Travel and Expense
Management
(TEM)
Project
TEM Update
ABA Meeting
Senior Roundtable
November 20,May
2013 6, 2011
1
Concur Expense
Rollout Schedule
All Schools and Centers are now LIVE
Beta and Pilot
Schools/Centers
Business Services
Housing Services
Morris Arboretum
Div of Finance
DAR
Dental School
GSE
June 10th Wave
OACP
Office of EVP
ISC
Annenberg School
FRES
Museum
CHAS
Public Safety
Prvst Interdisciplinary
Inst for Contemp Art
July 22nd Wave
Wharton
School of Nursing
Design
Penn Global
Law School
Provost's Office
SAS
SEAS
SP2
Annenberg Center
Student Services
Office of Student Life
August 26th Wave
Library
Vet
Athletics
President's Center
Human Resources
October 14th Wave
Perelman SOM
2
Card Use
Card Type
Purpose
Best Uses
Prohibited Uses
Purchasing Card
(JPMorganChase
Mastercard)
Administrator use in purchasing lowerdollar, non-restricted supplies with noncontract, and non-restricted suppliers
Conference fees
Professional membership fees
Subscriptions
Cell phone charges
Human subject payment cards
Purchases with Marketplace
Suppliers
Alcohol
Entertainment
Airfare
Travel Card
(American Express,
*Bank of America Visa)
Staff and Faculty use for purchases
associated with travel or other personally
reimbursable expenses
Airfare (as alternative to BTA)
Lodging
Ground transportation
Reimbursable meals
Business expenses not
associated with travel (PO or PCard eligible purchases)
Gift cards
Meeting & Event Card
(American Express)
Staff use for those regularly facilitating
off-campus meetings and events;
purchases should be non-airfare
purchases directly associated with
meetings/events
Any non-airfare expenses
directly associated with offcampus meetings or
conferences, and within
University and School/Center
policy
Charges for on-campus meetings
and events
Airfare
Individual T&E including lodging,
car rental, meals
Gift cards
Corporate Defined
Expense Program Card
(American Express)
Student and Administrator use for
purchases associated with student
activities.
Food for student meetings
Local student transportation
Tickets to approved events
Alcohol
Staff and faculty expenses
Visit www.purchasing.upenn.edu/card-services/landing_page.php to learn more about
these University-sponsored credit cards programs and the approved uses for each card.
3
Best Practices
• Expense Reports should be submitted within three weeks
of the date of transaction.
• An expense report can be:
– A group of unrelated expenses submitted on one report
– A group of expenses related to one trip
– A group of expenses related to two or more trips
• Amount entered should be total amount of the receipt
• Transaction date is the same as the date on the receipt
4
Ongoing Support
• Monthly expense Q&A Open House Sessions
• University-wide training sessions for new
employees or those who would benefit from
such training
• Two new (self-subscribed) listservs
– Concur information (Expense and Travel)
– Concur administration (Approvers and Administrators)
• Helpdesk
– 6-HELP (215-746-4357 ): choose option 3, then 1
for Travel or 2 for Expense assistance
– [email protected]
5
Help Desk
Frequently Asked Questions
6
FAQ’s
• Why won’t the alcohol itemization message
go away?
• How do I enter per diem?
• Breakfast/Lunch/Dinner vs. Business Meal
(Attendees)/Campus Business
Meeting/Entertainment
• How do I itemize…
– A hotel? Alcohol? A non-reimbursable amount?
7
FAQ’s
• I received a Travel Advance – how do I
reconcile & return unused cash to the
University?
• Why did I get an email about my banking
information changing in Concur?
• When will my payment show up in “My
Reimbursements”?
8
FAQ’s
• What is the difference between a travel
assistant and an expense delegate?
• Delegates: What does “Mark as Not
Complete” mean?
• Receipts: Header vs. Line level, How to attach,
How to view, How to Delete
9
FAQ’s – Approver
• Where is the object code?
• Why isn’t the funding source I need in
Concur?
• How do I view the reports I have previously
approved?
• How do I set an approver delegate for when I
am out of the office?
– Why won’t the system allow me to set someone
as my approver delegate?
10
FAQ’s – Approver
• Why am I not receiving the emails from
Concur whenever an expense report enters
my Approval Queue?
• How can I tell if a cash advance has been
applied to an expense report?
• Cross-charging Expenses
• “Approve & Forward” vs. “Approve”
• Important things to look at when approving
an expense report
11
Questions?
Concur Approval Process
There are four approver roles in the system:
•
Default Reviewer – defined in each user’s profile
•
Cost Object (Funding Source) Approver –based on CNAC-ORG-BC-FUND
entered (max 3 allowed)
•
Supplemental Approver – selected from list by Default Reviewer,
required on all expense reports $500 or greater
•
User Added Approver – can be added by Default Reviewer, Funding
Source Approver(s), or Supplemental Approver
Traveler or
Delegate
Traveler
Enter
Report
Submit
Report
Default
Reviewer
Approver
Level 1
Approver
Level 2
Approver
Level 3
Supplemental
Approver
(>=$500)
Cost Object (Funding Source) Approver(s)
1 level required, can define up to 3 levels i.e. 870-8721-1-000000
13