Introduction to Concur Expense

Navigating Concur Expense and Your Profile

Working with Receipts and Reimbursement

Creating Expense Reports (Claims)

Adding Itemizations, Attendees, and Allocations

Adding Mileage and Travel Allowances

Submitting, Managing, and Approving Expense Reports (Claims)

Adding and Managing Attendees

Objective

After completing this lesson, you will be able to add and manage attendees on an expense in Concur Expense

Introduction to Attendees

The Attendees feature lets you record who participated in expenses like business meals, entertainment, or events. This helps your company calculate per‑person amounts, apply policy limits, and meet audit and tax documentation requirements. Depending on configuration, you can add internal employees, external guests (such as customers or vendors), or simply enter a headcount.

For example, if you submit a business dinner as a single expense, that entry is the parent. When you add attendees, you list the people who were present at the business dinner. Concur uses this list to compute the per‑person cost and flag any exceptions that exceed policy thresholds. You’ll typically be prompted for attendees on expense types such as Meals or Entertainment, only when required by your company’s setup.

SAP Concur Attendees panel for a Business Meals expense of $588.31, showing five attendees from Vantage Dynamics Inc and one employee with amounts split evenly, and $0.00 remaining.

Add Attendees to an Expense Entry

Review the following steps to learn how to add attendees to an expense entry.

Steps

Open your expense report and select the expense entry that requires attendees.
On the expense entry details page, select Attendees.
Enter the attendee’s name in the Add Attendees search field. If the attendee doesn’t already exist in the system, you can add them by selecting Create New Attendee.
Enter the attendee details and select Create Attendee.
The page refreshes and confirms the new attendee addition. To add another attendee, enter the attendee details and select Create Attendee. When you’re done adding attendees, select Cancel.
The system automatically splits the expense entry cost evenly across attendees. You can manually adjust the amounts if needed. When you’re done, select Save.

Summary

The Attendees feature records who participated in expenses like business meals or entertainment.
Adding attendees helps calculate per-person costs, enforce policy limits, and support audits.
Search for existing attendees or create new ones directly within the expense entry.
The system automatically splits the expense cost evenly across all listed attendees.
You can manually adjust attendee amounts if the cost is not split equally.

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