September 29, 2020 - Duke University

September 29, 2020

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Identify and demonstrate how to address

specific situations in Concur.

Recognize important features of Concur and

application at Duke.

Clarify business process changes.

Explore and evaluate methodology for

processing expense reports.

Outline transition plan.

Concur is designed with the premise that in most instances an employee creates his/her own expense report.

Business units should take the opportunity to evaluate how and when expense delegates are used.

◦ Business units can use a mixed model where some employees create their own expense reports and others have expense delegates who support them.

Business units who adopt a model where employees create their own expense reports are the most successful transitioning to Concur.

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Seven items should be set by employee.

◦ Validate Name – match name on government issued identification.

◦ Verify email address - Done by employee and his/her expense delegates/travel arrangers.

◦ Activate e-receipts.

◦ Add Frequent Traveler information – assists with Concur’s e-receipting functionality.

◦ Validate/enter credit card information – corporate card (Duke will load) and personal cards.

◦ Download and register the Concur mobile app.

◦ Download and register TripItPro mobile app.

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Complete personal information including

entering mobile device phone number.

Ensure the employee has verified his/her

email address.

Select email expense preferences.

Create favorite attendees associated with the

individual if they have business meetings or

entertainment expenses.

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Action is required by ALL those who will use the tool.

Access to start establishing profiles – September 24.

Quick Reference Guides available. ◦ Getting Started for Employees

◦ Getting Started for Expense Delegates and Travel Arrangers

Please note: If your business unit is using Concur to book travel, travel arrangers can be established by

employees in their profile settings and will have access to book travel on the employee’s behalf.

Contact ET&R for more information.

E-receipts ◦ Sent automatically from the vendor.

◦ Automatically match with corporate card charges.

Concur Mobile App ◦ ExpenseIt - picture, OCR, creates an expense in the tool.

◦ Automatically matches with corporate card charges –depends on data match.

Email receipts ◦ Send to [email protected]

◦ Include employee’s email address in the subject line.

◦ Attach as PDF or jpg document.

Scan pictures of receipts – documents are loaded to Concur.

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Expense can be itemized to reflect different expense types included in one charge.

◦ Itemization will be necessary for both corporate card and out-of-pocket expenses.

◦ The entire dollar amount of the expense MUST be included in the itemization.

◦ Hotel receipts may be automatically itemized.

Align automatic itemization with the appropriate Duke expense types if necessary.

Expense within an expense report can be allocated to different cost objects.

◦ By percentage

◦ By dollar amount

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Used to visually identify specific situations. ◦ Itemization

◦ Attendees added to an expense type

◦ Allocation

◦ Receipts – attached or not attached

Used to distinguish different types of receipts. ◦ E-receipt

◦ Corporate card transaction

◦ Receipt submitted via mobile app/email

List of icons will be available at concur.duke.edu.◦ Getting Started section of the site.

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Audit rules provide the opportunity to enforce

Duke policy and provide reminders designed to

prevent reports from being returned.

Two types:

◦ Warning - does not prevent submission.

◦ Error - cannot be submitted until corrected.

Triggered by “Save” or “Submit”.

If an audit rule is triggered by “Submit”, “Submit”

will need to be selected again to clear the error.

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Cannot submit an expense report if receipts are not attached. ◦ Identified with icon .

Hard error triggered when expense report is submitted into workflow.

The submit action is performed by employee not expense delegate.

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Bottom-line = Faculty/Staff member receives system notification when an

expense report is ready for submission, but receives a hard error when he/she

selects submit.

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Reduction in the number of expense types available.

◦ Effort to create a more manageable list of expense types in Concur.

◦ Review the list of available expense types in the travel and non-travel report.

Reach out to ET&R if expense types need to be added.

If expense type is not available in Concur…

◦ Expense type – Unsupported MCC code available.

Posts to G/L 696200 – Miscellaneous.

◦ JV can be used to move charge once it posts – excluding the untimely posting expenses.

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Enhanced supporting documentation requirements for certain expense types Examples include:

◦ Vendor field required if not auto populated

◦ Ability to save frequently used attendees

Per diem for lodging on international travel is no longer allowed.

Conference registration fees can no longer be reimbursed in advance.

Corporate card transactions cannot be reassigned.

Expense reports cannot be re-opened by business units or ET&R once posted to the ledger. ◦ Report Reference free text field is available to allow

trips to be linked.

◦ Recommend frequent use of this field to support reporting.

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Concur bills Duke based upon the number of expense reports submitted.

Cost of expense report with one receipt is equivalent to the cost of an expense report with many receipts.

Travel expense types are available in a non-travel report.

Corporate card expenses and out-of-pocket expenses can be included in all types of reports.

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Bundle non-travel expenses bi-weekly.

For travel:

◦ Include all expenses occurring during the travel dates in

an expense report.

◦ Travel expenses that are incurred outside of the travel

dates (airline tickets, conference registration fees), will

be included in an expense report and may be bundled

with other future dated travel expenses.

Example: Three airfares for an employee are booked and

expensed in March for travel in July. All three of these may

be included in a travel expense report.

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For travel:

◦ It is no longer about putting all costs for a trip in one expense report.

◦ It is about accurately providing detail on each expense so those expenses can be grouped together through reports.

◦ Leverage the use of the Report Reference field to differentiate between trips by using name of conference, purpose of trip, etc.

Business units can run reports using the Report Reference field.

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Balance the need to control the number of expense reports with timely posting of expenses.

◦ Focus should be on bundling transactions to minimize expense reports.

◦ Schedule an activity on the calendar to process expense reports. This will avoid untimely postings.

◦ Each week, assigned and unassigned reports are sent to assist with managing corporate card charges.

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Biggest differences

◦ Any returned expense report will route

back to the employee.

◦ Concur specific requirements being

addressed by your business offices.

Concur has a wide variety of standard

reports available for use.

Business Intelligence (BI) Manager role

assigned to business managers to run

reports in Concur.

◦ Business managers can assign two back-ups to

have the same access.

Reports are based on the SAP hierarchy.

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Please note: Reach out to you Business Manager and TRaC Rep to get more information on how reports will be used and distributed in your business unit.

Outstanding Corporate Card Charges

◦ Each Monday, a push report is sent to Business Managers

and TRaC Reps with assigned and unassigned transactions.

This same report is sent the first Monday of the calendar month to

Management Centers.

Untimely Corporate Card Charges

◦ Each Wednesday, a push report is sent to Business Managers

and TRaC Reps of all untimely corporate card charges.

This same report is sent the first Wednesday of the calendar

month to Management Centers.

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Workflow Status Report in SAP

◦ Includes Concur expense reports based on the previous

day’s status.

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From a SAP line item report ◦ Receipts are available.

◦ Work is currently underway to make a modified travel summary available.

Travel summary is available in Concur.

New document type specific to Concur transactions. ◦ YS – Concur Acctg. Doc.

Concur offers a variety of system generated

email notifications.

Based upon feedback, some email

notifications were turned off.

◦ Employees can turn them back on in their Profile

Settings.

◦ Employees must grant access for expense delegates to

receive email notifications.

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Escalation emails are used in the approval process to ensure expense reports are moving forward through the approval process.

◦ After 20 days, the expense report is escalated for approval.

Departmental/Supervisor approval level – goes to the approver’s approver.

Funding Source – moves to the next approval step.

Any optional approvals – moves to the next approval steps.

ETR business process is to forward an expense report as required to ensure all approval steps are complete.

◦ When escalation occurs, the approver also receives an email notification that the expense report has been removed from workflow.

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Communication was sent to all cardholders. ◦ General information to all cardholders about Concur.

◦ Getting Started with Concur

Focus on importance of setting up profiles.

Sent to cardholders as their department goes live with the tool.

Communication to new cardholders regarding expense report policies and procedures. ◦ Will include Getting Started with Concur.

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You’ve had a few days to work in Concur –what questions do you have?

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Concur.duke.edu - Dedicated website ◦ Quick Reference Guides

◦ Online learning

Demonstration Videos

E-Learning – Underdevelopment

◦ Frequently asked questions – great reference

Dedicated email address ◦ [email protected]

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Access Concur link – Granted September.

◦ Via Concur tab in Duke@Work or via the link found at concur.duke.edu.

◦ Focus on setting-up profiles.

Employees, expense delegates, travel arrangers (if used)

Card transactions

◦ Bank of America posting date – September 28

◦ Should begin displaying in Concur – September 30

Processing expense reports

◦ Out-of-pocket – September 28

◦ Corporate card – as September posting date becomes available.

Complete all expense reports in the “old”

SAP expense reporting tool.

◦ Corporate card transactions with a September 27

posting date or earlier date should be cleared in

the “old” tool.

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