[00:07:16.140]kind of get for that.
[00:07:18.046]So, and the good thing is,
[00:07:18.879]I would always encourage you just to use this
[00:07:20.610]mileage calculator that they have here.
[00:07:22.560]That will kind of do everything for you automatically
[00:07:24.720]if that was in fact the case.
[00:07:26.926]So hopefully this video is helpful.
[00:07:30.222]If there's questions that you have, let us know.
[00:07:32.700]Thanks.

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Creating a BTA Expense Report

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