Exception Approver

Procedural Guide
Table of Contents

1 Introduction
Introduction to Concur Expense
Access Concur 2
Access Concur as Exception Approver
3 Exception Approver
Overview

Access Expense Reports 4

Access Expense Reports for Approvals

5 Review and Approval

Review and Approval Expense Report

Approval & Status Flags

Access and Review Reports as a Symbolic Approver

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Introduction

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Introduction to Concur Expense Back to Contents

Introduction
Concur Expense is EY’s global expense management tool
►Concur offers an improved and easy to use expense submission experience
►Concur Expense solution offers a faster and simplified user experience; more accessible, accurate data; and richer reporting.
►Fully integrated within Mercury

As an Expense submitter you can use Concur (web or mobile) to:

►Create and submit expense reports
►View pending and paid expense reports
►Attach receipts

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Access Concur

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Access Concur Back to Contents

Access Concur as Exception Approver

Access Concur from Mercury OneGate Portal
Concur is accessible from the OneGate portal by clicking the My Travel &
Expense (Concur) tile.

Home Page
The Concur Home Page will allow you to execute on the tasks required of 1
you as an Exception Approver.

1. To quickly view and act on tasks, use the Quick Task bar at the top of the
screen. Here you can:
• Start a report
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• Upload Receipts
• Obtain Required Approvals
• View Available Expenses
• Open Reports
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2. Review important information in the Company Notes sections to stay up-
to-date as you submit expenses

3. Use the My Tasks section to view reports that require Required

Approvals, Available Expenses, and Open Reports

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Exception Approver

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Exception Approver Back to Contents

Overview
Overview Exception Approver Workflow

An Exception Approver is a user with the standard Expense Approver role

with special approver permissions.

If additional review is required on an expense report, it can be routed to an

Exception Approver. Exception approvers take actions on reports that
require additional review or approvals per the policy of a country.

Usually BU Leaders or Finance Directors from the country will act as

exception approvers. There can be more than one exception approvers per
country.

Processors can choose the appropriate Exception Approver Reason Code

against an expense entry to provide additional information about the review
required. This message associated with the Exception Approver Reason
Code will be displayed on the expense entry and will be visible to Exception
Approver and processor only.

Actions:
 Exceptions Approvers can send a report back to the Processors’ queue
 Exception Approvers can send a report back to Employee (Appraisal
Reason codes will be available for selection for the Exception
Approver)

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Expense Report Query

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Access Expense Reports Next

Access Expense Reports for Approvals

Ways to Access Expense Reports
You can access/search the expense reports in three different ways from the
Concur home screen:
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1. Required Approvals tile under My TASKS section, which shows five
reports with their names
2. Open Reports tile which provides a list of open reports
3. Approvals button tab on the top of the home page.

1 2

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Access Expense Reports Back to Contents

Access Expense Reports for Approvals

Access Expense Reports
You can also search for the existing expense reports using a saved query
for approval. There are pre-defined views to see the reports that are
awaiting for approvals from the Exception Approver.
To select different views for reports:
1. Click on the Approvals tab (this shows reports awaiting approvals)
2. Click on the Reports tab
3. Click on the View button
4. Select the View that you need from the available list

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Review and Approval

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Review and Approval Next

Review and Approval Expense Report

Review and Approval Process

As an Exception Approver, you will need to review submitted expense 1a
reports and provide approval so that an Appraiser can process them for
reimbursement.

On the Concur home page, in the My Tasks section, you can view a list of
reports waiting for your approval.

To review and approve the expense reports:

1. Click on the Approvals at the top (1a) or click on the Required

Approvals (1b) tab
1b

Note:
• You can also click on an individual report under Required Approvals to
begin the review process of an expense report
• The blue box next to Required Approvals indicates the number of reports
that require approvals

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Review and Approval Next

Review and Approval Expense Report

Review and Approval Process

2. Select the line item to view the expense report (e.g. Expense Type:
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Parking)
3. View the Expense Tab for detailed information on the expense submitted
4. Click on the Receipt Image Tab to view the submitted parking receipt
5. A Missing Receipt Affidavit is displayed which is the reason for exception
approval in this example

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Review and Approval Next

Review and Approval Expense Report

Review and Approval Process

6. Select the second line item to view the expense report (e.g. Expense
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Type: Lodging)
7. View the Expense Tab for detailed information on the expense submitted
8. Click on the Receipt Image Tab to view the submitted receipt
9. Verify the receipt displayed for lodging

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Review and Approval Next

Review and Approval Expense Report

Review and Approval Process Scenario B – Expense submitted requires more

information. Send back to employee
Scenario A – Expense submitted is ok to be approved 10. Click on the Send Back to Employee button
11. On the Send Back Report message add the reason for why the report is
10. Enter the Exception Approver comments (e.g. Approved) returned. This is a mandatory field
11. Click on the Process Button 12. Click on the OK button
The expense report will now move back to Employee who can resubmit after
making the required changes.
The expense report will now move back to Expense Processor’s (Appraiser)
queue for processing.

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Review and Approval Back to Contents

Review and Approval Expense Report

Scenario C – Additional Exception Approver Review The expense report will now be forwarded to another Exception Approver’s
queue for review.
required. Approve & Forward
10. Enter the Exception Approver comments
11. Click on the Approve & Forward Button for additional review
12. Search the Exception Approver via options available in the drop down
13. Add comments and click on the Approve & Forward button 12

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Review & Approval Back to Contents

Approval and Status Flags

Approval and Status Flags

The Exception Approver can view all the exceptions. Expense reports have the following exception characteristics:

The icon indicates that a report has exceptions at the report, entry or itemization level.

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Review & Approval Next

Access and Review Reports as a Symbolic Approver

Overview To review and approve the expense reports:

As a part of workflow, Processors (a.k.a. Appraisers) will escalate expense
reports to Exception Approvers for their review and approval. 1. Click on the Profile button at the top
2. Enter the Symbolic Approver ID
In Concur based on the country configuration some countries will have an
option to allow Processors to select their Exception Approver and escalate 3. Click on the Start Session button
the report.

While some countries based on high volumes, Processors (a.k.a. 1

Appraisers) will have to select a centralized ID where all the exception
reports will be sent for exception approval. This centralized/common ID is
called as Symbolic Approver. 2

As an Exception Approver to process the reports you will need to act as a

Symbolic Approver in Concur. This centralized/common ID allows multiple
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Exception Approvers to access the queue to process reports at the same
time. If a report requires additional timeframe you can assign them to your
personal queue and process it at a later stage. Other Exception Approvers
will not be able to view the moved exception report as it is now assigned to
your personal queue. The report moves back to the Processors (a.k.a.
Appraisers) queue once processed which is the normal workflow or the
process.

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Review & Approval Back to Contents

Access and Review Reports as a Symbolic Approver

4. View Symbolic Approver profile is signed in 6. Under Approvals Home click on the Report Name
5. Click on the Report under Required Approvals

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Review & Approval Back to Contents

Access and Review Reports as a Symbolic Approver

7. Add Exception Approvers Comments here
8. Click on the Process button
Key Things to Remember:
An Expense Report will split if ‘Send Back Expense?’ is checked on some
8 expense entries before the “Process” button is clicked.

1. If there are multiple expenses in the report, the processor or the exception
approver should process one expense at a time
2. Expense entries marked “Send Back Expense?” will create an addendum
7 report and sent back to the employee
3. Remaining expense entries will be processed for payment with the original
report
4. When an Exception approver uses the “Send Back Expense” option, the
expenses will go back to the employee (submitter) directly (this is similar to
the entire expense report being sent back by the Exception Approver)

‘Send Back Expense?’ functionality has been enabled for the pilot go-live,
however, all the countries’ Processors and Exception Approvers are
advised not to use this functionality until further communication.

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