Concur User Training - University of Toledo
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Concur User Training PCard & Travel System Update Accounts Payable Monday, August 12, 2019 2 The University of Toledo
Transcript of Concur User Training - University of Toledo
Concur User TrainingPCard & Travel System UpdateAccounts PayableMonday, August 12, 2019
2The 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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• 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
7The University of Toledo
Concur Mobile App
8The University of Toledo*You must verify your email address within your profile to activate these features
ExpenseITRequires ExpenseIt Pro app
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Concur Approvals
Accounts Payable*VP/Dean*Grants
Accounting*
Index Manager(s)
or P.I.(s)
User’s ManagerUser
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*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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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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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
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• Travel expenses reported as needed based on 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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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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• 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
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Key Takeaways1. 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 website5. [email protected]
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Questions?Please visit our website http://www.utoledo.edu/offices/controller/accounts_payable/ or email the project team directly at [email protected]
