Transcript Concur Project Update – August, 2009 U-M Procurement Services, Concur Project Team.

Concur Project Update –
August, 2009
U-M Procurement Services, Concur Project Team
Agenda
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Concur update
New U-M travel and expense policies
How Concur applies these policies
Pilot Unit Readiness
Pilot Training
The Concur Project, University of Michigan, 2009
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How Will Your Unit Use
Concur?
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Report Expenses (required)
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Submit booked travel, P-Card, &
“out-of pocket” expenses
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Apply Cash Advances
Allocate & itemize, as appropriate
Fax or attach receipts
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Approve Expense Reports (required)
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Book Travel
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Employees and/or their defined Travel
Arranger(delegate) book travel
Book online or use U-M travel agency
Concur Travel saves
U-M money on
reservations and
administrative time
in creating Expense
Reports.
Concur Expense
combines P-Card
reconciliation and
Non-PO Voucher
(reimbursements).
Electronic Approval
reduces paper
reporting & routing.
Request Cash Advances
The Concur Project, University of Michigan, 2009
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Concur Update
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Pre-Pilot
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Procurement Services and Fin CPU
August 17, 2009
Pilot on target for October 15, 2009
Campus implementation
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Targeting Winter 2010, based on Pilot
results
The Concur Project, University of Michigan, 2009
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Concur Update
Key events since April 2009:
 Working Group sessions completed
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System configuration completed
Steering Committee sessions held
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Good feedback regarding Concur system
tasks and business processes
Strategic U-M Business Process decisions
Pilot departments identified
Pilot Unit Readiness approach verified
U-M Travel & Expense Policies updated
The Concur Project, University of Michigan, 2009
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Travel/Expense Policy Changes Include:
Policy
Details (SPG 501.04-1 Travel &Business Hosting )
Submit expense reports
in Concur within 45 days
45 days from the end of trip/hosted event, or from the
transaction date (supplies, out-of-pocket)
• P-Card transactions expensed within P-Card cycle
Per Diem for Travel Meals
US General Service Administration (GSA) rates apply:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?cont
entType=GSA_BASIC&contentId=17943
Hosted Meals
• $20 alcoholic beverage allowed per person per event
• Prior approval for exceptions required
• Hosted meal on travel status reduces Per Diem portion
Booking Flights
• At least 14 days in advance
• First/Business Class requires prior approval
Mileage
Local, in-town mileage not reimbursable
•Planned rollout October 15, 2009
•Campus communication plan – materials to be available 1st week of September
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Concur Application:
Per Diem Process
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Concur prompts for
travel allowances
(per diems) when
creating report
Event or Travel End
Date specified in
Report Header
Itinerary required
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Departure/Arrival
dates/times for
each stop
Defines per diem
allowance for travel
meals
The Concur Project, University of Michigan, 2009
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Concur Application:
Per Diem Process continued
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Per Diems are prorated
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100% for a full day
of travel (24 hours)
75% for the
departure / return
dates
Reduced if meals
“provided” during
travel
 As part of a
conference
 Hosting
 Recruiting
The Concur Project, University of Michigan, 2009
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Travel/Expense Process Change
When You Owe the U-M
You owe the University when you have:
Unused ATM Cash Withdrawals
Unused Cash Advance
Personal expenses accidentally charged via P-Card
If you owe U-M (Today)
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You write a check to the U-M
You deposit the check at the
Cashier’s Office or your
Departmental Depositor
handles the deposit
You attach written
confirmation of the Deposit to
your Expense Report
The Concur Project, University of Michigan, 2009
If you owe U-M (Concur)
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Funds owed processed by
U-M Payroll
Funds deducted and itemized
on your next paycheck (based
on your payroll cycle)
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Pilot Participants
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Finance
School of Information
School of Social Work
School of Dentistry
University Audit
ITS (FIN CPU)
LS&A (Chemistry, English, Physics, Statistics)
Medical School (Pathology, Part of Internal Medicine)
The Concur Project, University of Michigan, 2009
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Pilot Unit Readiness
Unit Readiness provides opportunities to:
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Consider impacts of Concur business processes
and updated SPG
Prepare for system changes
Verify or adjust unit business processes
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Review current unit approval work-flow
Remind employees of relevant U-M and unit
policies
Assist the University Community by providing
feedback on the Unit Readiness process
The Concur Project, University of Michigan, 2009
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Concur Training & Resources
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My LINC– Procurement Services Catalog
Procurement Services Website
Unit Readiness Resources
The Concur Project, University of Michigan, 2009
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Concur Training & Resources
My LINC
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Concur Training and
Resources page is
the gateway to:
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eLearning courses
Simulations
Procedures and job
aids
Available from:
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My LINC Catalog >
Procurement
Services
My Concur >
Expense Info pane
The Concur Project, University of Michigan, 2009
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Concur Training & Resources
“Quick Start”
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Some My LINC resources are designed
for unit Delegates to assist faculty,
administrators, and staff with Concur:
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Voice over simulations
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Modify Travel and Expense Profiles
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Submit an Expense Report
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Book Travel in Concur
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Manage Receipts
All U-M employees
must submit their
own expense reports
in Concur
Look for the “Quick Start” section on the
Concur Training and Resources page
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Concur Training & Resources
eLearning Courses
Concur User
 Content
Concur Expense Approver
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Booking Travel
 Approval notifications
Creating Expense Reports
 Managing Receipts
 Notification for submission
 Approval processes
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Cash Advances
 Expense Reports
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 Recommended for:
 Those
booking their own travel
and/or creating their own
expense reports
 Those designated as a delegate
The Concur Project, University of Michigan, 2009
 U-M approval policies
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Required annually
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Concur Training & Resources
Procurement Services Website
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Concur business process information
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P-Card cycle
Expense Type > M-Pathways Account mapping
Concur best practices / Frequently asked questions
The Concur Project, University of Michigan, 2009
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Closing Points
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Concur is a large campus-wide change
The Concur Project Team wishes to be open
about the changes, providing units the ability
to:
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Leverage Concur travel and expense
functionality
Consider U-M business process/policy impacts
Review unit business process/policies to assist
with the transition to Concur
Educate employees on relevant policies
The Concur Pilot will provide key feedback to
evaluate the change management approach
prior to campus go-live.
The Concur Project, University of Michigan, 2009
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Questions?
Contact Us:
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Procurement Solutions Team (Customer Service) at
734-764-8212, option 1, or
[email protected]
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Thank You for Your Time Today!