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Travel & Expense Reconciliation Software Concur System Training 2014/2015 Michael Mallon – Accounts Payable Kaity Hendrick – Accounts Payable Steve O’Leary.

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Presentation on theme: "Travel & Expense Reconciliation Software Concur System Training 2014/2015 Michael Mallon – Accounts Payable Kaity Hendrick – Accounts Payable Steve O’Leary."— Presentation transcript:

1 Travel & Expense Reconciliation Software Concur System Training 2014/2015 Michael Mallon – Accounts Payable Kaity Hendrick – Accounts Payable Steve O’Leary – Information Services

2 Why Are We Here Today? Two major changes impacting employee reimbursements and corporate card reconciliations are being rolled out between January 1 st and March 31 st –Corporate card switching from MasterCard to AMEX –Paper expense reports and Corporate Card AMEX reconciliations will now be processed via Concur…an electronic expense reporting software tool Going forward, all full-time, benefits eligible employee reimbursements and corporate card reconciliations will be 100% electronic (in line with university’s goal of sustainability) Enhanced expense reporting data in one database Enhanced ability to track your reports (audit trail) Reports accessible via mobile applications 2

3 Corporate Card Replacement Replacing the current JP Morgan Master Cards (Procards) Current Procards will be cancelled after your new AMEX card has been issued –We will not cancel your procard(s) before communicating with you –Please destroy card when instructed –Any remaining MasterCard reconciliations must continue to be processed in the SmartData software. Concur cannot be used for these transactions –Procard reconciliation documentation must be retained for 7 years Due to AMEX activity being processed and stored via the ‘cloud’ with Concur software, going forward you will no longer be required to retain hard copies of your reconciliation reports –We do recommend however, that you retain your hard copy reports/receipts until your activity is recorded in Banner 3

4 Concur Expense Roles Submitter – An employee who incurs an expense on behalf of the University. Anyone with a Concur log-in is enabled as a Submitter. Has the ability to change report/reconciliation details Approver – An employee that has a supervisory relationship (via Banner HR) with a Submitter. This role is defaulted and cannot be changed unless if there is a position change in Banner HR. Has the ability to change report/reconciliation details Preparer –An employee that prepares a report on behalf of another. Must be configured by Submitter in profile. A Submitter can have one or many Delegate Preparers assigned to them. Has the ability to change report/reconciliation details and add comments Previewer – An employee that has the ability to review reports/reconciliations on behalf of an Approver. Must be configured by Approver in profile. An Approver can have one or more Previewers assigned to them. Has the ability to change report/ reconciliation details, can add comments, return to Submitter and/or notify Approver 4 BI Manager – can view/run divisional expense reports/corporate card reconciliations and is notified of overdue divisional reports via . Internal Concur Expert “ICE” – serves as a local “expert” being able to answer basic questions from end- users within their department or unit. Submitter Team Approver Team

5 “Local” Policies 5 “Local Policies” are policies specific to each area/department which are outside of the Accounts Payable University Policies System configured for established Accounts Payable, University- wide Policies Examples: –Receipts for all expenses (Athletics) –Must have an associated, approved Request (ITS) Does your area have any local policies?

6 Concur Demonstration Access to Concur Profile Review –Verify Address – Preferences –Delegate Setup –Mobile Application Submitting Reports –Submit an Expense Report Travel Expense (per trip) –Corporate Card Expenses (i.e. airfare, hotel, etc.) –Out of Pocket Expenses (i.e. mileage, meal, allocated expense) –Submit a Request (optional) –Submit a Company Billed Statement (CBS) Non-Travel Expense (once per month) Approving Reports –Review Report/Receipts –Approve –Approve & Forward 6

7 7 Additional Training/Support “Hands-on” End User Training Sessions Internal Concur Expert (“ICE”) Specific Training Who to call for Help & Support? –I have a question while logged into Concur –I am having trouble connecting to the Concur tool Concur Training Videos –from Concur: Help >> Training >> Expense >> –https://www.concursolutions.com/expense/client/view_training.asp

8 8 Session Close-out Questions/Answers Claiming your AMEX Card –when card is available THANK-YOU!

9 9 Divisional Business Intelligence (BI) Managers DivisionDivision NameBI ManagerDivisionDivision NameBI Manager 1PresidentSaundra Shelton27CPSNikole Lynch 2FinanceChristopher Brackett28School of LawGreg Tilley 6Student AffairsGeorge Sarikas29Computer & Information ScienceKirsten Gilbert 7General CounselRegina Minichello30Provost's OfficeRuthann Stiles 8SecuritySue DuBrava31LibraryEthan Bren 9AthleticsAnnette Medalie32University ProgramsKaren Lakis 10FacilitiesGail O’Donnell33Enrollment ManagementKerry Gallivan 11Human Resources MgtKaitlin Baratta34International Study ProgramsMaureen Underhill 12Business ServicesJon Julien35Research & Graduate EducationAnastasia Stavropoulos 13AdministrationKaitlin Baratta36Undergraduate EducationKaren Lakis 14Marketing CommunicationsKathy O’Rourke37College of ScienceJim Sarazen 15AdvancementTim Kenneally38 College of Arts, Media and Design Thomas Michael 16City & Community AffairsRegina Minichello39 College of Social Science & Humanities Dana Ritter 17Information Technology ServicesAdriana Angulo41Dormitories - FacilitiesGail O'Donnell 18University Health and CounselingRachel Moliere42Dormitories - ProgramsBridget Schulz 19Global NetworkKerry Gallivan44Dormitories - OperationsJon Julien 20Bouvé Health SciencesSteve Cramer45Enterprise Risk ManagementJon Julien 21School of BusinessPeggy Fletcher46 Campus Planning & Development Gail O'Donnell 23EngineeringJasmine Sun

10 10 Divisional Internal Concur Expert (ICE) Personnel DivisionDivision Name“ICE” SupportDivisionDivision Name“ICE” Support 1PresidentSaundra Shelton27College of Professional Studies Magali Peruzi Lisa Freeley 2FinanceKaity Hendrick28School of LawSully Baez 6Student AffairsBridget Schulz29Computer & Information ScienceKirsten Gilbert 7General CounselRegina Minichello30Provost's OfficeRuthann Stiles 8SecuritySue DuBrava31LibraryEthan Bren 9AthleticsMaura Mahoney32University ProgramsKaren Lakis 10Facilities Gail O’Donnell Sarah Blanchard 33Enrollment ManagementMaura Mahoney 11Human Resources MgtKaitlin Baratta34International Study ProgramsKelly Lyons 12Business ServicesJon Julien35Research & Graduate EducationAnastasia Stavropoulos 13AdministrationKaitlin Baratta36Undergraduate EducationKaren Lakis 14Marketing & CommunicationsKathy O’Rourke37College of ScienceLaura Carreiro 15AdvancementCaitlin Hahn38College of Arts, Media and DesignAnnie Lee 16City & Community AffairsRegina Minichello39 College of Social Science & Humanities Dana Ritter 17 Information Technology Services Adriana Angulo Bernadette Bedminster 41Dormitories - Facilities Gail O'Donnell Sarah Blanchard 18 University Health and Counseling George Sarikas Bridget Schulz 42Dormitories - FacilitiesBridget Schulz 19Global NetworkClare Martin44Dormitories - FacilitiesJon Julien 20Bouvé Health SciencesPeter Mitchell45Enterprise Risk ManagementJon Julien 21School of BusinessMaria Costa de Sousa46Campus Planning & Development Gail O'Donnell Sarah Blanchard 23EngineeringDeb Northall

11 Appendix American Express Card Program Options Company Billed Statement Report CONCUR Training Video Links 11

12 American Express Card Program Options BLUE Amex Card –Most like the “Pro-Card” Today –Once-a-Month Reconcilement/Submittal –Two Options Option 1: Corporate Purchasing only Option 2: Purchasing plus Travel Privileges  Best for those employees that purchases goods exclusively or purchase goods and may travel a few times annually GREEN Amex Card –The Traditional “Travel Card” –Per-Trip Reconcilement/Submittal –Supports Cash Advance/ATM Withdrawals  Best for those employees who’s majority of University expenses are travel related 12

13 13 Company Billed Statement Report – a view of reconciliation details Reconcile expense items as you would with any expense report and submit for approval…

14 CONCUR Training Videos Exploring the My Concur Homepage Creating a Request Associating a Request to an Expense Report Reviewing Requests as an Approver Updating Your Expense Profile Creating a New Expense Report Creating a New Expense Report with Out-of- pocket ExpensesCreating a New Expense Report with Out-of- pocket Expenses Itemizing Expenses Itemizing a Nightly Lodging Expense Allocating Expenses 14 Entering Personal Car Mileage Creating an Expense Report with Fixed Travel AllowancesCreating an Expense Report with Fixed Travel Allowances Printing and Submitting an Expense Report Working with Cash Advances Acting as a Delegate Converting Foreign Currency Creating an Expense Report with Reimbursable Travel AllowancesCreating an Expense Report with Reimbursable Travel Allowances Reviewing and Approving an Expense ReportReviewing and Approving an Expense Report Working with Receipt Store


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