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Presentation on theme: "YESTERDAY TODAY."— Presentation transcript:


2 What is TEM? Concur Travel Tool (through World Travel)
Integrated Travel & Expense Management system with three components: Concur Travel Tool for travel booking, approval, and fulfillment Concur Expense Management for expense report submission and approval Concur Pay for travel payment/reimbursement Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay All T&E expenses for faculty, staff and students will be processed electronically through the TEM System. Reimbursement will be handled by Concur via direct payment to credit card provider and direct deposit to employee (or Paycard). Guest Travel: Air travel can be booked using the Concur Travel Tool for guests such as consultants, speakers, visiting faculty, and faculty or admissions recruits, with the expense being charged directly to the university. Reimbursement for their other travel expenses incurred by guests will continue to be a manual process, as it is today.

3 Penn Travel Websites One integrated TEM website

4 Travel Tips and Booking
Use Concur on-line or World Travel to book your air, hotel, rental car to automatically get Penn negotiated rates. Book airfare with Concur on-line or World Travel to have it automatically charged to a central university account (BTA) – it does not go on an expense report. Always carry your ID, passport, visa, and reservation documents on your person, not in your checked baggage (put a folded copy in your luggage) If you are traveling internationally, register with GAR and check if you need a “visa” or shots. Use the Penn Travel Card for hotel, rental car, trains, meals to reduce out-of-pocket expenses and simplify payment. Transaction feeds into Concur, drag onto an expense report, and upon approval of the expense report, I will pay the credit card on your behalf. (Yes – you still need receipts) Activate eReceipts in your Concur profile If you will be renting a car in the next 3 years – take Fundamentals of Driver Safety Course in Knowledge Link to protect yourself and your budget. Keep World Travel’s 24/7 phone number handy while traveling Quick look at Booking Travel Online

5 Travel Management Companies
How should I Book Travel? Multiple Methods Best Practices Web Booking Tools Orbitz, Travelocity, Expedia . . . Direct Vendor Contact US Air, Delta, Air China . . . Hilton, Marriott, Westin . . . Enterprise, National, Avis, Budget . . . TMCs Penn Preferred Travel Management Companies (also known as Travel Agencies)

Our negotiated rates with airlines, hotels, rental cars are pre-loaded into their booking system – no need for codes Airfare is charged to Penn directly , not to an individual’s T&E or personal credit card Low price guarantee Option of direct agent booking or using the Concur online booking tool which is fully supported by World Travel QC process on every ticket booked Management of outstanding tickets available for rebooking Where are my Travelers? Duty of Care Access to data for future negotiation of better rates with the airlines, hotels, rental car agencies and other travel vendors

7 International Travel Passport Credit Card Acceptance Visa
Currency exchange rates Global registry International SOS

8 Coming Soon with launch of TEM
New Bank of America VISA Credit Card Chip-n-pin technology for international travel Full integration into electronic expense reporting Penn branded Sarah Grady or Maureen McGinness should be selected as the “Approver” for all Bank of America applications, not Business Administrator.

9 AMEX Card Changes While we strongly encourage users to convert to the BOA Travel Card, the American Express card will still be active for users but MUST have charges imported into Concur so that they can be paid directly by the University on behalf of the user. American Express cardholders who wish to keep their cards for special reasons may do so by notifying the Travel Card Administration at to have card transactions integrated with Concur. A waiver form must be signed to authorize Penn to import charges from AMEX, pay the card on traveler’s behalf, and utilize payroll deduction for payment of card balances that are more than 120 days past due.

10 Travel Card Offering Card Program Feature Current Upon Rollout
Card Provider American Express Bank of America Visa *American Express Individually Billed Yes Direct Pay to Credit Card Company for Approved Charges No Fee for Standard Card $0 BA Approval Required Penn Logo Card “Chip and Pin” Card Availability to International Travelers Rewards Offered $90 fee to cardholder *Yes *Grandfathered option to existing cardholders; new cards offered only as an approved exception

11 One Place . . . One Log In TEM powered by Concur Concur Pay
Concur Travel + Expense A fully integrated solution Concur Travel Online Booking Tool Air, Car, Hotel Fulfilled by World Travel Concur Expense Electronic Expense Reporting Approvals Status Checks Concur Pay Reimbursement to direct deposit account or pay card

12 Key Features & Benefits
Single Sign-on: PennKey authentication Electronic submission, review, approval, and payment of expense reports Delegates Business rules and daily currency exchange rates built in Easy access to report status information Integration with Penn-sponsored travel card Transaction feed Payment Receipts submitted as scanned images or photos, or by fax Mobile application available Online booking of travel Expense report creation and mobile device receipt images Approval of expense reports

13 DELEGATES Assigned during initial setup, or by the user to perform tasks on their behalf – such as creating an expense report. Cannot Submit an expense report for someone else. The person who Submits the expense report (hits the button) is the person who will receive the reimbursement. Delegate Logs in normally using PennKey authentication Selects a name from the drop down “You are administering for:____” Starts an expense report by completing the report header Enters the first expense transaction. IMPORTANT: Look at top right corner. If there is a “Submit” button you are not acting as a delegate. If there is a “Notify”, you are acting as a delegate. Proceed with the expense report.

14 Setting Expense Delegates in Your Concur Profile
The notifications occur – for Expense Delegates (not related to approvers): Upon extraction for payment (this occurs when all approvals have been completed) Upon payment If an expense report is rejected by an default reviewer or any approver. If Penn Travel Card transactions have been sitting in an unsubmitted state for over 30/60/90 days  (This is a reminder to put them on an expense report and submit them, so that they can be approved and then paid on their behalf) The notifications occur – for Expense Delegates (related to approvers): When an expense report has entered the approvers queue, waiting to be approved Note:  a person must be an approver somewhere in the system in order to be able to be selected as a delegate approver for someone else

15 Receipts Which one is a detailed receipt?
The one on the far right! For a hotel Hotel night is listed Tax is listed Internet is listed Individual meals are listed The movie rental is listed Why are both meal receipts needed? Detailed shows # meals vs. # people Detailed will show alcohol Credit card receipt shows tip What if I don’t have a receipt? Lost Receipt Affidavit Cannot be done by Delegate Plus full expense explanation in expense line item comment field

16 Sales Tax The Penn Travel Card or personal funds should only be used for expenses incurred while traveling or entertaining on behalf of the University. It is important to utilize the appropriate purchasing methods and to use a purchase order or the P-card whenever possible to ensure the University is not being charged sales tax unnecessarily. All purchases made using the Penn Travel Card or personal funds will be charged sales tax. If an individual purchases commodities with personal funds or the Penn Travel Card that the University would be able to purchase through the appropriate purchasing method tax-free, they will be responsible for paying the sales tax portion of the purchase themselves. In these cases, the tax portion of the expense should be marked with the "Non-Reimbursable" Concur Expense Type and the traveler should remit this portion of the payment directly to Bank of America. With the exemption of essential items purchased while traveling on University business (e.g. a traveler purchasing a laptop battery if theirs dies), tax should NOT be reimbursed on the following Concur Expense Types: Allowable Dues/Memberships Books Computer Software and Accessories Dues Duplicating Meeting Room Rentals Miscellaneous Office Supplies Research Supplies Subscriptions

17 Travel Advances: CHANGE: Immediate cash through the cashier – GONE All Travel Advances requested through Concur Expense Upon return from trip, file an expense report and apply the advance to it. Flow of Expense Reimbursement: Create.…Submit….Approve….Payment Prepared….Payment Received DEMO

18 Wharton’s Approval Flow
These roles can select/confirm the User Added Approvers! *AUTOMATICALLY PROMPTED* Supplemental Approver (HLA) if >=$500 for all Name selected from “pick list” Traveler Submit (or Approve)Report DEFAULT REVIEWER Preparer/ Admin Person Will need to assign SUPPLEMENTAL APPROVER (or to appropriate person) when necessary BA/TAC Cost Object Approver Traveler or Delegate (Preparer) Enter Report User Added Approver ALL STAFF HLA (< $500) Or Use Checkbox on Report Header User Added Approver - School Level HLA (Maureen) for Old C5 Check boxes User Added Approver -Total Expense Dollar Amount >$15,000 – select Victoria McManus Multiple User Added Approvers may be necessary based on role of Traveler and/or Business Purpose

19 Wharton’s Approval Flow Supplemental Approver
Traveler DEFAULT REVIEWER CAN BE BA/TAC BA/TAC Cost Object Approver Supplemental Approver HLA

20 What is the Expense Report Approval Process?

21 How will non-employees be reimbursed for travel expenses?
Once live in Concur, the Wharton T&E website will be redesigned to accommodate non-employee travel expenses! The process will remain the same for preparing and approving forms as you have done in the past. Non-Employee travelers will have to provide a signed cover sheet (Wharton-provided or the travelers owned signed summary) Step 3 (payee approval) will appear as a verification that the preparer is attaching a signed signature document: Access to functionality for accommodating reimbursements for faculty, staff and students will be inactive Thoughts on the form??

22 Helpful Hints & Announcements
BOA card activation code = First four digits of your Penn ID + your zip code (i.e ) There are default credit limits on the BOA card. If a traveler needs their limit increased, they can with appropriate justification and approval from F&A. If you prepare reimbursements for faculty or staff in other departments, you need to be set up as a delegate for those individuals. For expenses related to Faculty-Student Meals, please use “ Faculty Member’s CREF” as the budget code, so the expenses will be routed to Victoria McManus for approval. There is a form in development to give Unique Advantage personnel the ability to prepare travel reimbursements on behalf of others. If using more than one “Travel Type” on a given expense reimbursement, use the farthest type at the header line (i.e. if both internal and domestic, use international at the header line) Can adjust the “Travel Type” on the individual expense lines to allocate the expense to the appropriate object codes.

23 Next Steps Try it out! Ask questions??
Interest in further trainings and/or brown bags?

24 Questions? Wharton TEM Sam Frenkel Sarah Grady Penn Travel Services
Penn Travel Services Hilary Easley Ron Cartieri World Travel For booking travel 24/7 Emergencies (same number)

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