Concur User Training PCard & Travel System Update Accounts - - PowerPoint PPT Presentation

Concur User Training

PCard & Travel System Update

Accounts Payable

Monday, August 12, 2019

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The University of Toledo

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• Introduction to Concur
• Live Demonstration
• Receipts
• Concur Mobile App
• Approvals
• Approver Responsibilities
• Expense Report Timeline
• Policy Updates
• Next Steps & Key Takeaways
• Q&A
• Distribute New PCards

Agenda

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

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Live Demonstration

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The University of Toledo

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• 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.

• Concur has many tools and different ways to

attach receipts including e-Receipts and mobile apps.

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Receipts

The University of Toledo

Concur Mobile App

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The University of Toledo

Concur Mobile App

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The University of Toledo *You must verify your email address within your profile to activate these features

ExpenseIT

Requires ExpenseIt Pro app

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The University of Toledo

Concur Approvals

Accounts Payable* VP/Dean* Grants Accounting* Index Manager(s)

• r P.I.(s)

User’s Manager User

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The University of Toledo

*if required

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.

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The University of Toledo

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.

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The University of Toledo

MAY (FY20)

PCard: Submit April 2020 Transactions. Travel: Submit Travel Request to attend Research

• Summit. Once approved,

pay for conference

• registration. Expense report

is created and registration fees are added.

JUNE (FY20)

PCard: Submit May 2020

• Transactions. Include

emergency office supplies purchased with cash. Travel: No activity, expense report remains open.

JULY (FY21)

PCard: Submit June 2020 Transactions. Travel: Purchase flights with PCard and make hotel

• reservation. Flight receipt is

added to expense report.

AUGUST (FY21)

PCard: No July transactions, no report to submit. Travel: No activity, expense report remains open.

SEPTEMBER (FY21)

PCard: Submit August 2020 Transactions. Travel: Attend the Research Summit. Add hotel, per diem, bag fees, mileage to airport, parking, and other expenses to expense report. Expense report is submitted, approved, and posted.

• Cardholder responsibilities for expense

reports due the 10th 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.

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PCard Policy Updates

The University of Toledo

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• Travel expenses reported as needed based
• n dates of travel. This includes all mileage

reimbursements.

• Per diem should be requested for all meals

while traveling. Do not use PCard for individual meals.

• Travelers will receive 75% of GSA rate for

first and last day of a trip.

Travel Policy Updates

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The University of Toledo

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.

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The University of Toledo

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• 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

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.

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Next Steps

The University of Toledo

Key Takeaways

• 1. How long should original

documentation be retained?

• 2. How often will Non-Travel

Reports be submitted?

• 3. How often should Travel Reports

be submitted?

• 4. Where can I find more

information about using Concur?

• 5. Who do I contact if I still have

questions?

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• 1. At least 60 days after the report is

submitted.

• 2. Monthly; by the 10th of the

following month.

• 3. Once, after the trip is completed.

Ensure all expenses are included.

• 4. The Accounts Payable website
• 5. PCardTravelSupport@utoledo.edu

The University of Toledo

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Questions?

Please visit our website http://www.utoledo.edu/offices/cont roller/accounts_payable/ or email the project team directly at PCardTravelSupport@utoledo.edu