Allocating an Expense

Use allocate when it's necessary to charge an expense in the expense report to a cost object(s) other than the default cost object. This guide illustrates scenarios you may encounter when allocating an expense.

Kristin Coombs
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14 steps
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28 seconds

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=9252ee79-7414-44f7-bbb6-b1c2018079c7) to watch a 7-minute and 57-second video demonstrating how to allocate an expense report walking through the 3 different scenarios outlined in the Quick Reference Guide.

From the **Manage Expenses** screen, select the expense you need to allocate\ by checking the box to the left of the expense. Select **Allocate**.

Users may select multiple expenses if the expenses will share the same allocation.

On the **Allocate** screen, select **Percent** or **Amount** to allocate the individual receipt by percentage or dollar amount. Notice the current allocation is displayed. For this example, select **Percent**. Then select **Add**.

In the **New Allocation** tab on the **Add Allocation** screen, enter the funding source\ of the new allocation by entering the appropriate cost object or using the available\ drop-down options. All fields with red asterisks\* are required. Select **Save**.

Concur automatically moves 100% of the expense to the newly added cost object. Notice that the **Default Allocation** assigned to the default travel cost object will be zero. If this is the appropriate allocation for the expense, select **Save.** Review the following step for information on how to handle specific scenarios. In this step, the newly added cost object funds 100% of the expense.

**Scenario 1: If you are using the default cost object as part of an expense allocation.** Repeat **Step 4**, entering all cost objects you use to allocate the selected expense. Do not re-enter the default travel cost object.

Concur will equally split the expense across each cost object entered and move the entire allocation to the newly entered cost objects. Notice that the **Default Allocation** assigned to the default travel cost object will initially be zero.

**Scenario 2: If you are entering specific percentages for each cost object.** After entering all cost objects, assign percentages appropriate to each cost object added to the allocation. Since you are using the default in the allocation, the percentage across the cost objects will be less than 100%. Concur will assign the remainder of the allocation to the default cost object. If this is the appropriate allocation for the expense, select **Save**.

**Scenario 3: If you are not using the default cost object as part of an expense allocation.** Repeat **Step 4** entering in cost objects to be used in the allocation of the selected\ expense. Manually change percentages allocated on each cost object until allocation is correct and select **Save**.

Allocations over 100% will display as "over," and Concur will display a hard stop error you must correct before saving the allocation.

On the **Allocate** screen, select **View Allocation Group** to see the expenses included in the allocation.

Once allocations are complete, the expense displays as **Allocated** under the **Requested** column on the **Expense** screen. You can view the allocations by selecting the **Allocated** hyperlink and the **View Allocation** pop-up that displays.

Once allocations are complete, select **Report Details.** From the drop-down menu, select **Allocation Summary** to display cost objects, the total dollar amount of the allocated funds, and the amounts charged to each cost object.

Helpful Hints

**Saving Allocation Favorites** If you use an allocation routinely, save it as a favorite by selecting **Save as Favorite** and naming it. Select **Save**.

Once saved, a confirmation message displays. The favorite is available the next time you select **Add** and select **Favorite Allocations**.

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