Welcome to the latest Travel & Expense Management Newsletter!
Travel & Expense Management Lunch and Learn
Join the Purchase, Pay & Travel team via Zoom for a Travel and Expense Management Lunch and Learn on Wednesday, September 11, from 11:30 a.m. to 12:30 p.m. We will review important information and training topics related to the travel and expense management program. This session will cover frequently asked questions about payment processing, the Concur system, and travel topics, concluding with a question-and-answer period. Learn more and register here.
Travel Program Price Audit
The latest audit results are now ready: Results for April 2024 – June 2024
As a reminder, an independent third-party conducts an ongoing formal audit of prices available through Pitt’s Travel Program on a quarterly basis. This audit compares the price for airfare and car rental searches to the top destinations for Pitt travel, through the following booking platforms:
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Concur online booking tool that works in conjunction with Anthony Travel, Pitt’s contracted Travel Management Company
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Direct booking through the travel provider (i.e. airline or rental agency)
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Consolidator sites (i.e. Expedia, Orbitz, etc.)
See all previous results and read more about the travel program price audit, including the full methodology behind the audit and results.
What to Expect When Traveling
A regular email series, What to Expect When Travelling, is intended to equip University travelers with the latest travel industry information and tips. Most recently, we have shared information about sustainable travel and travel payment methods. You can read more about the latest travel tips and all previous tips on the Purchase, Pay and Travel website.
Travel Services at the Hub
Originally, the Hub was built in response to COVID-19. After its success to help mitigate the pandemic, the Hub has remained available for a multitude of vaccine and health services for Pitt. One of the perks the Hub offers includes services to ensure health and safety for those travelling abroad. The Hub provides comprehensive and individualized travel consultants and offers the full range of travel vaccines. These services are available to all Pitt faculty, staff, students, and the general public. For more information, visit the Pitt Vaccination and Health Connection Hub website.
Travel Forum Suggestions
The travel industry is constantly growing and evolving. While the changes are put in place to make travel easier, many travelers would like to have a voice in these adjustments. Well, great news - now you can! As we recently shared in this announcement, Emily Duchene, Travel Manager in Purchasing Services, has obtained a seat at a variety of travel-focused tables including the Southwest Higher Education Influencer Board, Delta Airlines Pittsburgh Corporate Travel Forum, and the Pittsburgh International Airport Travel Forum. Travelers are encouraged to reach out to Emily Duchene, Travel Manager, to share their travel suggestions.
American Airlines Fares Available in Concur
American Airlines (AA) fares are once again available in Concur, with the exception of basic economy. As explained in previous announcements, AA’s rapid adoption of a new booking system removed many of AA’s fares in Concur and other online booking systems earlier this year. Since this last update, American Airlines has shifted their transition to the new booking platform and their fares are once again available to be booked through Concur, apart from basic economy tickets. Please note, you are still welcome to book flights with an Anthony Travel agent if you do not prefer to book online via Concur.
University Preferred Hotel Properties
The University has negotiated discounts with a variety of hotels local to the Pittsburgh campus, Greensburg campus, Johnstown campus, Mechanicsburg, and other high-traveled cities (including Bethesda, MD and Washington, DC). All visitors, guests and alumni that are coming to campus are encouraged to stay at the University’s Preferred Hotel Properties to access their contracted rates. You can view the full list of available properties and their discounted rates on the PPT website.
November Supplier Showcase and Travel Fair
Join Purchase, Pay, and Travel along with a variety of suppliers from categories including print and graphic design, travel, catering (America To Go), management consulting, and mailing services for a showcase event on November 7th. Stay tuned for the email invite which will include additional details. The event will also be posted on the University Events Calendar in the near future, where those interested can register.
Payment Processing & Compliance Assistance
The Payment, Processing & Compliance (PPC) team offers a variety of helpful resources including questions about OneCard and expense reports in Concur. Review the helpful guidelines below for how and when to request assistance.
After-Hours/Emergency OneCard Phone Number:
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The after-hours/emergency OneCard phone number should only be used for OneCard Cardholders who are experiencing issues with their card while traveling abroad. For the status of an application or other questions specific to the OneCard, email pittcreditcards@cfo.pitt.edu for assistance.
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If any team member is out of the office, your inquiry can be resolved with another team member. If you are unable to reach a specific PPC member, do not use the after-hours/emergency contact information. Instead, please contact pittcreditcards@cfo.pitt.edu for assistance.
How to Submit an Inquiry:
Inquiries should be submitted through the Purchase, Pay & Travel online portal. This system is designed to log your inquiries into a streamlined system that allows for organized and efficient responses from the team. This is done by using software that generates help tickets and creates a visible path of their progress. When submitting an inquiry, please review the guidelines below:
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If you email for assistance, your email will automatically generate a ticket. You do not need to also submit a separate ticket through the online portal.
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Only submit one ticket. The team works diligently to respond to each ticket and goes in order of when they were received. Submitting multiple tickets or submitting the same request multiple ways such as via the online portal and an email, creates a backlog of inquiries. This can result in longer wait-times for your inquiry and others. Please note, if you have not received a response, it is only because your ticket has not reached the top of the queue. Once it does, the team will quickly respond with assistance.
Concur Expense Report Reminders
When an expense report is submitted in Concur, it’s important to ensure all aspects of the report are complete and in compliance with University policies. If a report contains any incorrect or missing information/documentation, that report will be returned to the expense report owner for adjustments. To avoid having your report returned, please review these reminders:
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Ensure you select the correct expense type
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Attach itemized receipts when required
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Attach attendee lists when required
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Use the date listed on the receipt for purchases
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If you have any receipts in a foreign currency, use the currency on the receipt and allow Concur to convert it to USD
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Confirm the account number the funds on the expense report are being allocated to. As PPC is not aware of what account number should be used, this falls to the responsibility of the report owner and department approver (cost object approver/supervisor) to ensure the account string is correct.
If a report is returned by PPC, it will include notes in the comment field stating the reason for return. If your report is returned, review the comment section for insight and necessary corrections prior to re-submitting the report.
Complete Reports on Time
Be sure to submit your expense reports in a timely manner. It is important to reconcile your expenses within 30 days of the purchase date or return date from your trip. Users will receive three (3) reminders to reconcile expenses at 30 days, 60 days, and 90 days. Following the 90-day deadline, the unreconciled amount may be subject to imputed income on your Form W2.
Refund Requests
If you need to submit a refund request in Concur, please review the following reminders:
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Ensure the total is correct
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The refund request dollar amount should be written in the memo of the check
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The expense report for the request must be submitted and approved prior to the check being sent in
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Make the checks payable to “University of Pittsburgh”
Please note that prior to submitting a refund request you should review all your OneCard expenses for the month to ensure that you do owe any funds back to the University.
Foreign Transaction Fees
There are two processes that should be used for the reimbursement of foreign transaction fees, depending on the type of credit card used whether it’s a University OneCard or a personal card. To review the process for each card type, visit the PPT website.
Concur Access and Changing Approvers
Basic Access and/or Approver changes/updates in Concur can be completed by the Department Pittworx or HR Administrator in the Pittworx system. The instructions are available on this Pittworx SharePoint site; please follow Steps 1 and 2 paying close attention to the expense approver.
Once Pittworx has been updated, the information will flow down to Prism and then Concur. This process will take up to four days for the systems to communicate with each other and then move data through their overnight processes to the multiple systems.
Note: If you are requesting for someone on a Pitt sponsored account that is not a Pitt employee, you should fill out a Non-Pitt Employee Prism form to request Concur access for them.
Reminders for Paying Guests and Students
When paying a guest or student through Concur, it’s important to ensure all correct documentation and procedures are followed to complete payments.
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If you are paying a guest who has not been paid before, attach the W9 and SVF from Docu-Sign.
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If you are paying a guest who wants to be registered for ACH, you’ll need to submit new forms.
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A student employee cannot go through as a guest in Concur for reimbursement. As a student employee, their report must be submitted as a Pitt Non-Travel or Travel Policy. If the correct policies do not populate, you will need to submit a Salesforce ticket and include the student’s name and ID.
Campus Bike Week
This year’s annual Campus Bike Week will be held from September 13- 20! This fun-filled week of bike-related activities brings the community together while promoting biking as a sustainable form of transportation around the city. You can check out all the events for the week, register for any you’d like to participate in, and learn more on the Department of Mobility’s website.
As a reminder, the University partners with POGOH, Pittsburgh’s bike share system, to provide all faculty and staff access to unlimited 30-minutes rides on the POGOH pedal and electric-assist bikes anytime! Use the PITT25EMP to rent a bike whenever you’re in the city or on campus. There is even a POGOH bike station conveniently located close to Craig Hall.
Electric Vehicle Rentals
A reminder that when renting a vehicle, you are encouraged to rent an electric/hybrid vehicle when possible. Electric vehicles can be rented through Enterprise/National, the University-wide Contracted Supplier for car rentals.
Training and Resources
Explore the following links for more information on:
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Training on the following systems:
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PantherExpress System
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Concur
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OneCard
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Vincent
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