Concur User Training PCard & Travel System Update Accounts Payable Monday, August 12, 2019 The University of Toledo 2
Agenda • Introduction to Concur • Live Demonstration • Receipts • Concur Mobile App Image Size • Approvals 360 W x 540 H Then Scale image to fit. • Approver Responsibilities • Expense Report Timeline • Policy Updates • Next Steps & Key Takeaways • Q&A • Distribute New PCards 3
Introduction to Concur • Concur Travel and Expense allows users to complete travel, reimbursement, and PCard reports in one application. • Replaces current T&E and PaymentNet platforms. • Key Features: Corporate card automation for new Bank of America accounts Global access to all active UT Indexes HRIS data is updated daily Concur mobile apps UT rules, policies, and workflows are built in 4
Live Demonstration The University of Toledo 5
Receipts • No more paper monthly PCard packets! All receipts will be imaged within Concur. Once reports are submitted, retain for 60 days to ensure that uploaded documents were attached correctly. Image Size 340 W x 365 H Then scale to fit. • Concur has many tools and different ways to attach receipts including e-Receipts and mobile apps. The University of Toledo 6
Concur Mobile App The University of Toledo 7
Concur Mobile App *You must verify your email address within your profile to activate these features The University of Toledo 8
ExpenseIT Requires ExpenseIt Pro app The University of Toledo 9
Concur Approvals Index User’s Grants Accounts User Manager(s) VP/Dean* Manager Accounting* Payable* or P.I.(s) *if required The University of Toledo 10
Approver Responsibilities • Review all transactions within a report for appropriateness, accuracy of amounts and allocations including indexes and expense types, and correct documentation. • Understand PCard and Travel policies and promote reduction of exceptions. • Exercise care when assigning a delegate to ensure they are given appropriate permissions. The University of Toledo 11
Expense Report Timeline • Travel Reports are submitted once per trip. • Non-Travel Reports are submitted once per month. • Expenses will be recognized in the period that the event occurs. MAY (FY20) JUNE (FY20) PCard: Submit April 2020 Transactions. JULY (FY21) PCard: Submit May 2020 Transactions. Include AUGUST (FY21) PCard: Submit June 2020 emergency office supplies Travel: Submit Travel SEPTEMBER (FY21) Transactions. purchased with cash. Request to attend Research PCard: No July transactions, Summit. Once approved, no report to submit. PCard: Submit August 2020 Transactions. pay for conference Travel: Purchase flights with Travel: No activity, expense registration. Expense report PCard and make hotel report remains open. Travel: No activity, expense is created and registration reservation. Flight receipt is Travel: Attend the Research Summit. Add hotel, fees are added. report remains open. added to expense report. per diem, bag fees, mileage to airport, parking, and other expenses to expense report. Expense report is submitted, approved, and posted. The University of Toledo 12
PCard Policy Updates • Cardholder responsibilities for expense reports due the 10 th of the following month: Account/Expense Type assignment Index allocation Business purpose Attach receipts • PCards are strongly recommended for all travelers, except students and residents. • Departments are encouraged to consolidate cards used for supplies and other non-travel needs as much as possible. The University of Toledo 13
Travel Policy Updates • Travel expenses reported as needed based on dates of travel. This includes all mileage reimbursements. • Per diem should be requested for all meals Image Size 360 W x 540 H while traveling. Do not use PCard for Then scale image to fit. individual meals. • Travelers will receive 75% of GSA rate for first and last day of a trip. The University of Toledo 14
Benefits of Per Diem vs. Actual Meals • Receipts are not required, with the exception of some Grant Funds which may not allow per diem for meals. • Less work for all Concur users to enter details, attach receipts, approve and audit. • No one else will need to see where you went, what you had, or how much you spent. The University of Toledo 15
Next Steps • All current JP Morgan cardholders are required to process all posted transactions in PaymentNet. All documentation must be retained according to current policies. • For Amazon Business Account users, be Image Size 340 W x 365 H Then scale to fit. sure to change your account information for your new PCard. • All JP Morgan PCard accounts will be cancelled as of 08/31/19 . • All Travel & Expense reimbursements must be submitted in Concur as of 08/01/19 . The University of Toledo 16
Key Takeaways 1. How long should original 1. At least 60 days after the report is documentation be retained? submitted. 2. Monthly; by the 10 th of the 2. How often will Non-Travel Reports be submitted? following month. 3. How often should Travel Reports 3. Once, after the trip is completed. be submitted? Ensure all expenses are included. 4. Where can I find more 4. The Accounts Payable website information about using Concur? 5. PCardTravelSupport@utoledo.edu 5. Who do I contact if I still have questions? The University of Toledo 17
Questions? Please visit our website http://www.utoledo.edu/offices/cont roller/accounts_payable/ or email the project team directly at PCardTravelSupport@utoledo.edu Image Size 480 W x 540 H Image Size 480 W x 270 H
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