Adding Attendees to an Expense

Duke policy requires business units to identify attendees when using the business meeting or entertainment expense types. Concur allows users to choose from recently used attendees, search for the attendees across Duke, add a new attendee, or choose from attendee groups or favorites. This Quick Reference Guide steers you through the four ways to add attendees.

Kristin Coombs
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23 steps
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46 seconds

Scribe

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=209afd77-ab1f-4ec9-8c97-b1b5011e7890) to watch a 5-minute and 24-second video demonstrating how to add attendees to an expense.

From the **Expense** detail window, select **Attendees**.

The Attendees link only appears for expense types that Duke has defined as requiring attendees.

From the **Attendees** page, you can **Add** attendees to support the expense. You can\ also create groups or favorites that you can use again. Users can also remove attendees added previously. To get started, select **Add**.

Option 1 - Add Recent Attendees

Concur “remembers” individuals whom you most recently used. The most recently used attendees are displayed, and you can access **All Attendee History**. If using one of these attendees again, select the attendee’s name from the **Recent Attendees** tab in the **Add Attendees** window by checking the box to the left. Select **Add to List**. When you’ve finished creating the list, close the window.

In the **Attendees** window, the attendees you’ve added display. If this list is correct,\ select **Save**.

If this completes your action, go to **Step 16** to continue.

Option 2 - Searching for Attendees previously added to Concur

If the attendee doesn’t display in the **Recent Attendees** list, you can search for the attendee. In the **Add Attendees** window, select the **Attendees** tab.

From the **Attendee Type** drop-down, select the appropriate option. In the\ **Attendee Name** field, type the attendee’s name. Select **Search**.

If you select the Faculty/Staff/Student Employee attendee type, Concur will search on active Duke employees.

Once located at the bottom of the **Add Attendees** window, in the **Search Results** section, you will see the name of the attendee you searched. If the name is correct, use the check box to select the name and select **Add**.

In the **Attendees** window, the attendees you've added display. If correct, select **Save**.

Option 3 - Create New Attendee

You can add attendees to Concur if they are unavailable in the search field. In the ***Add Attendees*** window, select the Attendees tab. Select **Create New Attendee**.

In the **Create New Attendee** window, identify the number of attendees. Based on your selection, the data entry fields change. Enter the required fields ( \* red asterisks). Select **Create Attendee**. Select **Go Back** to continue working.

If you select **Attendees > 10**, you must provide the attendee count before saving your entry.

Once you create the attendees, select **Save** to add to the appropriate expense. If this completes your action, go to **Step 16** to continue.

Option 4 - Create Groups

If you commonly add the same people to routine meetings, you can create and save as Attendee Group. From **Add Attendees**, either review your recent attendees, search on attendees or create new attendees. Select those individuals you want to **Add to List**. Once you create the list of attendees, from the **Attendees** screen, check the boxes beside the ones to include in the group. Select **Create Group**.

Name the group so that you will be able to recognize it later. Select **Save**.

Once saved, to access the group from the Add Attendees window, select Attendee Groups. All saved groups will display. Select the group you want to add to the expense. Select Add to List. The individuals will move to the Attendees screen. Select Save to add to the expense.

After adding attendees and saving, a pop-up box on the **Manage Expense** screen displays at the bottom of the screen, indicating Concur has saved attendees. The number of attendees will display next to the Attendees link. Select **Save Expense**.

Below Expenses, under the **Expense Type** column, **Attendees** displays indicating\ there are attendees associated with these expenses. Select the hyperlink to view\ additional information and attendee specifics.

Helpful Hints - Removing Attendees

If you need to remove an attendee(s) from the expense report from the Expense detail screen, select **Attendees**.

From the **Attendees** window, choose the attendee’s name by selecting the\ box to the left of the name. Select **Remove**.

The **Attendees** window indicates no attendees are associated with the expense, and a pop-up box at the bottom of the screen shows you removed the attendees.

Helpful Hints - Favorite Attendees

Employees or their expense delegates can add **Favorite Attendees** in the employee’s Profile Settings by selecting **Favorite Attendees** from the Profile page.

From **Favorite Attendees**, users can edit or delete individuals from their favorites, add new attendees, or create attendee groups.

Visit [concur.duke.edu/training](http://concur.duke.edu/trainingfor) for a library of Quick Reference Guides and other\ resources.