Expense reimbursement

This guide describes how to submit an expense report with reimbursement. The example shown here is to request the reimbursement of ROCS meeting food, but it applies to most other expenses.

Note: This tutorial is not for travel reimburcements such as conferences. For travel reimburcements you will need to issue a travel request.

Access the Concur website

1. Login to the kaust portal: https://portal.kaust.edu.sa/irj/portal.
2. Once you’re in, select Concur.

This will send you to the Concur website on another browser tab.

Create expense report

1. Select Expense section in the top bar.
2. Click on “Create New Report” on right side.

3. Describe the report you’re making.
   1. For most expenses, including food and IT equipment, keep the default policy “Business Claim or Travel Claim”.
   2. Give a descriptive and clear name to your report.
   3. Specify the report day to match the day of the purchase.
   4. Add a description if you think it’s necessary.

Add expenses

1. Click “Add expense” to associate expenses to the report. You can add any amount of expenses you need.

2. Select the expense type.
   • For ROCS meeting food, search for “meal” in the search box. You will find it under “Business Travel”.
   • For other expenses try to find the most appropriate category. A common category is “Office supplies” for IT equipment.

This will take you to this page:

3. Add photo of receipt on the right panel.
   Note that this receipt is what you get from the restaurant/store, it will usually have their logo on it. The paper that you get from a payment terminal when you pay by card is a payment receipt.
   • If you pay with cash, you might not have the payment receipt. For all other purchases try to include it alongside the receipt.
   • For online purchases, proof of payment can be acquired by taking a printscreen of the transaction from your bank app.
   • This panel only accepts a single photo or PDF document. If needed, you can merge the receipt and proof of payment into a single PDF using a PDF combiner like this one.

1. Fill out the required fields.
   • “Payment Type” field only has Cash as an option. Select it even if you purchased the item online.

Allocate expense

1. Click “Allocate” to allocate this expense to the party that will reimburce you. Most of the time this will be the baseline of your PI.

2. Click “Add” to add an allocation party.

3. Fill allocation details.

   1. If you’re using the baseline of your PI, make sure the fields match the example. You probably have to change “Cost Object Type” to “(PJ) Project WBS Element”.

   2. Find the baseline of your PI in the Cost Object ID.
      For some reason, you won’t find the baseline if you search for the name of your PI. Instead, you can find it by searching for their baseline code.
      You can try asking your colleagues for it, or directly ask your PI.

4. Confirm that the allocation is for 100% and save the allocations.

Confirm and submit expense report

1. Verify and save the expense.

2. Add additional expenses if required. (Repeat add expense).
3. Confirm that all your expenses are allocated and submit the report for reimbursement.

Reimbursement phases

After submitting the report, the reimburcement process goes through 3 phases:

1. The expense report is audited to ensure it was correctly filled.
2. The PI approves the expense report.
3. Reimursement is transferred to your bank account in a few days.

The whole process is usually fast, it should’t take more than a week.

Troubleshooting

If you find that the reimburcement process is taken longer than expected, please send an email to claims.info@kaust.edu.sa asking for an update. In the email, make sure to identify your report using its report number. You can find it at the top of the report page: