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Our Admin Tips & Tricks resource provides you with expert-approved advice and peer-sourced tips to boost efficiency and control. Navigate across all three Tips & Tricks sections to browse tips surrounding Spend Management, Travel Management, and Optimizing your T&E Program. Or, use the topic titles within each section to jump to a specific topic area of your choice.
We’ve gathered proven tips and expert insights to help you tighten compliance, reduce manual work, and improve the accuracy and speed of your spend processes. Many of these best practices come straight from SAP Concur administrators who’ve been where you are—working to avoid common pitfalls, shift from reactive to proactive, and focus on what drives real value.
In this section, you will find peer and expert-sourced guidance on the following topics:
Consider setting different receipt requirements for those items coming through on a corporate card versus those out of pocket. For example, if your receipt policy is $75 USD, use it for anything coming out on a corporate card. If the purchase isn’t charged to a corporate card, require a receipt for everything.
Receipt Requirements for VAT
If your travelers are travelling to a VAT-reclaimable location, your receipt requirements will differ by country and/or expense type. All VAT-reclaimable receipts should be attached regardless of amount. Some things to consider requiring in addition to the receipt may be: Vendor Tax ID, Company Tax ID, and your company’s address on the invoice or folio if present.
Improve delegate efficiency
When delegates are creating expense reports on behalf of someone else, they have the capability to upload receipts into the expense report and ExpenseIt will create the appropriate expense line item. Alternately, delegates can easily email receipts to receipts@concur.com on behalf of a user by simply adding the user’s email address in the subject line.
Missing receipts
Ensure you’re capturing missing receipts with a signed declaration. Encourage your users to use the Missing Receipt Declaration function in Concur Expense. As an administrator, you could also benefit from the Missing Receipt Audit Report found in Cognos (folder: Expense Processing). Figure out who you’re going to audit using this report, and promote adoption of the SAP Concur mobile app with repeat offenders.
Receipt requirements and tax
Include your organization’s tax professionals to ensure you are setting up the right requirements for Concur Expense and Concur Invoice. Your tax team would be able to differentiate needs based on your industry (e.g. government contracts, FINRA, SOX) and countries (e.g. Works councils, Mexico CFDI, Australia FBT, VAT reclaim).
Tax laws in Mexico
Tax laws in Mexico require companies to store and validate digital tax receipts. SAP Concur solutions App Center partners can help streamline the validation process, as can Concur’s Standard Accounting extract, which passes the data required by SAT laws.
Automate Value Added Tax (VAT) refunds
Minimize the cost of international business travel by maximizing your foreign VAT recovery. Concur Tax Assurance by Blue dot is an AI powered solution that identifies and reclaims VAT, HST, and GST with consistency and handles the complexity within each countries’ tax regulations with greater accuracy and speed than human auditors. This helps customers reduce VAT compliance risk, maximize profitability, and streamline operational efficiency.
Clean up your Available Expenses
Users can manage receipt clutter by removing duplicates or unused uploaded receipts. In the Available Expenses list, users can select any unnecessary receipt via the check box and delete it before report submission.
