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 fulfillmentConcur Expense Management for expense report submission and approvalConcur Pay for travel payment/reimbursementConcur Travel Tool (through World Travel)Concur Expense ManagementConcur PayAll 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.
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 profileIf 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 travelingQuick look atBooking Travel Online
5 Travel Management Companies How should I Book Travel?Multiple MethodsBest PracticesWeb BookingToolsOrbitz, Travelocity, Expedia . . .Direct VendorContactUS Air, Delta, Air China . . .Hilton, Marriott, Westin . . .Enterprise, National, Avis, Budget . . .TMCsPenn PreferredTravel Management Companies(also known as Travel Agencies)
6 Why TMCs, Why WORLD TRAVEL? Our negotiated rates with airlines, hotels, rental cars are pre-loaded into their booking system – no need for codesAirfare is charged to Penn directly , not to an individual’s T&E or personal credit cardLow price guaranteeOption of direct agent booking or using the Concur online booking tool which is fully supported by World TravelQC process on every ticket bookedManagement of outstanding tickets available for rebookingWhere are my Travelers? Duty of CareAccess 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 ratesGlobal registryInternational SOS
8 Coming Soon with launch of TEM New Bank of America VISA Credit CardChip-n-pin technology for international travelFull integration into electronic expense reportingPenn brandedSarah Grady or Maureen McGinness should be selected as the “Approver” for all Bank of America applications, not Business Administrator.
9 AMEX Card ChangesWhile 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 ProviderAmericanExpressBank of AmericaVisa*American ExpressIndividually BilledYesDirect Pay to Credit Card Company for Approved ChargesNoFee for Standard Card$0BA Approval RequiredPenn Logo Card“Chip and Pin” Card Availability to International TravelersRewards 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 + ExpenseA fully integrated solutionConcur TravelOnline Booking ToolAir, Car, HotelFulfilled byWorld TravelConcur ExpenseElectronic Expense ReportingApprovalsStatus ChecksConcur PayReimbursement to direct deposit account or pay card
12 Key Features & Benefits Single Sign-on: PennKey authenticationElectronic submission, review, approval, and payment of expense reportsDelegatesBusiness rules and daily currency exchange rates built inEasy access to report status informationIntegration with Penn-sponsored travel cardTransaction feedPaymentReceipts submitted as scanned images or photos, or by faxMobile application availableOnline booking of travelExpense report creation and mobile device receipt imagesApproval of expense reports
13 DELEGATESAssigned 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.DelegateLogs in normally using PennKey authenticationSelects a name from the drop down “You are administering for:____”Starts an expense report by completing the report headerEnters 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 paymentIf 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 approvedNote: 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 hotelHotel night is listedTax is listedInternet is listedIndividual meals are listedThe movie rental is listedWhy are both meal receipts needed?Detailed shows # meals vs. # peopleDetailed will show alcoholCredit card receipt shows tipWhat if I don’t have a receipt?Lost Receipt AffidavitCannot be done by DelegatePlus full expense explanation in expenseline item comment field
16 Sales TaxThe 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/MembershipsBooksComputer Software and AccessoriesDuesDuplicatingMeeting Room RentalsMiscellaneousOffice SuppliesResearch SuppliesSubscriptions
17 Travel Advances:CHANGE: Immediate cash through the cashier – GONEAll Travel Advances requested through Concur ExpenseUpon return from trip, file an expense report and apply the advance to it.Flow of Expense Reimbursement:Create.…Submit….Approve….Payment Prepared….Payment ReceivedDEMO
18 Wharton’s Approval Flow These roles can select/confirm the User Added Approvers!*AUTOMATICALLYPROMPTED*Supplemental Approver (HLA) if>=$500 for allName selected from“pick list”TravelerSubmit (or Approve)ReportDEFAULT REVIEWERPreparer/ Admin PersonWill need to assign SUPPLEMENTAL APPROVER (or to appropriate person) when necessaryBA/TACCost Object ApproverTraveler or Delegate(Preparer)Enter ReportUser Added Approver ALL STAFF HLA(< $500)Or Use Checkbox on Report HeaderUser Added Approver - School Level HLA (Maureen) for Old C5 Check boxesUser Added Approver -Total Expense Dollar Amount >$15,000 – select Victoria McManusMultiple User Added Approvers may be necessary based on role of Traveler and/or Business Purpose
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 inactiveThoughts 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 ServicesHilary EasleyRon CartieriWorld TravelFor booking travel24/7 Emergencies(same number)