Transcript deck for training 121414 - Northeastern University

Travel & Expense Reconciliation Software
Michael Mallon – Accounts Payable
Kaity Hendrick – Accounts Payable
Steve O’Leary – Information Services
Concur System Training
2014/2015
Why Are We Here Today?
•
Two major changes impacting employee reimbursements and corporate
card reconciliations are being rolled out between January 1st and March 31st
– 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
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
Concur Expense Roles
Submitter Team
Approver Team
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
BI Manager – can view/run divisional expense
reports/corporate card reconciliations and is notified
of overdue divisional reports via email.
Internal Concur Expert “ICE” – serves as a local
“expert” being able to answer basic questions from endusers within their department or unit.
4
“Local” Policies
• “Local Policies” are policies specific to each area/department which
are outside of the Accounts Payable University Policies
• System configured for established Accounts Payable, Universitywide Policies
• Examples:
– Receipts for all expenses (Athletics)
– Must have an associated, approved Request (ITS)
• Does your area have any local policies?
5
Concur Demonstration
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Access to Concur
•
Profile Review
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Submitting Reports
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Verify Email Address
Email Preferences
Delegate Setup
Mobile Application
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
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Review Report/Receipts
Approve
Approve & Forward
6
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 617.373.2652
– I am having trouble connecting to the Concur tool 617.373.4357
• Concur Training Videos
– from Concur: Help >> Training >> Expense >>
– https://www.concursolutions.com/expense/client/view_training.asp
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Session Close-out
• Questions/Answers
• Claiming your AMEX Card
– when card is available
• THANK-YOU!
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Divisional Business Intelligence (BI) Managers
Division
Division Name
BI Manager
Division
Division Name
BI Manager
1
2
6
7
President
Finance
Student Affairs
General Counsel
Saundra Shelton
Christopher Brackett
George Sarikas
Regina Minichello
27
28
29
30
CPS
School of Law
Computer & Information Science
Provost's Office
Nikole Lynch
Greg Tilley
Kirsten Gilbert
Ruthann Stiles
8
9
10
11
12
13
Security
Athletics
Facilities
Human Resources Mgt
Business Services
Administration
Sue DuBrava
Annette Medalie
Gail O’Donnell
Kaitlin Baratta
Jon Julien
Kaitlin Baratta
31
32
33
34
35
36
Library
University Programs
Enrollment Management
International Study Programs
Research & Graduate Education
Undergraduate Education
Ethan Bren
Karen Lakis
Kerry Gallivan
Maureen Underhill
Anastasia Stavropoulos
Karen Lakis
14
Marketing Communications
Kathy O’Rourke
37
College of Science
Jim Sarazen
15
Advancement
Tim Kenneally
38
Thomas Michael
16
City & Community Affairs
Regina Minichello
39
17
Information Technology Services
Adriana Angulo
41
College of Arts, Media and
Design
College of Social Science &
Humanities
Dormitories - Facilities
18
University Health and Counseling Rachel Moliere
42
Dormitories - Programs
Bridget Schulz
19
20
Global Network
Bouvé Health Sciences
Kerry Gallivan
Steve Cramer
44
45
Dormitories - Operations
Enterprise Risk Management
Jon Julien
Jon Julien
21
School of Business
Peggy Fletcher
46
Campus Planning &
Development
Gail O'Donnell
23
Engineering
Jasmine Sun
Dana Ritter
Gail O'Donnell
9
Divisional Internal Concur Expert (ICE) Personnel
Division Division Name
“ICE” Support
Division Division Name
“ICE” Support
1
President
Saundra Shelton
27
College of Professional Studies
Magali Peruzi
Lisa Freeley
2
6
7
8
9
10
Finance
Student Affairs
General Counsel
Security
Athletics
Facilities
Kaity Hendrick
Bridget Schulz
Regina Minichello
Sue DuBrava
Maura Mahoney
Gail O’Donnell
Sarah Blanchard
28
29
30
31
32
33
School of Law
Computer & Information Science
Provost's Office
Library
University Programs
Enrollment Management
Sully Baez
Kirsten Gilbert
Ruthann Stiles
Ethan Bren
Karen Lakis
Maura Mahoney
11
12
13
14
Human Resources Mgt
Business Services
Administration
Marketing & Communications
Kaitlin Baratta
Jon Julien
Kaitlin Baratta
Kathy O’Rourke
34
35
36
37
International Study Programs
Research & Graduate Education
Undergraduate Education
College of Science
Kelly Lyons
Anastasia Stavropoulos
Karen Lakis
Laura Carreiro
15
16
Advancement
City & Community Affairs
Caitlin Hahn
Regina Minichello
38
39
Annie Lee
Dana Ritter
17
Information Technology
Services
Adriana Angulo
Bernadette Bedminster
41
College of Arts, Media and Design
College of Social Science &
Humanities
Dormitories - Facilities
18
University Health and
Counseling
George Sarikas
Bridget Schulz
42
Dormitories - Facilities
Bridget Schulz
19
20
Global Network
Bouvé Health Sciences
Clare Martin
Peter Mitchell
44
45
Dormitories - Facilities
Enterprise Risk Management
Jon Julien
Jon Julien
21
School of Business
Maria Costa de Sousa
46
Campus Planning & Development
Gail O'Donnell
Sarah Blanchard
23
Engineering
Deb Northall
Gail O'Donnell
Sarah Blanchard
10
Appendix
• American Express Card Program Options
• Company Billed Statement Report
• CONCUR Training Video Links
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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
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Company Billed Statement Report – a view of reconciliation details
Reconcile expense items as you would with any expense report and submit for approval…
13
CONCUR Training Videos
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Exploring the My Concur Homepage
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Entering Personal Car Mileage
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Creating a Request
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Creating an Expense Report with Fixed
Travel Allowances
Associating a Request to an Expense Report
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Printing and Submitting an Expense Report
Reviewing Requests as an Approver
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Working with Cash Advances
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Acting as a Delegate
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Converting Foreign Currency
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Creating an Expense Report with
Reimbursable Travel Allowances
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Reviewing and Approving an Expense
Report
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Working with Receipt Store
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Updating Your Expense Profile
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Creating a New Expense Report
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Creating a New Expense Report with Out-ofpocket Expenses
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Itemizing Expenses
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Itemizing a Nightly Lodging Expense
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Allocating Expenses
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