You can request access for yourself or for other expense reporters in your project by sending an email to [email protected]. Be sure to include the following information in your request:

• Full name
• Email Address for notifications
• Address for payments
• Project Name for The Society project users
• Department for The Foundation users
• Name of expense approver (this person must be a Concur user)

Yes, please send a request to [email protected] with the following information:

• Full name
• Email Address for notifications
• Address for payments
• Project Name for The Society project users
• Department for The Foundation users
• Name of expense approver (this person must be a Concur user)

Help is available via the Help menu located at the top of the Concur menu bar.

Navigate to "Help > Training" for important links to:

- MakeWay Concur FAQ - use the search bar to find the answers you need

- MakeWay Introductory Video - a quick video to introduce new users to the Concur system and basic usability

- MakeWay Full Demo Video - a recording of a 60-min training session, giving you the ins-and-outs of the MakeWay specific configuration and processes

If you need support for technical issues or questions regarding process, that you cannot find in the resources above, contact [email protected]. 

If you forgot your password, you are able to request a password re-set from the system yourself. Navigate to the log-in page at www.concursolutions.com and click on "Forgot your password?" below the log in fields.

You can also have Concur send your User Name if you have forgotten it.

When logged into Concur, click the Profile link located at the top right side of the window and then select Profile Settings.

No, and you should not share your Concur login with anyone else. Each expense reporter must have their own login. The only exception might be when you are claiming per diems for others, but in those cases you would NOT use Concur's Expense module to submit the claim. Instead, you use Concur's Invoice module to submit a payment request for the per diem. 

The Concur mobile app allows you to upload receipts, enter expense information and submit expense reports.  However, we recommend that you use the mobile app primarily for taking pictures of receipts for uploading and do the coding and submission later in the desktop (browser) version of the application as it is faster and easier. To download the Apple or Android app, visit https://www.concur.com/en-us/mobile.

Once  you have downloaded and installed the app, you then login to Concur using the same credentials as the browser-based desktop application.  Note: please ensure you download the “Concur” app and NOT “Expenselt for Concur”. 

• Greater focus on self-reporting (The Foundation only).
• All expenses will be submitted through the Concur system. No manual submissions allowed directly to AP or other departments.
• All persons incurring expenses are responsible for reporting them.
• More mobile-friendly
• Receipts can be uploaded (paperless and searchable)
• More stable -- easier to manage
• Can see expense reporting history
• RBC Visa credit card integration
• Integration with financial system
• Automated approval processes
• Less manual handling of expenses by AP at MakeWay
• Can see history and status of expenses
• Can enter expenses but not have to submit at the same time

Concur uses two separate streams for expense claims and invoice payment requests. Expense claims are for expenses that you have incurred, either with your own funds, or on your RBC Corporate Card. The Invoice module is for expenses that will be payable to someone other than you. The Expense module in Concur is for reporting all expenses other than invoices because it contains a credit card feed for your MakeWay-issued Visa card. For example, you incur charges to your RBC credit card or pay for something out of pocket -- use the Expense claim stream. The Invoice module has a slightly different interface and form set to accommodate entering associated Purchase Order numbers and itemizing invoice items. For example if you have a vendor invoice or expenses to submit on behalf of someone else use the Invoice stream. 

Yes, we recommend you use Google Chrome as your browser.

Sometimes the Concur System goes down on their side - so it is always a good idea to see if Concur is experiencing a System-Wide outage.

To check this:

Navigate to http://open.concur.com/

This will take you to the “Concur Open” service status page, you can click on any of the circles to view outage report details:

The services you will need to worry about are:

• Expense  (all expense report submission and approval)
• Invoice (all invoice submission and approval)
• Imaging (attaching / viewing reciept and invoice images)
• Mobile (taking pictures of recieipts, approving on mobile)

If the circle is Red, it means a Outage of that service, if it is Yellow it is a Performance Issue -

You can also Subscribe for updates of your very own!

You will only be alerted about “Priority One” or system-wide outages, click the “Subscribe to Updates” button on the top right of the page:

Please ensure that you are recording the GST/HST amount and Jurisdiction for all expenses and Invoices correctly, this ensures that your project or program will get the appropriate rebate back to offset your expenses.

For each Expense Item on an Expense Report, select the Jurisdiction (province /territory) and enter the GST/HST amount.

On the Invoice Header, select the Jurisdiction (province / territory) and enter the GST/HST amount.

On the Invoice Itemization, you also have to create a line for the GST/HST Amount.

• Select the expense type for the invoice (e.g. Telephone/Fax for “Shaw”).
• Enter a description such as “GST on Monthly Telephone Services.”
• Check the GST/HST checkbox.

Enter the GST/HST amount from your Invoice Header in the “Unit Price” field.

IF YOU NEED FURTHER GUIDANCE ON HOW TO ENTER GST/HST ON EXPENSE REPORTS OR PURCHASE REQUESTS, PLEASE WATCH THE FULL DEMO VIDEO  AVAILABLE IN CONCUR UNDER “HELP > TRAINING” (see below):

Enter the HST amount in provinces that have adopted HST (Ontario and the Maritime provinces)

Enter only the GST amount in provinces that have not adopted HST (everywhere else)

These amounts should be listed separately on each invoice (CRA requires it) but there are exceptions (parking and taxis). If the receipt says “GST Included” or “Total includes applicable HST” then you can calculate the subtotal by dividing the amount by 1 + the tax rate, then subtract this subtotal from the total to get the GST/HST amount:

e.g. $200 receipt says that it includes 5% GST:

Subtotal = $200 / (1 + 0.05) = $200 / (1 + 0.05) = $190.47

GST Amount = $200 - $190.47 = $9.53

• Airline tickets are very tricky: you can usually rely on GST to be listed separately. If you cannot find the Ontario HST listed separately, enter the GST amount only.
• Hotel receipts should not be tricky: Ontario hotels will typically list “HST paid” at the bottom and other provinces will typically list “GST paid” at the bottom.
• There is no HST or GST on public transit but there will be on other forms (Greyhound, Amtrack, etc) and these amounts will be listed on the receipt (sometimes same as the ticket stub).

For bookings made through Expedia:

• Expedia only charges GST/HST on the AIRFARE portion of bookings, but they do not charge GST/HST on Land-based Bookings (hotels, car rentals, activities) because they are a US organization
• If you book through Expedia, record only the GST/HST on the Airfare, but not on other items
• You can request a full itemized receipt from them online (it only takes 2 business days): https://www.expedia.ca/p/gst-form?&langid=4105

Just enter 0.00 in the GST/HST field. Be sure to include the decimal and cents digits.

Enter the full amount of GST or HST. The rebate is calculated automatically by the finance system later. If there is no GST or HST charged on the item, enter 0.00 (exactly as shown) in the GST/HST field.

New automation in the backend financial system will automatically calculate the rebate-able portion of any GST/HST tax charged based on the tax amount and the jurisdiction where the expense was incurred. This amount is returned to your project's budget.

E.g. A contractor invoiced a project for $1000 in Fees + $350 in expenses, the expense receipts show GST and HST, do I enter this amount on the “GST/HST Amount” field on the Invoice header?

When a contractor or consultant invoices the organization for incurred expenses, we do not claim the GST/HST rebate. This is because we (MakeWay) did not incur the expense, the vendor did. Therefore, the tax consideration is claimed by them and is reported on their tax submissions.

If, in the example above, the contractor charges MakeWay 5% GST on their fees, totaling $50.00, you would enter $50.00 in the “GST/HST Amount” field on the Invoice header, and enter a line item on the Purchase Request for $50.00 with the “GST/HST” checkbox marked.

You can submit an invoice and request a payment on it at any time, however for all other expenses you should limit submitting your reports to once per week. Be aware that you can code expenses and save the report for submitting later, so you don't have to code them all at once. You can also combine reimbursable expenses and RBC Corporate Card transactions on a single expense claim.

Yes, in fact it is recommended you do this so you don't have a lot of expenses to code when you're doing your weekly expense report submission.

If you see red warnings when you attempt to save the expense, it means that one or more of the validation rules has been broken.Validation rules are in place to enforce MakeWay policies. A red warning is a hard stop. You will not be able to submit your expense report until the red warning issue is resolved. 

Here is a list of the validation rules:

• You cannot enter future dated expenses
• You cannot enter expenses greater than 90 days old
• A required field is not filled out. Required fields are identified by red lines next to the field. 
• A copy of the receipt is not attached and no Affidavit has been signed.
• You submitted an invoice without an image of the invoice (or per diem cash advance request).
• The allocations do not add up to the total of the expense amount or the total percentage of the expense amount.
• You did not identify the attendees at a business meal

A red warning will prevent you from saving and submitting an expense. A yellow warning is for information purposes only. Yellow warnings indicate something that should be noted by you and the approver. An expense report can be submitted with yellow warnings. Here are a couple of examples of yellow warnings:

• If a fuel expense, it must be related to a rental vehicle (Yellow)
• You entered a per diem expense greater than the standard per diem limits for the province or territory. (Yellow)

• Navigate to the Expense tab
• Open your “Report Library” by clicking the link on the top right side

• Select your view  you can choose from different filters of your reports, based on Date, Submission Status, or Approval Status

• Navigate to the Invoice tab
• The page will automatically open to the “Manage Requests sub-tab”
• Select your view  you can choose from different filters of your invoices, based on Date

• You can also use the search parameters (in addition to your view) to filter further by Vendor or Invoice Number

There may be times when you submit an Expense Claim or Payment Request and you weren’t quite ready, or you realize after submitting that you need to make a change.

For Expense Reports that you have submitted, open the report from your recent reports list, or report library. Then, click the orange “Recall” button found at the top-right of the screen:

For Payment Requests that you have submitted, open the request from your Request List (you will need to change your view from “Unsubmitted Requests” to “All Requests”. Then, click the “Actions > Recall Request” from the menu on the top-left of the screen:

If you have already submitted the Expense Report or Payment Request, first you need to Recall the submission from your approver, then you can make the change and re-submit.

For Expense Reports, select the expense item, and click the “Delete” button:

For Payment Requests, select the itemized line, and click the “Delete Item” button:

There are no changes to the approval rules, just slight changes to the processes. Unless an expense is eligible to be self-approved, a designated approver is notified via email that a report is waiting in Concur for them to approve. The approver reviews the report and can do any of the following:

• Approve the report as is.
• Approve the report and forward it to another approver for a secondary approval
• Attach additional documentation to the report
• Send the expense report back to the expense submitter with comments on any required modifications.

If the expense report is being approved by someone else, you will know whether approval has been given by checking on the report status in Concur. If the report is not approved, the approver should provide a reason in their comments. 

If the approver has not reviewed the Expense Claim after 3 days, they will be sent a reminder. After 7 days, the Approver will be sent a final reminder. If the Expense Claim is not approved after 8 days, the Expense Claim will be returned to the Submitter and they will be notified by email. If you are notified that the approval time expired and your claim was returned, you need to follow up with your Approver to find out why they did not approve in time. Re-submit your claim by opening the report and clicking "Submit". 

 You have eight (8) days from submission to Approve or Reject a report. You will receive two email reminders - at three (3) and seven (7) days - that you have outstanding reports to approve. If you do not approve the report within eight days, the expense claim will be retunred to the user and they will need to re-submit.

If you are an expense approver, you can follow the link provided in the notification email directly to Concur, where you can login and click on the Required Approvals section of My Tasks on the home page to view the reports submitted for your approval. From there you can click on any pending report to view, approve or send it back.

Approvers are responsible to review all submitted claims and back-up to ensure the expenses are valid and reasonable. The Accounts Payable department's role is processing the claims and not reviewing for valid and reasonable expenses. 

Self-approval is available for Authorized Approvers of Projects/Programs who upload invoices to Concur. This is only available for third-party invoices, and any personally-reimbursable expenses or RBC Visa reconciliations submitted through the “Expense” module will need to be approved by your manager.

Enter your invoice through the “Invoice” module, attach the invoice/documentation, and click the Orange “Submit Request” button.

Once you submit your Payment Request if you review the status, you will see the invoice status is now “Pending Approval  [Your Name]”:

Now, switch to your “Approvals” tab, you should see your Payment Request as an outstanding approval:

Open the invoice by clicking on the “Request Name”, and then click the orange “Approve” button in the top-right corner:

The Name field of the expense report in Concur is limited to 32 characters. You can use this convention: “Your Initials – Date”.  More detail regarding the nature of the expense report can be added in the Comments field which is a larger field.  For example, “Toronto trip”,  “Conference expenses”, etc. 

No, this is optional, but you may want to use this field to provide additional information to the approver or the Accounts Payable processor.

Each Expense Type in Concur is linked to our financial system where it is mapped to a GL Account. The Expense Types in Concur are designed to be more intuitive and specific - e.g. selecting 'Taxi' rather than '64200 - Ground Transport'. However, we do understand that you need to know what GL Account your expenses will be mapped to on your financial reports so that you can review budget vs actual variances.

Open the PDF file below to view the mapping between Concur Expense Types and the financial system GL Accounts.

On occasion, MakeWay will provide such advances to various volunteers and projects. If you wish to request this, you would use the Invoice module in Concur to submit a copy of the cash advance form as part of a payment request. Since you cannot forward date the request in Concur, just use the current date of the request.

In the old system, there was a single GL code called Gifts and Honorarium.

In the new system, these have been segregated:

• Honorarium: SEE PROCEDURE BELOW
• Gifts - Clients: Use this expense type for expense reimbursements or RBC Credit card reconcoliations when you buy gifts for any external party. In the Invoice Modules, this is called “Relationship Management”.

When you want to claim mileage, the first thing you need to do is set up a vehicle.

Open your Profile (top left corner of the screen) and click on “Profile Settings”:

Then click “Personal Car” on the left-hand menu, and click the “New” button to add a new vehicle and enter the license plate no. of the vehicle:

Next, select the appropriate “Vehicle Type” depending on your requirements (below) and save:

Next, open a new or existing expense report, and add a new expense  select “Personal Car Mileage” as the expense type. Fill in the expense details:

• Date of Travel
• To/From Locations
• Distance in KM
• GST/HST Amount = 0.00

At the bottom of the expense details window, select the car that you added in the previous step. Based on the “Vehicle Type” selected, and the distance of your travel, the amount will calculate.

E.g. 100 km at the Standard TC Org Rate of $0.55/km = $55

Save the expense.

Receipts are not required for mileage claims; however, you may attach back-up documentation if necessary to support your claim by clicking the “Attach Receipt” button like any other expense.

Enter the amount in the foreign currency and change the currency drop down to USD (or applicable currency) and a field will become visible asking you to enter the exchange rate:

The CAD amount will be the reimbursable amount, and the USD (or other foreign currency amount) should match your receipt.

Attendees are required to be recorded when you select either of the following expense types:

• Business Meals (Attendees)
• Entertainment  Clients

These are used for meals, events, and activities with External parties, and require a list of Attendees, as well as a Business Purpose to be recorded.

When you select the Expense Type = “Business Meals (Attendees)” or “Entertainment  Clients” you are required to add some information:

1. Business Purpose: Provide a succinct description of the business purpose for the meal or activity, what was discussed, etc.
2. Attendees: Provide a list of attendees, this list will always contain the submitter by default, but must contain at least one other attendee to qualify.

To add a MakeWay Employee (Concur User): 

Click “Advanced Search” and a pop-up window will open to allow you to add an employee:

Select “Employee” as the Attendee type, enter First and/or last name, click “Search”.

Select the correct employee from the “Search Results” and click “Add to Expense”.

To add an EXTERNAL Attendee: 

Scroll down in the right-side panel, below the Expense Details to the Attendees section:

Click “New Attendee” and a pop-up window will open to allow you to add a new guest / client:

Select an “Attendee Type”, and fill out the Name and Company of the attendee.

If this is the only attendee, click “Save”, or click “Save and add another” to add additional guests / clients.

Note: When you save your attendees, the amount of the receipt is automatically allocated evenly amongst all attendees  this is not important, as we do not track / report on this figure. 

Save your expense, attach a receipt, and submit your Expense Claim as usual.

You can do this by using the mobile app (to take a picture of a receipt and upload it to Concur) or with the desktop (browser) app by clicking on the Receipt icon located on the right side of the Expense Detail page.

Remember that you do not need to associate a receipt with a specific expense by using the mobile app. You can do that later with the broader expense coding functionality in the desktop (browser) app. 

1. Open the Concur app on your phone and sign in using your password.
2. Click the Receipt camera icon at lower left of the first screen.
3. Centre the receipt in the box shown in the viewer
4. Click the shutter button to take the receipt picture
5. Check out the preview to make sure the receipt is legible. Click Retake if necessary.
6. Click Done. The receipt is uploaded to your Concur account.

Now this receipt is ready to be linked to an expense when you are ready to enter the expense details. Note that this can be done on the mobile app but is faster and easier to do on desktop or laptop.  

No, provided you uploaded scans or pictures of them into Concur.

You need to submit an Affidavit acknowlegding that you lost the receipt and that the expense being claimed is a legitimate business expense and the amount is correct.

When entering your receipt, you should select "No Receipt" as the Receipt status on the Expense Item detail screen and save the expense. At this point, you will be prompted with the Attach Receipt pop-up window, if not, you can click "Attach Receipt" on the bottom right corner.

At the top of the Attach Receipt pop-up window is the following text: No Receipt? Create a missing Receipt Affidavit here.

Click on "here" to read and submit the Affidavit.  

Note that the Receipt Affidavit is to be used for smaller expenses, i.e. a taxi fare, and only when you have exhausted all options for obtaining a copy of your receipt from the vendor. If a receipt for a large expense is missing please contact your Finance Lead, or [email protected] to discuss.

When you attach a vendor invoice, navigate to:

Actions > Upload Image > Browse > [Select your Image] > Click “Upload”

Note: that you need to click the second “Upload” (bolded above) or the document will not attach properly.

When you select “View Invoice”, the invoice will open as a pop-up in a new window.  In some browsers, particularly Chrome, pop-ups are blocked by default.  If your pop-up is blocked you will see a red icon to the right of the browser navigation bar.  Click on this and allow pop-ups as an exception.  Retry clicking “View Invoice” and you should see the invoice image appear in a new window.

An acceptable receipt is issued by the vendor, is itemized, and has appropriate tax information. Credit card statements and credit card slips are not acceptable receipts

Yes. The transactions on your MakeWay-issued  Visa card will appear in Concur  when they are posted to the credit card account -- typically one to two days after the actual transaction. It will still be necessary for you to code these expenses and attach receipt images in Concur.

Any expenses paid using your MakeWay-issued Visa card are brought into Concur automatically when they are posted on the credit card account -- usually a day or two after the transaction. You can then associate these transactions to an Expense report, provide further coding information, and attach a receipt image. The transactions will all have a Payment Type of "Corporate Card" which means they are not reimbursable.

You should not have any personal expenses charged to your MakeWay Visa card.  If you make a mistake you will need to identify it as a personal expense when you are coding the expense in Concur by checking the "Personal Expense" checkbox as per the example below:

• Check the "Personal Expenses" checkbox
• If your receipt has GST or HST on it, DO NOT INCLUDE THIS - enter the full amount of the receipt in the "Amount" field and leave the "GST/HST Tax Amount" field blank
• In the Business Purpose, identify that this was a Personal Expense
• Note: you will NOT be required to attach a receipt for a personal expense, so you can leave "Receipt Status" as No Receipt

Once you have submitted your Expense Claim / Visa Reconciliation, you are required to REPAY the personal expense to MakeWay. Send a cheque payable to "MakeWay Foundation" or "MakeWay Charitable Society" for the amount of your personal expense. Please ensure that you note the Expense Report Name / Date from Concur on with your reimbursement so that A/P can match it to your reconciliation from Concur.

If you have a negative charge on your credit card statement from a vendor refund / credit, this will also show up in your Transaction list in Concur.

To process this negative amount, you need to process it in the same way as a normal credit card expense:

• Add the transaction to an Expense Report
• Code the refund to the appropriate Expense Type
  • If this is a refund of a previous charge, you should select the same Expense Type as last time
  • This will show up in your Financial Reports as a reduction to the expense account you choose
• Select the coding for the Program Area and Award that the expense will be reduced from
• Submit your expense claim as normal

No change from the standard procedure, but you will be choosing the coding that you want to be reduced rather than charged.

Use the Concur Invoice Module to request a cash advance. Cash advances can be used for items such as travel costs, honorariums, prepaid per diems or other situations where cash is required up front.

Note that Cash Honoraria have specific instructions. Please contact your Finance Specialist for detailed instructions.

Step 1 – Complete Cash Advance Request Form

The employee requesting the cash advance must complete and sign the “Cash Advance Request Form”.

The Cash Advance Request Form for Employees and Cash Advance Request Forms for Non-Employees can be found on the portal. Note that staff requesting the cash advance MUST sign the Cash Advance Request Form. However, Steering Committee approval can be done via Concur.

Step 2 – Submit Cash Advance Request Form via Concur (Invoice Module)

Submit the Cash Advance Request Form using the Concur invoice module.

a) Vendor = person the cash advance is payable to 

(Tip: Search “Vendor Name” and enter the requestor name. Note- if the requestor is not set up as a vendor in Concur you can add via the “Request New Supplier” button).

b) Enter Invoice header details

Please ensure you enter a detailed description of the cash advance including details of the event or activity that it relates to and the expected spend date in the “Request Name” and “Request Description” fields. For example;

Request Name: Project Event – Summer Solstice Celebration

Request Descriptions: Honoraria to drummers and elders for opening ceremony and evening celebration.

c) Expense Type = “14300 - Cash Advances”

For line item detail, select the expense type “14300 – Cash Advances”

d) Submit for Approval

Note that Cash Advances cannot be self-approved. If you are a Project Director, cash advances must be approved by a Steering Committee member. On the approval step select “Approve and Forward” for second level approval from a Steering Committee member. Note that it is easiest to search for a second level approver by their last name in Concur.

Please note: If you not able to forward on to a Steering Committee member please contact your Finance Specialist to ensure that a Steering Committee member is setup to approve such a transaction.

Step 3 –Submit the Expenses in the Concur Invoice Module

Claim the related expense through the Concur invoice module. This must include appropriate coding and include all supporting receipts.

a) Select Vendor = “Cash Advance Reconciliation – DO NOT PAY”

b) Enter Invoice Header Details

Enter a detailed description of the cash advance including in the “Request Name” and “Request Description” fields that matches the original request. This will help with Step 4 – Reconciliation.

c) Itemize Expense

Note: If there are a significant number of expenses to be claimed against your cash advance please contact your Finance Specialist for tips on submitting.

Step 5 – Final Reconciliation

If the cash advance is under spent, i.e. extra funds remain, please send a cheque for the remaining amount payable to “MakeWay Charitable Society” for the excess amount. Please reference the purpose of the payment (i.e. Remaining funds from cash advance of Jan 15, 2017) in the memo section on the cheque.

If the cash advance is overspent, please submit any additional expenses that were paid by you personally through the Concur Expense module.

This final step is mandatory and excess funds are to be returned and not used for petty cash purpose.

Step 1 – Complete the Petty Cash Request Form

Complete the Petty Cash Request Form and have it signed by your Project Director. For Project Directors, please have the form signed by a Steering Committee member.

Step 2 – Submit the Petty Cash Request Form via Concur

Submit the Petty Cash Request Form using the Concur invoice module

Vendor = person responsible for the petty cash management

Account = “14600 – Petty Cash

Step 3 – Submit Petty Cash Expenses via Concur Expense Module

The person responsible for the petty cash management will submit petty cash expenses through the Concur Expense module to claim the expenses and receive a top-up of the petty cash amounts.

Check the check box “Petty Cash Replenishment”.

This process is to be used only in approved cases where the submitter is authorized to pay cash honoraria to recipients, rather than MakeWay paying the recipient directly.

For example, you paid honoraria personally and need to be reimbursed.

In this case use the Concur Expense Module to claim the reimbursement.

Step 1 – Complete the header area and line item detail.

Select Expense Type = “Honorariums”

Complete the information as required - date, jurisdiction, coding, etc.

Step 2 – Complete the Attendees section at the bottom to note the name of the person who received the cash honorarium.

To find your recipient, click "Advanced Search", enter the name and click "Search".

Select the appropriate person from the results and click "Add to Expense"

If the recipient does not appear in your search results, click "New Attendee" instead, and enter the First and Last Name, Company, and Title, if necessary.

Click "Save" and they will be added to your attendee list.

Now, you should have a list of all the applicable attendees on your Expense item. By default, the amount of the expense will automatically be allocated evenly across all attendees. In this example, the $100 is split evenly amongst all four attendees at $25 each.

To edit these amounts, click the "Amount" column next to the attendees in question and type in the correct amount. The remaining rows will update as necessary.

Note: you cannot save the expense if the amount allocated to the attendees does not = the expense total.

Save your expense.

Ensure the Cash Honorarium Request Form is completed and attached to the expense, showing the names of the recipients, the amount received, and their signature acknowledging receipt of the honorarium.

Select Expense Type = “Honorariums” and complete the information as required - date, jurisdiction, coding, etc.

This process is to be used to claim honoraria expenses where the submitter has already requested and received a cash advance to pay for the honoraria.

For example, you have requested and received a cash advance. The honoraria have been paid to recipients and you are now claiming the honoraria expense against the cash advance.

Use the Concur Invoice Module to claim the expense against the cash advance (as per the Cash Advance Claim Process in #1).

Step 1 – Complete the header area and line item detail.

Select Vendor = “Cash Advance Reconciliation – DO NOT PAY”

Select Expense Type = “Honorariums”.

Step 2 – Add Honoraria Recipients by Using the Attendee Function

Double click on the line item “Honorariums” to navigate to the “EDIT LINE ITEM” page.
On the “EDIT LINE ITEM” page, click on the “Attendee tab”

To find your recipient, click "Advanced Search", enter the name and click "Search".

Select the appropriate person from the results and click "Add to Expense"

If the recipient does not appear in your search results, click "New Attendee" instead, and enter the First and Last Name, Company, and Title, if necessary.

Click "Save" and they will be added to your attendee list.

Enter appropriate information for each recipient.

You should now have a list of all of the applicable honorarium recipients.

Step 3 – Adjust Honorarium Amounts for Each Attendee (if required)

By default, the amount of the honoraria will automatically be allocated evenly across all recipients. Example: Concur automatically splits the $125 evenly between the 3 honoraria recipients.

To correct this, click on the amount field for each recipient and edit amount.

Example Before Amount Edits: $125 evenly split ($41.67 / $41.67 / $41.67)

Example After Amount Edits: $125 split as per honoraria payments ($30 / $50 / $45)

Click “Save”.

Ensure the Cash Honorarium Request Form is completed and attach to the invoice submission, showing the names of the recipients, the amount received, and their signature acknowledging receipt of the honorarium.

For individuals that are receiving honoraria that totals $500 or more in any given calendar year, we require a Social Insurance Number to issue a T4A. Please see the next section.

For individuals that are receiving honoraria that totals $500 or more in any given calendar year, MakeWay is required to submit a T4A form to Canada Revenue Agency. If this has occurred or you anticipate this occurring, please have the Recipient Information Request Form filled out, signed by the recipient and sent to Accounts Payable ([email protected]) with Honoraria Recipient Info Form in the memo line. This form is only required once for each individual. Please contact Accounts Payable if you are unsure if this information has been collected in the past or not. Individuals that are registered or entitled to be registered under the Indian Act do not need to fill out this information.

On a quarterly basis, your Finance Specialist will review all the honoraria for the fiscal period and determine if there are individuals who may need to fill out this form. Please connect with your Finance Specialist regarding this process to ensure timely collection of this information.

Use the Concur Invoice Module to request a bursary payment. Select 74000 - Bursary as the expense type. Please contact your Finance Specialist to obtain a form that can be used for the required backup documentation. MakeWay is required to submit a T4A form to Canada Revenue Agency for all individuals who received a bursary. Have the Recipient Information Request Form filled out, signed by the recipient and email to [email protected] with Honoraria Recipient Info Form in the memo line. This form is only required once for each individual.

Honoraria are monetary payments made to express gratitude for services for which no fees were expected or required - they do not take the place of other arrangements such as service contracts, bonuses for employees or prizes. Bursaries are amounts paid to students to enable them to pursue their education. Bursaries are based on monetary need, and have specific requirements for determining awardees. Projects that carry out educational work may issue bursaries to enable participants to attend particular workshops or courses. If you wish to issue bursaries, please discuss the requirements with your Project Specialist. Both honoraria and bursaries are taxable income to the recipient.

Vendor is used for the EXPENSE Receipt Vendor, e.g. Staples, or Yellow Cab -- it is not for a person's name. By submitting expenses using your Concur user log-in, we already know the expense claim is payable to you, unless it is a Visa purchase, and then it is marked as such and is paid to the Credit Card balance. For expenses that are payable to another person, use the Invoice Module and attach an invoice image to the Payment Request.

If you need to enter a Payment Request for yourself for an approved Cash Advance, please email [email protected] and they can open up the vendor record to you for this purpose.

You search for the vendor by using the search fields on the Create New Payment Request page in the Concur Invoice module. You can search by name or other criteria, such as Vendor Code or Address. When you find the vendor you need, double-click the name in the search results to add them to the payment request.

To avoid creating duplicate vendors in Concur please use the Search functionality.  We recommend changing the search criteria to “Contains” (as compared to “Begins with”) to search for vendors. 

In some cases, a vendor uses a different “doing business as” (“dba”) name than the vendor name required for payment. For example, an invoice may have a header Smith Consulting but the payment is to John Smith (dba Smith Consulting).  The Concur system will generally contain the vendor name that is used for payment.

You need to request that they be added to the system. Click the Request New Vendor button on the Create New Payment Request page, fill in the information, and submit the form. It generally takes 24 business hours or less to configure the new vendor. Check back the next business day and perform a search for the vendor using the search fields on the Create New Payment Request page. The new Vendor should now be visible in the search results.

1. Navigate to “Invoice > Create New Request”
2. Select the appropriate “Payment Request Type” as per standard Invoice entry
3. Enter the Purchase Order number in the search box
   1. This will search the system for existing Purchase Orders that match the number
   2. If the Purchase Order you are looking for appears
      1. Click the row to continue entering an Invoice against the PO.
   3. If the Purchase Order you are looking for DOES NOT appear:
      1. Confirm that you are entering the INTERNAL MakeWay PO number and not the Vendor reference number

Formatting as follows: P112-06542

1. If you are sure you are using the correct PO number, email [email protected], CC your Finance Lead, to verify that the purchase order is in the system
2. This will open a Payment Request like entering a standard invoice, with one main difference:
   1. There are multiple TABS rather than the request being a single page
3. You can refer to the tab “Purchase Order” at any time to view details of the PO
   1. This tab summarizes the header details of the Purchase Order including:
      • Vendor details
      • Start Date / End Date of contract
      • Internal Contract No.
      • Contract Total
      • Description (if applicable)
   2. It also shows the Itemization of the contract
      • GL Account
      • Quantity / Rate
      • Description (if applicable)
4. Fill out the Invoice information on the header as usual:
   • Fields marked with red are mandatory
   • The Field “PO Number” will be filled out automatically with the number that you entered in your initial search
   • Click “Save” when complete
5. You will be prompted to itemize the invoice with the line-level information:
   • In the pop-up window, select the appropriate GL Account
   • If you have GST/HST to record, ensure that you enter the line and check the “GST/HST” box as required
   • Add lines as required, click “Save” when complete
6. Attach an image for your invoice in PDF / JPG format
7. Once you have fully itemized the invoice, the tab “Matching Summary will show a Green Checkmark next to it - there is NO ACTION REQUIRED on this tab, do not match the lines to the PO. 
8. Once you are finished, you can submit your Invoice payment request through the regular workflow by clicking “Submit”
9. At this point you may receive Exception warnings, in the same way as standard Invoice submissions:
   • RED: Mandatory Fields are missing (such as GST, Province of Purchase)
   • RED: Invoice is > 90 days old
   • RED: Must have an Invoice image attached
10. There are also possible exceptions relating to the Purchase Order:
    • YELLOW: The Invoice Date is not within the time range of the PO Start Date - End Date
      • You may submit an invoice after the Contract End Date but ONLY if the activity being invoiced occurred within the Contract Start / End Date range (e.g. Billing in October for work completed in September)
    • RED: The Invoice Amount is greater than the amount remaining on the PO

If you get an exception re: the PO Date or Amount, contact your Finance Specialist about getting a Contract Amendment. 

If you enter the number in to the search field and you do not get any results, please confirm that you are using the correct PO number (see FAQ below). You can also search by VENDOR name, so give that a try. If this is a new PO, it may not be in the system yet, please contact [email protected] to verify the contract is in the system. If this is an existing PO, it may be closed / spent out, please contact [email protected] to verify the balance remaining.

For contracts that were initiated prior to 2017, use the Contract Number that is prefixed by your Project number  e.g. P025-01479. For contracts that were created in 2017, use the new Contract Number  e.g. P025-129.

When you create a new invoice, or open a previously-submitted invoice, that is associated with a PO, you will see multiple tabs on the top-left of the invoice header. Select the “Purchase Order” tab and click “View PO Associations” on the right side of the pane.

This will open a pop-up window that shows a list of Invoices IN CONCUR that have been billed, or are in the process of being billed, against the PO. You can add these up and compare to the “PO Total” to get a Balance Remaining.

In the example below, the “PO Total” is $4,300 and there is one invoice totaling $2,000, so the balance remaining is $2,300.

When you create a new invoice, or open a previously-submitted invoice, that is associated with a PO, you will see multiple tabs on the top-left of the invoice header.

Select the “Purchase Order” tab and you will see a section called “Purchase Order Details” on the left-side of the pane. Here you can see the Start Date, End Date, Currency and PO Description:

In the “Itemization Summary” you will see one or more lines for the PO which show the GL Account used for setting up the PO  e.g. “62510  Consultant Fees”.

You should use the same GL Accounts when billing invoices against the PO.

You can edit the request to associate it with a PO as long as the invoice is not yet approved / extracted and sent for payment. To do so, make sure the invoice is in an “unsubmitted state”  if you have already submitted your invoice, please RECALL the invoice (see other FAQ for instructions).

Open the invoice you wish to edit and in the “PO Number” field enter the appropriate PO number, click “Save” on the invoice header.

When you do, a pop-up window will appear and let you know that it found a match for the PO Number that you entered. If this pop-up DOES NOT appear, please verify your PO number and confirm it is correct (see FAQ above). It will ask if you would like to overwrite your date and “Use copy-down values in this request”. Uncheck the box and click “Yes”.

Even if you uncheck this box, some of your coding may be overwritten (such as Award and Program Area) - make sure you check your coding on the header and re-save, then check the itemization section distributions.

Once confirmed, you will now see the additional tabs for “Purchase Order” and “Matching Summary” (with a green checkmark) on your invoice  and you may have new red/yellow exceptions to review. AGAIN, THERE IS NO ACTION REQUIRED ON THE "MATCHING SMMARY" TAB. You can re-submit your invoice that is now matched to the PO Number,.

Red Exceptions: You will not be able to submit your invoice

• The amount of the invoice is greater than the amount remaining on the PO by > 5%
• The vendor you have entered is not the same as the vendor on the PO
• The invoice currency is not the same as the PO currency

Yellow Exceptions: You will still be able to submit your invoice

• The address on the invoice is not the same as the address on the PO
• The invoice date is outside of the date range of the PO Start Date  End Date
• The amount of the invoice is greater than the amount remaining on the PO by < 5%

Note: this is just a list of the PO Matching exceptions, but invoices billed against a PO still need to meet the standard Invoice validation rules, such as “the invoice must not be older than 90 days”.