To address feedback and improve efficiency and user experience with managing expenses in the Concur system, we are introducing the following updates to expense reports in the Concur system effective beginning Monday, September 25, 2023:
- The expense report types will be updated to include two new forms: Travel and Non-Travel. Additionally, the form for General Expenditures will be removed. The two new expense-specific reports tailor the required report fields to the types of expenses the user is submitting, eliminating any unnecessary fields.
- New tax questions on applicable expense types. This will be triggered with system audit rules based off of the state selected, guiding the expense owner/cardholder through the required steps.
Next steps:
- Concur users can continue to book travel through the Concur system as usual during this timeframe.
- If you have an outstanding expense that must be submitted before the changes go into effect on 9/25/23, please submit these expense reports for approval to Payment Processing & Compliance in Concur by close of business on 9/18 to allow enough time to review and either approve or return your report before the changes are implemented in the system. If your report was submitted by 9/18 but was returned, you will need to update the report and re-submit using the new forms beginning 9/25.
- If you have outstanding expenses that do not need to be submitted before the changes go into effect on 9/25, we recommend waiting to submit your expense report in Concur until 9/25 and utilize the new forms to avoid the possibility of having to update/resubmit a returned report.
Resources:
- Training materials on the Concur Travel & Expense Sharepoint site will be updated with step-by-step instructions incorporating the changes that will go into effect on 9/25/23.
- Join us for the next Travel & Expense Management Lunch & Learn on September 13, 2023. An overview of the upcoming changes to the Concur System will be provided. Visit this page to register.
- Two virtual information sessions were held via Zoom to provide an overview of the upcoming changes to the Concur System. Review the resources from the sessions below or on the Purchase, Pay & Travel website:
- 9/19/23: Zoom Recording
- 9/20/23: Zoom Recording
- Slide deck for both the 9/19 and 9/20 sessions.
General Expense Reminders:
The Internal Revenue Service (IRS) and University Policy FN 28 require Travel Card/OneCard cardholders to reconcile expenses in a timely manner, which is defined as within 30 days of returning from travel or within 30 days of when the expense is incurred for non-travel related expenses. Visit this page for more information about managing expenses.
For questions about Concur or managing your expenses, please contact Purchase, Pay & Travel Customer Service.