For group meal expenses, it is likely that your company requires a list of all those who attended the meal you wish to expense.
There are several attendee types that can be used in SAP Concur. The three most commonly used attendee types are:
- Business Guest
- Employee
- Employee (not using SAP Concur)
Each company can customize their attendee types, so the examples used in this article may vary slightly vary from what you see.
Regardless of the attendee types, the steps for adding attendees do not change. However, the process for adding Business Guests and Employees do have some slight differences.
This article outlines the steps for adding attendees to an already created group meal expense entry.
To add a new or not previously added Business Guest attendee to a group meal expense:
1. With the business meal expense type details open, click the Attendees link above the detail fields.
2. On the Attendees window, click Add.
3. On the Add Attendees window, use the Attendee Type field drop down to select the Business Guest attendee type.
4. In the lower right corner of the Add Attendees window, click the Create New Attendee link.
5. Enter the attendee details. Required or compulsory fields will be marked with a red asterisk.
6. Click Create Attendee.
Note: The attendee is added, but the Create New Attendee window stays open and is now blank in case you need to add more business guests.
7. Once all business guests are added, click Cancel on the Create New Attendee window.
8. On the Attendees window review all added attendees to make sure their information is correct.
9. Click Save.
Note: Business Guests that have attended a meal with you in the past that you have added to an expense report can be added by using the Recent Attendees tab on the Add Attendees window.
To add a fellow employee (with an SAP Concur account) to a group meal expense:
1. With the business meal expense type details open, click the Attendees link above the detail fields.
2. On the Attendees window, click Add.
3. On the Add Attendees window, use the Attendee Type field drop down to select the Employee attendee type.
4. Enter the Last Name (Surname) of the employee in the Last Name field.
5. Click Search. The system will return all employees matching the last name or surname.
6. Select the appropriate employee from the list of returned results by click the checkbox on the left side of the results.
7. Click Add to List.
8. Repeat steps 3-6 for all other employees you need to add.
Note: Previously added employees can be added by using the Recent Attendees tab on the Add Attendees window.
Important: By system design, any employee in your company with an SAP Concur account can be searched for and added as an attendee. Do not add fellow employees under the Business Guest attendee type. The exception to this is if the employee does not have an SAP Concur account. However, there is an Employee (not using Concur) attendee type that should be used in this situation.
For those of you in the medical or pharmaceutical field, your company will have HCP related attendee types to choose from.
To see a demonstration of how to add attendees, please watch: Adding Attendees to a Business Expense.
For adding attendees to a business meal expense using the SAP Concur Mobile app, please read: How Do I Add Attendees Using the Mobile App?
